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    Managing Time and Priorities

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    Garry Taylor

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    © All Rights Reserved
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    Managing Time and Priorities

    Uploaded by

    Garry Taylor
    26 views64 pages

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    Managing time and priorities

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    Copyright:

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    26 views64 pages

    Managing Time and Priorities

    Uploaded by

    Garry Taylor

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
    Download as pdf
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    tries Course Manual Managing Time & Priorities 1 Day Programme Harman/Becker Automotive Systems fom ¢ (7) s oO i) ) 3 xo] = ° < (1) EJ oO =) * | juawai1eis 14yBiikdo5 Fa | Copyright Statement © SMALLPEICE ENTERPRISES LTD 2004 No part of these course materials maybe reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without written permission of Smallpeie Enterprises Ltd. ‘Smalipeice Enterprises Limited ‘Smalipeice House 27 Newbold Terace East Leamington Spa Warwickshire evs 4s, re +64 (0)1926 336423 E-matl: [email protected] Website: won.smallpeice.co.uk Tem [tomcat [nico [ram [hen [A] © Smallpeice Enterprises Ltd 2004 waw.smallpece.couk Contents Administration + Course Programme + Feedback Form Course Notes Section 1 Working Under Increasing Time Pressure Section 2 Setting & Agreeing Objectives Section 3 Analysing Use of Current Time Section 4 Determining Performance Priorities Section 5 Planning & Scheduling Time Section 6 Time Wasters & Savers oO fo) = et @ = et wn (seem [eestor [teormniiirins [ roinnmnennt [anne [Avo] © Smallpeles Enterprises Ltd 2004 wnemallpeee.co.uk Course Programme Feedback Form Po [-3 Fe} aT i) — n Cad a o aa ° ) uolzesysiuLWpY fa | Programme Managing Time & Priorities 1 Day Course ‘COURSE OBJECTIVES [+ Toxamne current use of ime and eniy scope for improvernent + To provide a practical approach to seting piri + To demonstrate how to prepare realistic ime pans g personal aecfrmance + To’dentity obstacles tothe effective use of time and ways of dealing with them toimproving COURSE PROGRAMME Working Unirincreesiog Tie Pressures + Commonmismaragementsympioms +The dynamics oft + Four stops to ein focused Setting anal Agreeing Objectives + Theimporence of clear cbiscives {Achieving egreement and commitment to objectives + iazfyinob purpose and perfomance messes “Analyasing Current Use of Time «Examining csrent ime comands and ves + Typical tne problems and reasons them Determining Performance Priors + Using "Payot &"Trade-of to hep sot rites + Apractel print sting model | * Overooming procrstnatn by focusing on pros Planning and Scheduling Time + Boloncing conrled and uncontoed ine + Proparngreaist ine plans *Entancing the fecveness of a personal organiser Time Wasters& Savers + Managing te werking environment + Managing ntaruptons and asractons + Managing relationships and otter peoples ime + Managing communications & mesings | (COURSE FORMAT & TIMINGS ra a «+The core wl slr at 900 am and close at approximately 6.00pm «Rojan and coffees avalible om 8.30 amanda and cof is Served m-nrning and mieaeraon, Lunch included wh the couse + This course wil be informal practical and participative. twill provide a range of hints, tps and techniques which delegates can use fo improve their © Smallpele Enterprises Ltd 2006 wor.smallpece.co.uk Woe MUn el iag ei MALT ake a Smallpeice Enterprises Ltd Notes WORKING UNDER INCREASING TIME PRESSURE Tine @utloyerh % Cecteartte. Fore The Crtornme; Colebly ond coak of Trunsducer deugn: rkoble hy 5-4 Pagans rave 1? we 14-15 Tensdues, Baw proc “ Li Mdlnvee Zo make mak deraneas (ow da) Wot Arduiteer Wanye Prope Temi + cons eifechuser We Apt are - . WAL + CAG ER tal M4 tasks: Ai Aokems nbn (Mockbeny) 6 a seat © Smallpeice Enterprises Ltd 2008 wwwsmallp [Working Under Increasing Time Pressure Style of Programme (AA 4 #1 _ HEAR 4 # t j | FORGET aA MA a] PA) _ ISEE a & te x | REMEMBER a4 ra 4 1po a 4 REA | UNDERSTAND Managing Time & Priorities Key Objectives + Set & agree objectives + Examine current uses of time and identify areas for improvement + Use a practical approach to setting priorities + Prepare realistic time plans geared to improving personal performance Selon te? | SSmalipelce Enterprises Ltd 2004 ___wwwamallpeicecouk Working Under Increasing Time Pressure ] Reactions & Responses To Work Pressure jwrel| Pressure brought about by challenging objectives, or by developmental tasks, that are intended fo stretch ard to hep Inaviduals resch thelr full potential, Can have positive and mottational mpact on people resuling in enhanced ‘achievement and performance However, there Is evidence tha the increasing expectations placed an people tomeet unrealistic demands end fo achieve more with the seme or often less resources, not only reduces motivation and performance, it also puts heey fend family relalionships at isk. Too mach pressure wil push indviuals beyond thelr peak performance, resulting n stress related problems e.. errors judgement mistakes, acicents and damage to heath, which oftn leads to Tow commitment, performance and absenteeism, Research suggests that some people are more vulnerable to stress than others. ‘Two typos of paople have been identiied + Type Awho, though tiving on stress, are vunerabl tots effects ‘ana who often became the carers and crate stress in others, ana + Type B who rarelyafow events to disturb them and seem able to take things calmly and in hee stride ' Smalipeice Enterprises Ltd 2004 ‘worn. smallpeice.co.uk [sestion 1 Pase 3 Working Under Increasing Time Pressure Working Under Increasing Pressure + TYPEB aoe themealvoes Lite preoccupation wih time Concamed wih speed “Toke timo to consider aternatives Start tasks simultaneously - Finch what they are doing ‘Start early finishes late ‘Star and frih on time ‘Strong competitive tendency ~ Normal dese to compete Inpatient & aggressive Confront ficulties in thee side Intolerant & har civing Rvely harasses = Aways huced /rushed = Seemto find adequate time = Aways wantto succeed - Notover ambitious Nore prone toheatalack Less prone o heart altack Symptoms Of Stress peice Enterprises Ltd 2004 Section 4 Page 4 Working Under Increasing Time Pressure | “Physical Behavioural “Headaches ~Uneociable naigestion Detect egies Fhetlerance and los of rmper area “Restless “Unable to rlax “Loss /gain in appetio “Decreased / Increased itorost ~Twthing insex —Tiesness Increase in smoking or inking Vague aches & pals, Taking work to home hos gen oo busy High lod pressure Poor Sime management ental “Emotional indecision rt -iitakes Areer ~Forgetviness eta Poo eonceitaton ae “Easy dsvacied ieerheraon Worrying Loss of confidence “Hasty decisions {obit dssatecton “Depression Symptoms of Stress + Physical + Behavioural - Headaches = Defensive ~ Indigestion ~ Intolerance and loss of = Throbbing heert temper = Twitching = Unable to relax. ~ Tiredness = Increase in emoking or = Vague aches & pains Sinking = Taking work home = Poor selfiime management Section 1 T Swalpsice Enterprises td 2006 wow Work g Under Increasing Time Pressure Symptoms of Stress + Mental + Emotional * Indecision = nitabilty » Mistakes > Anger = Forgetfulness = Tension “Poor concentation ——_~ Nervousness = Depression * Loss of confidence Recon Page 6] alps Ete 1 008 wwwsmalipeecok Working Under Increasing Time Pressure Causes Of Stress At Work ‘ob and Place of Work Too much / 00 kite to do “Red tape “Unreasonable expectations / deadlines “Unsupportive environment “Change and uncertainty Career Progress ‘Lack of goals and sense of achievernent “Lack of opportuni for advancement “Relationships “Over-managed and underled “Back-stabbing colesques “De-motvated stat! Problems with partnr, children and friends Contos “Domestic and work fe imbalance Wont prorites and mancia pressures ‘Persona Altitudes Feeling of powerlessness Low sell esteem and assertiveness Approach to managing workload and time ww amallplesonuk [eee [Work 1g Under Increasing Time Pressure Causes Of Stress At Work + Joband Place of Work + Relationships = Teo muchioo litle to do = Over-managed and = Red