DELEGATE WORKBOOK TIME MANAGEMENT

Transcription

1 DELEGATE WORKBOOK TIME MANAGEMENT Page 1 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

2 Copyright All rights reserved under South African and international copyright agreements to Adzuri Training Specialists. Any company purchasing this material may use it for training their own staff only. No part of this document may be used for resale purposes or to make a profit or earnings from its reproduction using any medium. Any independent facilitator or training company that wishes to use this material for profit or earnings should apply directly to info@adzuri.co.za for special arrangements. This workbook belongs to: Contact Number: Page 2 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

3 TABLE OF CONTENTS PAGE Session One: Course overview 05 Introduction 05 Learning Objectives 05 My personal objectives 06 Session Two: Understanding time management 07 The concept of time 07 Why is time management so important? 08 Exercise 1 Your time line 08 What is time management? 08 Exercise 2 Your time effectiveness 09 Time management process (steps and tools) 10 Session Three: Know yourself 11 Introspection Your unique personality 11 Exercise 3 - What is important to you? 11 Exercise 4 - The roles you play 12 Personality types Values 14 Exercise 5 - Your values 14 Exercise 6 - Your organisation s values Personal vision / mission 14 Exercise 7 - Career goals Time log Success and attitude 16 Exercise 8 Your attitude 17 Session Four: Tools and techniques 18 Introduction 18 Tools and techniques to help you to manage your time: Setting goals 18 Exercise 9 SMART goals related to your work Action plans Prioritisation Pareto principle 21 Exercise 10 Pareto Principle Important versus urgent 21 Exercise 11 Urgent and important Scheduling Personal time management 21 Exercise 12 Your average day Organisational skills Clustering 23 7 Recognise your personal rights 23 Page 3 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

4 Exercise 13 When should you have said NO? 24 8 Creating balance in your life 24 Exercise 14 Your current life 25 Session Five: Actioning / implementation 26 What to do? First things first Keep score Be prepared to change Hold yourself accountable at all times 26 Exercise 15 Your commitments to managing your time 27 Project Planning and Management What is a project? Key points for managing projects 27 Exercise 16 Plan your year-end office function 28 Session Six: Waging war on time-wasters 29 Exercise 17 Inefficient use of time 29 Exercise 18 Productivity versus people Visitors / interruptions Meetings Over committing: How to say NO Lack of delegation: barriers 33 Exercise 19 Delegation Effective delegation Delegation traps Paperwork 36 Exercise 20 - Information flow Procrastination Managing Stress 38 Session Seven: Review and revise 39 Exercise 21 Goals 40 Revise the key steps 40 Closing 40 Page 4 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

5 Session One: Course overview Introduction Managing your time is a skill that, no matter what your age, can have a hugely positive impact on the future success of your personal life and career. Time is the one thing you have that is free to manage as you want to and therefore you have to use it judicially to get the best out of it. You may think: What can you teach me that I already do not know? Maybe not too much, but what this course will do without a doubt is motivate you to rethink your use of time. That is an investment in yourself that you cannot afford to miss. You will be guided in trying to appreciate the concept of time by looking at how to minimise or eliminate time wasters and introduce tools and techniques that can be used to become more efficient and effective both in the workplace and in your personal life. Time is also about creating a balance in your life so that you can still achieve your work-related goals without comprising on achieving balance in your life. This will lead to self-introspection on your time and how you can improve the use of it. Learning objectives will help you to be more effective and efficient in planning and actioning activities that will enable you to maintain balance in your life and achieving your goals. The course will enable you to: Understand the concept and principles of time management Appreciate the importance of time management Draw up and implement time efficient work plans Apply the principles of time management Use appropriate time management tools and techniques Identify time wasters, weaknesses in work processes in terms of poor time management, external forces impacting your time Recognise and overcome time wasters Page 5 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

