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Managing Time and Stress Effectively October to November 2008

Learn effective time management strategies to improve productivity and reduce stress. Set goals, prioritize tasks, and enhance communication skills for better work-life balance.

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Managing Time and Stress Effectively October to November 2008

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  1. Managing Time and Stress Effectively October to November 2008

  2. Welcome & Introduction

  3. Our Days Agenda

  4. Topic Agenda

  5. Topic 1 - Time Management

  6. Why improve your time management? • Do you always meet deadlines? • Do you have enough time to do the things that are important? • Do you spend enough time with your family / friends? • Do you spend enough time relaxing, taking exercise, enjoying your hobbies?

  7. Why improve your time management? • Are you always content with the amount of time that you have available? • Do you spend enough time thinking about / planning the future? • Do you spend enough time with the members of your team? • Do you spend enough time with your customers? • Do you spend enough time reading and keeping up to date?

  8. Self Management • If we don’t manage ourselves strictly in the following areas, much time will be wasted • Failure to delegate when required • Fire fighting and crisis management; • Inadequate technical knowledge, or re-inventing the wheel; • Procrastination • Over-loading, fatigue and de-motivation • Perfectionism

  9. Workshop - Pg 5 • Your time management techniques & • Managing your time

  10. Agenda Revisited

  11. Why focus on Goal-setting? • Goal Setting helps us: • Deciding what is important for you to achieve in your life • Separating what is important from what is irrelevant • Motivating yourself to achievement • Building your self-confidence based on measured achievement of goals • You should allow yourself to enjoy the achievement of goals and reward yourself appropriately. Draw lessons where appropriate, and feed these back into future performance.

  12. Goals, Priorities & Planning – Pg 10 • When setting Goals we need to follow the SMART approach. All goals need to be:- • Specific • Measurable • Action Oriented • Remember to apply the 4 W’s – What + When + Where + Whom • Realistic • Timely

  13. 3 levels of goal setting - Pg 12 • Decide what you want to do with your life and what large-scale goals you want to achieve. • Break these down into the smaller and smaller targets that you must hit so that you reach your lifetime goals. • Once you have your plan, you start working towards achieving it.

  14. Categories to set goals • Artistic • Attitude • Career • Education • Family • Financial • Physical • Pleasure • Public Service

  15. Guidelines to setting effective goals - Pg 14 • Express your goals positively • Be Precise • Set Priorities • Keep operational goals small • Set Performance Goals • Set Realistic Goals • Remember ENJOY YOUR SUCCESSES

  16. Ho to Achieve your goals • To be able to achieve your goals you need to : - • Know your needs • Take one step at a time • You need to set specifications • Youmust be the one taking action • Be realistic regarding needs and time frames • Believein yourself • Dream

  17. Ho to Achieve your goals To be able to achieve your goals you need to : - Set small reachable targets / goalsthen long term set bigger and better goals Create positive thinking by achieving smaller goals Realise the power of positive thinking Put a motivational tool in front of you e.g. a model car, the picture of the kitchen you want or a picture of a highly successful business woman

  18. Ten Steps to attaining your Goals • Have a Dream • Look at your Big Picture • Plan Thoroughly • Businesses that plan to fail – FAIL • Take One Step at a Time • Always be Positive • Persist until you succeed • Don’t dream it! BE IT! • Stay active & alert • Review Regularly • Have fun & Enjoy yourself

  19. Workshop – How to save time on Crisis management • Please turn to page 48 of your workbooks. We will now take time to complete the Time Management Improvement Checklist. – Focusing on each of the areas we have covered during the course of the day.

  20. Agenda Revisited

  21. The Pareto Principle - Pg 21 • Where it comes from • What it means • How the 80/20 rule can help you be more effective.

  22. Agenda Revisited

  23. Time management funnel

  24. Goal and Objective Workshop – Pg 24 - 26 • Managing your time is about being effective (doing the right things) as well as being efficient (doing things right). • Lets look at the Goal and Objective Worksheet

  25. Agenda Revisited

  26. Key Tips for your To – Do List Pg 28 • When you think it - ink it • Constant companion - keep it with you • DAILY review

  27. To Do Tips on specific topics - Pg 29 • Dealing with Paperwork • Inspiration • Working with the Telephone • Scheduling Yourself • Interruptions • Takes 6 to 9 minutes • 4 to 5 minute Recovery

  28. To Do Tips on specific topics - Pg 29 • Work both in and out of your comfort Zone • Delegation • Delegation is not Dumping • Challenging People • Working with Email

  29. Agenda Revisited

  30. The Communication Process

  31. The Communications Model - Pg 31

  32. Challenges and processes of effective communication - Pg 32

  33. Upward Communication

  34. 7 Principals to develop upward flow of communication - Pg 34 • Effective upward communication programme must be planned • Upward communication operates continuously • Upward communication uses the routine channels • The programme stresses sensitivity and receptivity in entertaining ideas from the lower levels.

  35. 7 Principals to develop upward flow of communication - Pg 34 • A key element to upward communication is objective listening • An effective upward communication programme involves taking action to respond to problems • Upward communication uses a variety of media and methods to promote the flow of information

  36. Horizontal communication

  37. Cross Channel Communication

  38. Agenda Revisited

  39. Tips on Saying no – Pg 36 • Lets look at different ways of saying NO!!!! – refer to your workbooks Pg 36. Remember :…… • Start the sentence with the word NO • Shake your head and use nonverbal assertiveness to underline your NO. Your voice should be clear and direct. Keep eye contact.

  40. How to save time by delegating • Delegating tasks to others allows you to use your own time more effectively • While you can delegate the responsibility, you still retain accountability

  41. How to save time by delegating • When delegating, be clear about the required outcomes and the time-frames • Let the person who is going to do the work decide how to actually do it • Delegate the whole task to one person, rather than to multiple persons “jointly” • This gives the person the sole responsibility and increases motivation

  42. How to save time by delegating • Get on-going, feedback about progress on the project • Maintain open lines of communication, and be available to provide support

  43. Seven Habits of Highly Effective People Let’s Review the 7 Habits • From : - Restoring the Character Ethic, by Stephen R. Covey, Simon and Schuster, 1989.

  44. Seven Habits of Highly Effective People • Be Proactive • Begin With The End In Mind • Put First Things First • Think Win/Win • Seek First To Be Understanding, Then To Be Understood • Synergize • Sharpen The Saw

  45. Agenda Revisited

  46. Fire Fighting & Crisis Management

  47. Fire Fighting & Crisis Management • Understand the situation and all the underlying issues • List the desired outcome • Identify the available and required resources • Identify and evaluate alternative solutions

  48. Fire Fighting & Crisis Management • Select a solution • Design a Plan • Implement the Plan • Review progress, and update the approach as required

  49. Fire Fighting & Crisis Management • A starting point to reduce future crises is to review past crises • Risk management or contingency planning, i.e. you accept that a crisis will happen, but you put measures in place to limit the damage or the seriousness thereof

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