Time Management Karen Robinson Business Manager The Oak Tree Primary School Stockton on Tees

Time Management AIMS OF THE WORKSHOP AIMS OF THE WORKSHOP To look at some theory underpinning time management To look at some theory underpinning time management Explore differing viewpoints on how to manage your time Explore differing viewpoints on how to manage your time Give you some tools and techniques to use to help you. Give you some tools and techniques to use to help you.

Time Management EXERCISE EXERCISE Ask yourself the following questions – Ask yourself the following questions – Are you a procrastinator? Are you a procrastinator? Do you only start work on a project or job when the deadline is near? Do you only start work on a project or job when the deadline is near? Do you find it hard to get started? Do you find it hard to get started? Are you always short of time? Are you always short of time? Does the thought of completing things make you nervous? Does the thought of completing things make you nervous? Have you got lots of things to do that you’ve carried over from last week? Have you got lots of things to do that you’ve carried over from last week?

Time Management Teach Yourself Time Management – Polly Bird Teach Yourself Time Management – Polly Bird Keep a log Keep a log Make a note of changes Make a note of changes Timeline projects Timeline projects Look after yourself Look after yourself Discourage others Discourage others Don’t let procrastination become a habit Don’t let procrastination become a habit 3 Dots 3 Dots Meetings Meetings How much are you worth? How much are you worth? Pass your new knowledge on to others Pass your new knowledge on to others

Time Management Getting Things Done – David Allen Getting Things Done – David Allen Manage your work/life balance Manage your work/life balance Think about what you do Think about what you do Write lists Write lists Multi Tasking Multi Tasking To get things done - To get things done -

Time Management Do It Tomorrow (and other secrets of time management) Do It Tomorrow (and other secrets of time management) What you need to do What you need to do Reactive Brain & Rational Brain Reactive Brain & Rational Brain

Time Management Diagnostic Diagnostic Which of the following situations are examples of “Thought-Decision-Action” and which are examples of “Stimulus-Response”? Which of the following situations are examples of “Thought-Decision-Action” and which are examples of “Stimulus-Response”? Quickly fill in the diagnostic the answers are on the back – no cheating – read them at the end Quickly fill in the diagnostic the answers are on the back – no cheating – read them at the end 5 steps to get on top 5 steps to get on top

Time Management Lists Lists Limits Limits Randomness Randomness Exercise Exercise

Time Management 3 causes of problems with time management 3 causes of problems with time management Exercise Exercise Make a complete list of all the tasks you have outstanding at the moment – do it now Make a complete list of all the tasks you have outstanding at the moment – do it now Write down how long this item has been outstanding for Write down how long this item has been outstanding for How long would it take you to do this job if you had nothing else to do How long would it take you to do this job if you had nothing else to do Collect a days worth of work that comes in – write down every single piece of work whether you action it or not Collect a days worth of work that comes in – write down every single piece of work whether you action it or not Record all s and telephone calls Record all s and telephone calls Itemise every single piece of paper you get Itemise every single piece of paper you get Don’t include anything from your backlog file Don’t include anything from your backlog file

Time Management Real work vs busy work Real work vs busy work Exercise Exercise Observe yourself during the course of a day Observe yourself during the course of a day Watch for randomness Watch for randomness Challenge assumptions Challenge assumptions Self awareness about urgency Self awareness about urgency Further pointers Further pointers Delegation Delegation

Time Management Time Management Pocket Book – Ian Fleming Time Management Pocket Book – Ian Fleming Managing what you do Managing every day Managing where you work Managing to work with others Managing Communications

Time Management Managing What You Do Managing What You Do Questions to ask yourself Questions to ask yourself Focus on things that matter Focus on things that matter Check your job description Check your job description

Time Management Exercise Exercise Try and clarify your job in a single sentence Try and clarify your job in a single sentence Identify key areas of your job eg staff, finance, etc (aim for approx 8 areas) Identify key areas of your job eg staff, finance, etc (aim for approx 8 areas) In each key area put what you do in terms of activities In each key area put what you do in terms of activities Recruitment & Training Staff Selection Induction Coaching etc etc

Time Management How and where do you spend your time? How and where do you spend your time? Procrastination Procrastination Setting priorities Setting priorities

Time Management Pareto Principle Pareto Principle 80% of time available 20% of the result 20% of time available 80% of the results

Time Management URGENCYURGENCYURGENCYURGENCY IMPORTANCE LOWHIGH LOW Don’t do it Do it later HIGH Ask someone else to do it Do it now – Do it yourself

Time Management Managing Where You Work Managing Where You Work Environment Environment Mail Mail Filing Filing Out of the office Out of the office

Time Management Manage Communications Manage Communications Listening Listening Active Listening Active Listening Phone & Phone & Reading & Writing Reading & Writing Meetings Meetings

Time Management Managing to Work With Others Managing to Work With Others Your Boss Your Boss Your Team Your Team Interruptions and Learning to say NO Interruptions and Learning to say NO Ask for help Ask for help

Time Management Managing Every Day Managing Every Day Take Control Take Control Mind Mapping Mind Mapping Example: mapping.co.uk/assets/examples/attacking_problems- large.gif Example: mapping.co.uk/assets/examples/attacking_problems- large.gifhttp:// mapping.co.uk/assets/examples/attacking_problems- large.gifhttp:// mapping.co.uk/assets/examples/attacking_problems- large.gif Brainstorming & other ideas Brainstorming & other ideas

Time Management CONCLUSIONS CONCLUSIONS Memory Memory Accept and Understand Accept and Understand Be good to yourself – balance your work and personal time! Be good to yourself – balance your work and personal time! Bibliography Bibliography Teach Yourself Time Management – Polly Bird Teach Yourself Time Management – Polly Bird Time Management Pocket Book – Ian Fleming Time Management Pocket Book – Ian Fleming Do it Tomorrow (and other secrets of time management) – Mark Forster Do it Tomorrow (and other secrets of time management) – Mark Forster

Time Management MOTIVATIONAL QUOTES MOTIVATIONAL QUOTES "Don't say you don't have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein." -- H. Jackson Brown "Many people seem to think that success in one area can compensate for failure in other areas. But can it really?...True effectiveness requires balance." -- Stephen Covey "To think too long about doing a thing often becomes its undoing." -- Eva Young

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