Time Management A training by Jan Buermans

Transcription

1 Time Management A training by Jan Buermans

2 Needs of the employee 1. Recognition 2. Respect 3. Trust 4. Honesty 5. Flexibility

3 Expectations of the employee Knowledge / expertise What s in it for me Vivid and pleasant relationship / contact

4 The impact of communication

5

6 NEMP

7 POMP

8 Management By Objectives Society Company I Private

9 Time Management = Self management Every person has the same 24h per day

10 Be CREATIVE with time Doing things differently Time-out to find solutions Think proactive (not reactive) Look for improvements

11 Unclear objectives Time-consumers Working on things simultaneously No priorities Bad planning Bad organisation

12 Time-consumers (Telephone) interruptions Last minute requests Unexpected circumstances Not able to say NO Lack of self discipline

13 Time-consumers Irrelevant perfectionism Postponing tasks Lack of delegation Bad preparation Wanting to know everything

14 Time-consumers Loyalty Workload Work life Feeling responsible Ambiguity and uncertainty about work and career

15 Time-consumers Lack of trust Injustice Change Lack of recognition Bad communication

16 Determing priorities

17 Determing priorities Urgent = Important

18 Determing priorities Urgent activities that require immediate attention and/or action without delay Important activities of personal interest to achieve goals and objectives

19 Determing priorities Urgent Urgent Urgent Not important Important Not urgent Not urgent Not important Important Important

20 Urgent and Important Re-active Crisis situations + immediate & unexpected problems Deadlines survive the day at the office Impact : Creates high level stress Victime of the situation

21 Urgent and Important Examples Handling an angry customer / colleague Getting the final deadline Computer crash Accident Fire

22 Not urgent but Important Pro-active Planning Preparation Anticipating problems Quality Danger : It is not urgent, so you postpone and they become U + I

23 Not urgent but Important Personal self management Empowerment Self development

24 Urgent but not Important Re-active Interruptions Helping others Impact : Threat to your own priorities

25 Urgent but not Important Examples Unexpected phone calls Unexpected visitors (internal & external) Unuseful meetings Responding to the priorities of others

26 Not urgent and not important Not-active Dealing with useless activites Losing time Unimportant activities Impact : Mismanagement + time & energy loss

27 Not urgent and not important Examples Agenda updating Filing endlessly Gossiping Complaining

28 Determing priorities Urgent DECEPTION CRISIS WASTE QUALITY Important

29 Determing priorities Urgent Urgent Urgent DELEGATE DO Not important Important Not urgent Not urgent DUMP PLAN Not important Important Important

30 Determing priorities Urgent 15% 20 25% 50-60% 25 30% Red : high performance companies Black : average less than 1% 65 80% 2 3% 15% Important

31 Tips Make a planning and be orgaznized Do not postpone Solve urgent issues immediately and avoid them in the future Delegate

32 Tips Do not be available at alle times Select your information Keep telephone calls short and to the point Plan meetings Learn to say NO!!!

33 Why don t we say NO?

34 Because we are afraid! AFRAID that people

35 won t involve me anymore won t like me anymore become angry with me will answer aggressively will thwart me in my career

36 Especially successful people

37 Especially ambitious people

38 But be aware : saying NO can have consequences

39 But saying YES all the time WILL have consequences

40 Unhappy Saying yes all the time Overworked Tired Exploited STRESS

41 Say NO immediately! Do not postpone!

42 Do not say: I am a little busy right now It is rather difficult Maybe later

43 Do say : Thank you for asking me, but it is impossible to do this. I cannot do it. I have too much other stuff to do and I want to deliver quality.

44 OR ask questions: Why do you ask me? What do you mean exactly? What do you want to achieve? What is the deadline?

45 And ESPECIALLY: Offer an ALTERNATIVE In time In people In ideas A SOLUTION

46 5 step methodology TO DO - LIST

47 5 step methodology 0 DUMP everyting out of your head Make a list with all your tasks / to do s

48 5 step methodology 1 Make a list with your most important tasks (maximum of 5 items)

49 5 step methodology 2 Select the most important and most critical task that will positively influence company results and personal goals

50 5 step methodology 3 Execute this task: 100% focus! It is not allowed to do anything else

51 5 step methodology 4 Take a break!!! Enjoy your achievement and remove the task from your list

52 5 step methodology 5 Restart! And (if applicable) add a new task to your list

53

54 Inbox : maximum 15 READ messages (only TO DO s!!!) The best inbox is an empty inbox!

55 Make folders Personal & logical classification! Subject! Departement! Name! Project!

56 De-activate sound and image and pop-up for incoming mail

57 Open your mail ONLY at fixed times

58 Time Management TIPS When you need help, GET HELP!

59 Time Management TIPS Put things in perspective and make time for yourself

60 Time Management TIPS Work smart, not more

61 Time Management TIPS ACT & DO DO NOT POSTPONE

62 Time Management TIPS Manage your time to avoid STRESS

63 GOOD LUCK