““TIME MANAGEMENT”TIME MANAGEMENT” – –Get more done with Get more done with less stress by less stress by efficiently managing your timeefficiently managing your time

Training 5Training 5

November November 116, 6, 20072007

Irina Kim, MBA, MPhilIrina Kim, MBA, MPhil

What, to you, is TIME?What, to you, is TIME?

HOW WELL DO YOU PLAN?HOW WELL DO YOU PLAN?

NeverNever SeldomSeldom SometimeSometimess

OfteOftenn

AlwayAlwayss

How often do you plan How often do you plan in an effort to keep life in an effort to keep life from running out of from running out of control?control?

11 22 33 44 55

Do you put daily plans Do you put daily plans on paper?on paper?

11 22 33 44 55

Do you allow flexibility Do you allow flexibility in your plans?in your plans?

11 22 33 44 55

How often do you How often do you accomplish all your plan accomplish all your plan for a given day?for a given day?

11 22 33 44 55

How often do you plan How often do you plan time for what matters time for what matters most to you?most to you?

11 22 33 44 55

How often is your daily How often is your daily plan destroyed by plan destroyed by urgent interruptions?urgent interruptions?

55 44 33 22 11

INTERPRETATIONINTERPRETATION 6-10: Terrible Planner6-10: Terrible Planner

You should consider using new tools & processes to help you plan You should consider using new tools & processes to help you plan effectively. A great first step would be to take a time management effectively. A great first step would be to take a time management course.course.

11-15: Below Average Planner11-15: Below Average PlannerYou may already have a planning system, but using it more effectively You may already have a planning system, but using it more effectively

will help to reduce the stress and lack of control you feel in your life.will help to reduce the stress and lack of control you feel in your life. 16-20: Average Planner16-20: Average Planner

Your planning system is working, but you can do better. You may need Your planning system is working, but you can do better. You may need help focusing on priorities, dealing with urgent interactions or writing help focusing on priorities, dealing with urgent interactions or writing your daily. plan.your daily. plan.

21-25: Above Average Planner21-25: Above Average PlannerYour planning system is working well. Keep up the good work, with Your planning system is working well. Keep up the good work, with

periodic reviews to be sure you are planning around what matters periodic reviews to be sure you are planning around what matters most in your life.most in your life.

26-30: Excellent Planner – OR – Candidate for Burnout?26-30: Excellent Planner – OR – Candidate for Burnout?You have mastered planning and should experience the serenity that You have mastered planning and should experience the serenity that

comes from taking charge of your life. But make sure you’re in comes from taking charge of your life. But make sure you’re in control of your planning rather than letting it control you.control of your planning rather than letting it control you.

GOAL CRITERIAGOAL CRITERIA

S

T

R

A

M

Specific

Measurable

Ambitious

Realistic

Time specific

GOAL ORIENTATIONGOAL ORIENTATION

$$ Finance

Customer

ProductMarketing

HR

Business Process

FROM GOAL TO FROM GOAL TO ACTION PLANACTION PLAN

Finance

Customer

Product

HR

Business process

GoalGoal= = $4$4 mlnmln 2009 2009

20092009

20082008

20072007

$4$4 mlnmln

$2$2 mlnmln

$1$1 mlnmln

Ask 7 marketing questions

Marketing Plan of action

How to organize processes

Plan of implementation

& control

Who is responsible

HR planning

1. SET YOUR GOAL

What are some of your What are some of your Biggest TIME Biggest TIME

WASTERS?WASTERS?

SOME BIGGEST TIME WASTERSSOME BIGGEST TIME WASTERS

Management by crisis / Fire-fightingManagement by crisis / Fire-fighting Inadequate PlanningInadequate Planning PaperworkPaperwork Meeting TimeMeeting Time Dressing upDressing up Looking at the windowLooking at the window, Dreaming, Dreaming Putting yourself into the working modePutting yourself into the working mode Telephone InterruptionsTelephone Interruptions Drop-in VisitorsDrop-in Visitors Personal DisorganizationPersonal Disorganization TravelTravel

2. ELEMINATE TIME WASTERS

(Minutes Save hours)

PARETO PRINCIPLE 80 / 20PARETO PRINCIPLE 80 / 20Filter what is important for youFilter what is important for you

20% of Result

20% of Time

80% of Time

80% of Result

3. APPLY PARETO PRINCIPLE

(20% of Effort produce 80 % of Result)

Setting Priorities…HOW?Setting Priorities…HOW?