tape underied Unreasonoble expectations ~ Back-stabbing = Blame culture + Conflicts + Career Progress = Domestic and Work ite + Lack of achievement irueiarea + Leck of opportunity = Work pari + Personal Attitudes + Feeling powerless + Low self esteem scion oe 8] SSmalipelce Enterprises Ltd 2006 __waw.smallpeice.couk Working Under Increasing Time Pressure | Handling Stress So & ‘Become a Super Manager Stand back fo review objactves and to put hings into perspective “Concenivate on imperiant proies, eliminate non-essential activities “Learn to manage yoursof and your ime more effectively learn ta rust ofers and delegate -no one i indispensable ‘Become a Super Performer “Pace your wor, take short breaks fo think and avert crisis “Use energy on impotant jobs not low priority work “Organise work & wotkpice - to save tme and reduce distractions “Learn to say No - Dent take on everything that comes at you ‘Become a Super Colleague “(eam to ist - poor stening leads to misunderstandings Don't make promises you cart keep ~ honour those you do “Be assertive and straight with people - they arent mind readers Avot sel, 's debating = fd fun in your work, I's enerlsing Get a Life -@ Healthy One lance work wih ouside intorate “Take your holidays -Ieam to relax and to recharge your batteries “Eat property avoiding too much fa, sugar and salt “keep t= 0.3, walking, swimming ele. © Smallpeice Enterprise Ltd 2008 Section 1 Page 9 1g Under Increasing Time Pressure Handling Stress + Become a Super Manager ‘Stand back and put things into perspective + Learn to trust others and delegate + Become a Super Performer Use energy on important jobs ~ Organise work and workplace + Become a Super Colleague = Don't make promises you can't keep - Be straight with people + Geta Life - a Healthy One Balance work with outside interests = Koop fit Letter po a 7 ae Section 4 Page 10 J © Smalipeice Enterprises Ltd 2004 ‘worw.smallpelee.co.uk Working Under Increasing Time Pressure Working Hard To Get Places By working conscientiously 8 hours a day We may get to be the boss and Work 12 hours a day Working Hard To Get Places MUST DIFFERENTIATE BETWEEN: BUSYNESS: The result of Activity Not accomplishment BUSINESS EFFECTIVENESS: Doing the right things Not just doing things right © Smollpeice Enterprises Ltd 2004 ‘wow.smalipece.co.uk [seston Working Under Increasing Time Pressure How We See Ourselves 4 How We See Ourselves Section 1 Page 12 © Siallplce Enterprises Ld 2004 1g Under Increasing Time Pressure How We See Ourselves © SmallpeiceEnterprins Ltd 2006 wwwasmallipeice.couk [sor hse Working Under Increasing Time Pressure Common Mis-Management Symptoms Emphasis on the wrong things Activity Vs Results Efficiency Vs Effectiveness Perfection Vs Excellence Urgency Vs_ Importance Managing Yourself To Use Time Effectively Working Under Increasing Time Pressure Time TIME IS THE MOST IMPORTANT RESOURCE & y Time TIME IS ALSO THE MOST DEMOCRATIC RESOURCE "© Smalipeice Enterprises Ltd 2008 ‘wow. smalipeice.co.uk _Jsestion 1 Pase_15 [Working Under Increasing Time Pressure The Trouble With Time HALF OF MY TROUBLE WITH 1Gié) IS ME Manage Yourself WORK SMARTER... . NOT HARDER... “ Section 1 Page 16 [| Smalipeice Enterprises Ltd 2004 ‘wonv.smalipeice.co.uk 2. 4 Steps To Being Focused Establish What You Should Be Doing Examine What You Are Doing Determine Performance Priorities Organise Yourself to Achieve Results © Smalipelee Td 2008 section 2 ge 17 Aya Cea Smallpeice Enterprises Ltd SETTING & AGREEING OBJECTIVES Notes Se S oe Setting & Agreeing Objectives What You Should Be Doing VISION MISSION STRATEGY TACTICAL PLANS OBJECTIVES TASKS ACTIONS Notes Secon ® Pgs 2 [Pape tes 2006 wonsnalecn Setting & Agreeing Objectives | Business Strategy Implementation ‘oor &- — Inpovemai none ate any Koy Success Factors Each level has approzriate, measurable objective Le Toplevel~ To reduce working capital by 10% by 1/1/01 Functions - To reduce Inventory by 15% by 1/11/00 Teams To introduce new stock order system by ‘710700 ‘Multiple objectives are arranged by order of priory “Objectives are negotiste to accepted measures al each level

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