6 Personal Objectives Page 6 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

7 Session Two: Understanding time management The concept of time Time is given to us without prejudice, that is, we each get exactly the same amount of time per day. All we have to do is spend it.and how we spend it determines how successful we are. We hear people say: I don t have the time I m too busy! I don t like having to stick to a time-table it restricts my spontaneity, etc. Imagine a bank that credits your account each morning with R It carries over no balance from day to day, allows you to keep no cash balance and every evening cancels whatever part of the amount you failed to use during the day. What would you do? Draw out every cent of course! Well, everyone has such a bank. Its name is TIME (86,400 seconds each day). The fact is that everybody has the same amount of time. You live in the present - there is no going back (past) and you cannot draw against the future. Time is given to each of us without prejudice All we have to do is spend it How we spend it determines our success Success is seldom built on luck; it s built on careful planning and consistently following those plans What does time mean to you? Consider a farmer who plants a tree he may be dead in 12 years time when it is fully grown. A prisoner in solitary confinement will feel that each and every second of the day is too much time. Two lovers who only have a few days together and for them time flies by! To realise the value of: 1 YEAR - ask a student who has failed an exam 1 MONTH - ask a mother who has given birth prematurely 1 WEEK - ask an editor of a weekly newspaper 1 DAY - ask a daily wage labourer who has ten kids to feed 1 MINUTE - ask a person who has missed his train 1 SECOND - ask a person who has survived an accident 1 MILLISECOND - ask a silver Olympics medal winner TREASURE every moment! Make the most of every day. Time waits for no one. Page 7 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

8 Why is time management so important? Exercise 1: Time Line Do a time-line exercise for yourself: Born here You die here * * 1. We don t know how long this line will be but give it a value in number of years (Say 0 to 70 years) 2. Indicate your age. To the left is history and cannot be relived; to the right is time you have left. 3. Deduct a third of the remaining time as being sleep (i.e. time you have little control over). 4. Then mark off time spent in eating, showering, commuting, daily chores, shopping, waiting for things, etc. 5. How much do you have left over for what you want to achieve? Amazing how little time there is left to enjoy life and do things that are meaningful to us! Although the largest piece of this time-line may be history, remember that part was full of experiences and good times: use those to add richness to what time remains. The exercise is not designed to depress you but rather to make you realise that life is too short to allow negative things to get in the way of what s important so that you can make the most of your time to add value to how you live! Time is one of the most important commodities available to you. While everyone has exactly the same amount of time in each day, some are able to use it more effectively and profitably than others. This course has been designed to help you make the most of every minute. What is time management? Time cannot be controlled only what you do in the available time. You choose how you use the time available to you. This often means that you have to do things you don t like or enjoy. Most likely you have fallen into a lot of bad time habits that you ll have to unlearn and work on until the new productive habits replace the old bad ones. Again this is a choice you have to make. The trick is to concentrate on the important things. Time management is therefore about YOU and what you DO within the time you have. In reality, it is not time management but self-management. A good analogy is the time value of money. You have all heard of the effect of compounding interest. Interest earned on interest over time. The more you save, the longer you save, the quicker the Page 8 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

9 growth. In terms of time itself, the more you save to do the more important things you want to achieve, the more likely you will be successful. Exercise 2: Your time effectiveness Discuss in your group the following: What prevents us from being effective with our time? Roadblocks to effective time management Attitude - Do not expect other people to change it only you can. Working environment - If you are uncomfortable whether it be physically (air conditioner too cold) or emotionally (work culture / people that you do not like). Personality styles We are all different. Values What we hold dear will determine how our lives (and time) are spent. Lack of knowledge The less we know, the more difficult it is to achieve what we want. The key then is: Knowledge of self Knowledge of time usage so that you can do things differently and better. And you can! Page 9 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

10 FACILITATOR GUIDE TIME MANAGEMENT Page 10 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

11 Copyright All rights reserved under South African and international copyright agreements to Adzuri Mnagement Consultancy (PTY) LImited. Any company purchasing this material may use it for training their own staff only. No part of this document may be used for resale purposes or to make a profit or earnings from its reproduction using any medium. Any independent facilitator or training company that wishes to use this material for profit or earnings should apply directly to training@adzuri.co.za for special arrangements. Page 11 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

12 Table of Contents PAGE Session One: Course overview 08 Introduction 08 Learning Objectives 09 Session Two: Understanding time management 10 The concept of time 10 Why is time so important to you? 10 Exercise 1 Your time line 10 What is time management? 11 Exercise 2 Your time effectiveness 11 Time management process (steps and tools) 11 Session Three: Know yourself 12 Introspection Your unique personality 12 Exercise 3 - What is important to you? 12 Exercise 4 - The roles you play 12 Personality types Values 13 Exercise 5 - Your values 13 Exercise 6 - Your organisation s values Personal vision / mission 14 Exercise 7 - Career goals Time log Success and attitude 15 Exercise 8 Your attitude 15 Session Four: Tools and techniques 16 Introduction 16 Tools and techniques to help you to manage your time: Setting goals 16 Exercise 9 SMART goals related to your work Action plans Prioritisation Pareto principle 19 Exercise 10 Pareto Principle Important versus urgent 20 Exercise 11 Urgent and important Scheduling 20 Page 12 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