URGENT vs. IMPORTANT URGENT vs. IMPORTANT (by Eisenhauer)(by Eisenhauer)

InterruptionsInterruptionsSome calls, mail Some calls, mail MeetingsMeetings

Time wastersTime wastersPleasant activitiesPleasant activities

CrisesCrisesPressing problemsPressing problemsDeadline-driven Deadline-driven projectsprojects

PreventionPreventionRelationship buildingRelationship buildingRecognizing new Recognizing new opportunitiesopportunitiesPlanningPlanning

UrgentUrgent Not urgentNot urgent

Not

Not

Imp

ort

an

Imp

ort

an

ttIm

port

an

Imp

ort

an

tt

URGENT vs. IMPORTANT URGENT vs. IMPORTANT (by Eisenhauer)(by Eisenhauer)

InterruptionsInterruptionsSome calls, mail Some calls, mail MeetingsMeetings

Time wastersTime wastersPleasant activitiesPleasant activities

CrisesCrisesPressing problemsPressing problemsDeadline-driven Deadline-driven projectsprojects

PreventionPreventionRelationship buildingRelationship buildingRecognizing new Recognizing new opportunitiesopportunitiesPlanningPlanning

UrgentUrgent Not urgentNot urgent

Not

Not

Imp

ort

an

Imp

ort

an

ttIm

port

an

Imp

ort

an

tt

A B

DC

4. SET PRIORITIES4. SET PRIORITIES

From Productivity to From Productivity to EffectivenessEffectiveness

5. DO THINGS RIGHT THE 5. DO THINGS RIGHT THE FIRST TIMEFIRST TIME

Saying “NO”:Saying “NO”:

Which part of Which part of “NO”“NO” don’t don’t you you

understand understand “N”“N” or or “O”“O” ? ?

6. BE ABLE TO SAY “NO”6. BE ABLE TO SAY “NO”

Life Harmony Life Harmony (7 Life Roles) (7 Life Roles)

IN WHICH AREAS OF YOUR LIFE IN WHICH AREAS OF YOUR LIFE DO YOU FIIL TENTION?DO YOU FIIL TENTION?

Conflicts with colleaguesConflicts with colleagues Conflicts with bossConflicts with boss Working environmentWorking environment Financial statusFinancial status Physical conditionPhysical condition Personal conflicts, etc.Personal conflicts, etc.

7. REACH LIFE BALANCE7. REACH LIFE BALANCE

7+7+

SWITCHING TO “2 minute SWITCHING TO “2 minute Pause” MODE:Pause” MODE:

1.1. Breathing exercisesBreathing exercises2.2. Mind travelMind travel3.3. Forget what pressures youForget what pressures you4.4. Exercises for shouldersExercises for shoulders5.5. WisdomWisdom6.6. Everything that you love (picture)Everything that you love (picture)7.7. Get relaxedGet relaxed8.8. MeditateMeditate

7 +. TAKE A BREAK7 +. TAKE A BREAK

BONUS TRACK: BONUS TRACK: 12 Ways to Plan Your Day12 Ways to Plan Your Day(Student tips)(Student tips)1.1. Do not plan too many thingsDo not plan too many things2.2. Leave decent time between itemsLeave decent time between items3.3. Make your plan flexibleMake your plan flexible4.4. Break large assignments into smaller tasksBreak large assignments into smaller tasks5.5. Prioritize itemsPrioritize items6.6. Schedule breaksSchedule breaks7.7. Plan not only for the short-term, but long-term as wellPlan not only for the short-term, but long-term as well8.8. Set your mood to assignmentSet your mood to assignment9.9. Organize workOrganize work10.10. Start with whateverStart with whatever11.11. Just do it anywayJust do it anyway12.12. Do not pay attention at critiqueDo not pay attention at critique13.13. Be able to stop at the right time. It can help you to Be able to stop at the right time. It can help you to

start the next daystart the next day

The KEY LEARNING POINTS The KEY LEARNING POINTS are…are…1. SET YOUR GOAL

2. ELEMINATE TIME WASTERS

3. APPLY PARETO PRINCIPLE

4. SET PRIORITIES4. SET PRIORITIES

5. DO THINGS RIGHT THE FIRST TIME5. DO THINGS RIGHT THE FIRST TIME

6. BE ABLE TO SAY “NO”6. BE ABLE TO SAY “NO”

7. REACH LIFE BALANCE7. REACH LIFE BALANCE

7 +. TAKE A BREAK7 +. TAKE A BREAK

STUDENT BONUS TRACKSTUDENT BONUS TRACK

Recommended literatureRecommended literature

Управление ПроектамиУправление Проектами (Ханс-Д. Литке) (Ханс-Д. Литке) Управление временемУправление временем (Йорг Кноблаух) (Йорг Кноблаух) Искусство быть студентомИскусство быть студентом (Сью Дрю) (Сью Дрю) Тайм-драйвТайм-драйв (Глеб Архангельский) (Глеб Архангельский) Эффективный тайм-менеджементЭффективный тайм-менеджемент

(маршалл Кук(маршалл Кук)) Seven habits of highly effective peopleSeven habits of highly effective people

(Steven Cover)(Steven Cover) The 8The 8thth habit of highly effective people habit of highly effective people

(Steven Covey)(Steven Covey)