Webinar_How to Organise Your Time and Avoid Stress

7/29/2019 Webinar_How to Organise Your Time and Avoid Stress

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How to Organise your Timeand Avoid Stress


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Poll No. 1

How many of you identify?


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SLOW is Good

Me

Usually

cold

My

lower

half

(when it

works)

What I aspire to


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Life is

.. An endless IKEA project.


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Has a definite timescale

Unique in nature

Has a definite budget

Has limited resources

Involves some risk

Achievessomething beneficial


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PURPOSE

Because we have tens ofprojects

Because we have a finiteamount of time

Because if we dont manageour time, we get stressed,

grumpy and ineffective


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OOooh..

..or Obstinate Obstacles ..


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Yes, but HOW?


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The Philosophy


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Do it NOW

Do it Now RIGHT

Do it Now RightROUTINELY

PLAN it NOW

FOLLOW UP

MAINTAIN This

ORGANISE it

NOW


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TOOLS


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Start Point

Associated

Emotion

ProposedSolution


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STEP I: DECLUTTER

Clean current clutter objects, paperwork,electronic

Create three piles: To Do (working & reference

files)

To Archive (archive file)

To Dump(recycling/donations bin)


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Decision Making I

If possible, do it now (Working file)

If you will need it often,put into reference file

If you wont needbut must keep it,

put into archive file

If you dont need itat all,

recycle it.


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Decision Making 2

If not possible to do it now

If you can do it yourself,

schedule it NOW

If you cant do it

yourself, delegate itNOW

Follow up

When the time comesDO IT NOW

Put into Work File


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Save,

dont

PRINT

STEP II: ORGANISE


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Beat the Enemy


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Past Backlog Now Future

XXXX

Past Now current & future tasks

XXXX XXXX


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STEP III: FILING


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The TICKLER FILE


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eDocs

Naming should reflect paperresources

Use software to organise access

File system to be similar to papersystem:

01WORK

02REFERENCE

03ARCHIVE

04PERSONAL


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eDocs

Purge unnecessary files Rename any documents you

keep

Place file as appropriate Clean desktop.

Learn to use the Search

function


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EMAIL

Repeat edocs process withemails

Create Groups for contacts

on Outlook

Archive anything more than 6months old

Use software to remove andstore attachments


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eMaintain

Passwords

Clean logs, temp files

Defragment Empty recycling

Be proactive, be a utiliser


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Step IV: Make it a Routine


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Do it NOW

Do it Now RIGHT

Do it Now Right

ROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOW UP

MAINTAIN This


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Step V: Plan it


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Poll No. 3

Diary?


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NOW

8 broadactions =100% of yourtime

Estimate timespent on each

Is anythingelse missing?Add to future.

FUTURE

How wouldyou ideallylike to spendyour time?

Schedule themNOW for thenext month(s)


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SHAPING YOUR DIARY


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Create clean TM 2 hrs Sam 24/05

Divide project into 2Kchunks

30min

Dima 24/05

Read through andagree on terminology

4 hrs Sam &Dima

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Add any missingterms to Gloss

4 hrs Sam 26/05

Start translationproper

6*8hrs

Sam 01/06

Proofread 3*8hrs

Dima 02/06

Clean TM and SourceText

1 hr Sam 03/06

Check Formatting 2 hrs Dima 03/06

Submit and Invoice 30min

Dima 03/06

Merge new TM withold 30min Sam 04/06


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Step VI: Managing Time

I. MANAGE II. FOCUS

III. Minimise IV. Eliminate

Urgent ------------------------ Not UrgentImportant-------------------NotImportant


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Managing e-noise


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Managing Social Media


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Do it NOW

Do it Now RIGHT

Do it Now Right

ROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOW UP

MAINTAIN This


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Step VII: Follow Up


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6

Seiri Organise (sort)

Seiton Be Neat (tools)

Seiso Be Clean (de-clutter)

Seiketsu Standardise(process)

Shitsuke

Be Disciplined Sukam Make it a habit


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Step VIII: Maintain It


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But what if I


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Webinar_How to Organise Your Time and Avoid Stress