13 6.1 Personal time management 20 Exercise 12 Your average day Organisational skills Clustering Recognise your personal rights 22 Exercise 13 When should you have said NO? Creating balance in your life 22 Exercise 14 Your current life 22 Session Five: Actioning / implementation 23 What to do? First things first Keep score Be prepared to change Hold yourself accountable at all times 23 Exercise 15 Your commitments to managing your time 24 Project Planning and Management What is a project? Key points for managing projects 24 Exercise 16 Plan your year-end office function 24 Session Six: Waging war on time-wasters 25 Exercise 17 Inefficient use of time 25 Exercise 18 Productivity versus people Visitors / interruptions Meetings Over committing: How to say NO Lack of delegation: barriers 27 Exercise 19 Delegation Effective delegation Delegation traps Paperwork 29 Exercise 20 - Information flow Procrastination Managing Stress 30 Session Seven: Review and revise 31 Exercise 21 Goals 31 Revise the key steps 31 Closing 32 Page 13 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

14 Facilitator Guide Before the workshop Read through the facilitator guide. This is intended as a guide only and if you are an experienced facilitator you are welcome to run the workshop guided rather by your experience, expertise, the needs of the delegates attending and whatever you believe will achieve the desired result. So use the guide exactly as you please! For the not-so-experienced facilitator, may we recommend the following? Arrive an hour earlier than the arranged time in order to test the equipment and see that everything is working. Ensure you have transferred the Power Point presentation to your laptop or to ensure that you take your flash disk with you. If possible, shake hands and introduce yourself to all delegates; if you already know the delegates still greet them with a handshake. This breaks the ice and sets the type of friendly atmosphere that is conducive to learning. Many of the flipcharts that you intend using can be prepared beforehand. A suggested time line is included in the content page of the guide. You may like to include in different colours around the perimeter of the room, the values, mission, etc. of the company for whom you are representing and try to align some of the concepts with any of those or you could use keywords from the course itself. Material required Flipchart, flipchart pens and markers A balloon for each delegate (and 2 spare), these must not be inflated. Laptop, data projector (plus your PowerPoint presentation and Facilitator s Guide) Notepaper for delegates (if you think this is necessary but the workbooks do allow for plenty of written input) You may require an attendance register You may require evaluation forms for delegates to complete at the end of the course You may require name tags Delegates workbooks Assessment guides (only if required): Contact training@adzuri.co.za Page 14 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

15 ALIGNMENT WITH POWERPOINT PRESENTATION TIME MANAGEMENT: A PERSONAL JOURNEY AND A BUSINESS IMPERATIVE TWO DAY WORKSHOP FACILITATOR S GUIDE NOTES REFERENCE TO DELEGATE WORKBOOK Session 1 Slide 1 and 2 Introduction Slide 3 Course Overview As delegates enter venue. Introduce self. Cover house rules (notes, workbook, times, breaks, facilities, etc.). Delegates to introduce themselves. Ask delegates to say what they hope to achieve out of the course as part of their introduction and list these issues on a flipchart. Keep till end of course and then get delegates to agree that all expectations have been met at the end of the course. Personal objectives: Page 6 Course Objectives will help you to be more effective and efficient in planning and actioning activities that will enable you to maintain balance in your life and achieving your goals. The course will enable you to: Page 5 Slide 4 Understand the concept and principles of time management Appreciate the importance of time management Draw up and implement time efficient work plans Apply the principles of time management Page 15 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

16 Use appropriate time management tools and techniques Identify time wasters, weaknesses in work processes in terms of poor time management, external forces impacting your time Recognise and overcome time wasters Note: These are aligned to the unit standard given in the assessment guide. Where assessment is not required, ignore this reference. Course Overview Slide 5 Understanding time management Knowing yourself Tools and techniques Actioning / execution Waging war on time wasters Continuous review and revision Page 16 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

17 PowerPoint Presentation TIME MANAGEMENT Page 17 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees

18 Page 18 of 24 Fully Customisable Print-on-demand Unlimited number of users No annual renewal fees