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Half day open training event held in Kitchener.
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Time to manage
by Toronto Training and HR
May 2012
Page 2
Contents
3-4 Introduction to Toronto Training and HR5-6 Questions to ask7-8 Four pillars of good time management9-11 Habits to get rid of12-14 Timewasters for supervisors and team
leaders15-17 Turning timewasters into timesavers18-19 Thoughts and opinions on time
management20-22 Time management strategies23-25 Dealing with interruptions26-27 Dictation28-29 Managing time as a dancer30-33 Time management for students34-39 Blogging time management40-44 Things to do list45-46 Important and urgent tasks47-48 Drill49-50 Conclusion and questions
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Introduction
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Introduction to Toronto Training and HR
• Toronto Training and HR is a specialist training and human resources consultancy headed by Timothy Holden
• 10 years in banking• 10 years in training and human resources• Freelance practitioner since 2006• The core services provided by Toronto Training and HR
are:- Training event design- Training event delivery- Reducing costs- Saving time- Improving employee engagement &
morale- Services for job seekers
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Questions to ask
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Questions to askThink of a specific time when you had a request for action or advice that you out to one sideWhat was the impact of your non-action?Did you hold up the work?How much time was spent in trying to get hold of your answer?What was the impact on the customer sitting at the end of the chain?
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Four pillars of good time management
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Four pillars of good time management
Goal-settingPrioritizingDecision-makingDelegating
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Habits to get rid of
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Habits to get rid of 1 of 2Don’t plan to do your writing later in the dayDon’t function without a practice/project management systemDon’t paint the contents of your management system in broad strokesDon’t input tasks without a due dateDon’t schedule too many tasks on the same day
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Habits to get rid of 2 of 2Don’t move on to another task before the current one is complete Don’t schedule out-of-office appointments sporadicallyDon’t schedule research and writing tasks after out-of-office appointmentsDon’t try to make decisions when you’re tired or confusedDon’t forget to exercise and take breaks
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Timewasters for supervisors and team
leaders
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Timewasters for supervisors and team leaders 1 of 2
Working without a planWorking with fuzzy goalsToo many goalsMacro-managingWorryingToo much socializingPerfectionismProcrastinationWalking on eggs
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Timewasters for supervisors and team leaders 2 of 2
Correcting mistakesPaperworkWaitingMeaningless meetingsEarly close-downsGetting angry
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Turning timewasters into timesavers
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Turning timewasters into timesavers 1 of 2
Stop reacting to other people’s emergencies and non-prioritiesStop making bad choicesThink more criticallyMake insignificant decisions hastily and deliberate on the more important onesSeparate core problems from surface symptomsBuy a pre-printed To Do List
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Turning timewasters into timesavers 2 of 2
Claim some private timePlan some spontaneitySlow downOrganize your physical environmentUnplug your pointsApply ‘P’ points
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Thoughts and opinions on time management
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Thoughts and opinions on time management
Stop trying to be so efficientCustomize your scheduleAccept lazinessEmbrace creative momentsDeal with minor things immediatelyDo one really important task
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Time management strategies
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Time management strategies
1 of 2Fully step into the new roleStop procrastinatingStep up delegationGet your team on the same pagePrioritizeSchedule clear time slots
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Time management strategies
2 of 2Block out the time you need, plus a buffer Handle the small “must dos” firstHave designated days for repeated tasksFit in one personal task a weekIf you work late nights, have a variety of activities to do
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Dealing with interruptions
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Dealing with interruptions 1 of 2
Regularly organize and prioritize your workAssess the types of interruptions you experience most-are they necessary or not?Distinguish between available time and time that is off limitsPostpone unnecessary interruptions until you have some available timeBe willing to say “no”-there are only so many hours in a day and only so much you can do with that time
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Dealing with interruptions 2 of 2
Recognize that some interruptions are unavoidable so when these occur, encourage the interrupter to get to the point quickly-don’t engage in “small talk” and establish how much time you have initially, e.g. 10 minutes, and stick to it
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Dictation
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DictationDictating the contentThe transcriptionFinishing touches
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Managing time as a dancer
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Managing time as a dancer
Learn to love listsGet systematicPrioritizeRemember to recharge
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Time management for students
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Time management for students 1 of 3
KEYS TO TIME MANAGEMENTBuild productive routinesUse time for one purpose so that you can focus on that purposeBe honest with yourselfPlan for now and later
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Time management for students 2 of 3
LONG-TERM PLANNINGDifferent rolesTime management for the thesis
SHORT-TERM PLANNINGWeekly schedules
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Time management for students 3 of 3
PROCASTINATIONThe procrastination problemWhy do people procrastinate?Strategies for avoiding procrastination
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Blogging time management
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Blogging time management 1 of 5
Working timePersonal timeFree time
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Blogging time management 2 of 5
DISTRACTIONSReading personal e-mails in working timeTaking personal calls in working timeBrowsing the Internet with no purpose in mindResearching a topic on the Internet and getting off trackLearning new blogging skills and strategies and starting them before completing your workFalling into the information overload trap
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Blogging time management 3 of 5
DISTRACTIONSGetting caught up in great sales pitches, and spending time wondering if you should buy or notBuying a product and never using it, and then feeling guiltAllowing your friends visit you within working timePeople entering your workspace interrupting you and ruining your train of thought
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Blogging time management 4 of 5
TIPS FOR SUCCESSChoose your working hours and stick to themTurn up to work on timeFocus your energy and what you should be doing and allocate time for your distractionsCreate a balance between your work life, family life and leisure timeLet your friends know your working timeLet your family know your schedule
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Blogging time management 5 of 5
TIPS FOR SUCCESSCreate a timetable of jobs to doUse tools to save timeDon’t try and learn too much
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Things to do list
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Things to do list 1 of 4
A top five listKid timeFamily time
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Things to do list 2 of 4
A TOP FIVE LIST1. Drop kids at school 8:00 2. Conference call with Europe 8:203. Present a lunch and learn 11– 1:304. Write two articles for the company blog 1.45 – 2.455. Collect kids from school 3.15-3.45
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Things to do list 3 of 4
KID TIMEClean housePlay with kids (Very important! Make time to engage your children in something fun)Call associate (by now kids are playing independently)Laundry
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Things to do list 4 of 4
FAMILY TIMEMake dinnerMore laundryHomeworkPrepare notes for tomorrow’s meeting (while kids are doing homework, this is my homework)Plan tomorrow’s listTake a walk with my wife or friendPut away work – spend time with family
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Important and urgent tasks
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Important and urgent tasksUrgent Not urgent
Important Quadrant 1 Quadrant 2
Not important Quadrant 3 Quadrant 4
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Drill
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Drill
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Conclusion and questions
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Conclusion and questions
SummaryVideosQuestions
