How to get the most out of your time by following this simple plan
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The document outlines a time management strategy consisting of compiling, prioritizing, and plotting a task list to enhance productivity. It emphasizes categorizing tasks into high, medium, and low priorities based on their urgency and importance, followed by effective planning using a planner. Finally, it advocates removing low-priority tasks to streamline focus and efficiency in achieving work/life balance.
How to get the most out of your time by following this simple plan
- 1. A time management story... How to get the most out of your time by following this simple plan! Sean Fletcher Principal Consultant
- 2. Agenda ❖ Introduction ❖ The Strategy: ❖ Compile the list ❖ Prioritise the list ❖ Plot the list ❖ What's left? ❖ The end - not quite
- 3. The story begins... Introduction There is nothing worse than feeling that your life is out of control...
- 4. Introduction In particular, it feels like you have no control over your time - every one wants a piece of you, deadlines are fast approaching, and your work/life balance is zip...
- 5. Introduction Truthfully, there is a better way to move forward and become more productive. Just by implementing one single time management strategy you’ll be guaranteed to make a breakthrough to your every day routine.
- 6. Read on... The Strategy The first step is simple...
- 7. Step One: Compile the List Compile a list of every thing you believe you need to do...
- 8. Tip! When compiling the list, use what you feel comfortable with: ❖ Whiteboard it; ❖ Craft it on paper; ❖ Brainstorm it on an App; ❖ Use a spreadsheet...
- 9. The End Result My Time Write Blog Review Contracts Project 1 Project 2 Sign Accounts Strategy Time Staff Meeting Review Week Execute Key Documents Client Meeting 1 Client Meeting 2 Review Board Agenda Gardening Pick up Kids See Mum and Dad Dinner With Friends Update Social Media Review Emails Read Journals Family Dinner Car Service Pay Bills Research Family Tree Re-arrange Lounge P&C Meeting Go to the Cinema Free Time?Purchase New Books
- 10. Step Two: Prioritise the List Work out your "High, Medium and Low" Priorities... How?
- 11. Sidebar: What is a Priority! A priority is generally something that is actioned according to its ranking e.g. high, medium or low A priority consists of two parts: • Level of urgency • Level of importance The two parts when multiplied together indicate the level of priority for the matter concerned
- 12. The Range To work out, or set the range for each of the priority levels (high, medium, low) use a 5 x 5 combination or matrix based on the Lickert Scale
- 13. Sidebar: The Lickert Scale! Response Corresponding Rating Strongly agree 5 Agree 4 Neutral (50/50) 3 Disagree 2 Strongly disagree 1 The Lickert Scale is used to seek feedback on how a person feels in response to criteria listed for assessment
- 14. Calculate the 5 x 5 Map 1 2 3 4 5 5 5 10 15 20 25 4 4 8 12 16 20 3 3 6 9 12 15 2 2 4 6 8 10 1 1 2 3 4 5 Urgent Important The 5x 5 Map is similar in construction to a risk heat map and looks like this
- 15. Set the Range! Priority Description Range High (H) Must be done 20 - 25 Medium (M) Should be done 10 - 19 Low (L) Not required to be done 1 - 9 The spread of the numbers listed in the range for each priority type can be varied to reflect your particular circumstances
- 16. Apply the Range Remember: a priority is determined by the level of urgency multiplied (x) by the level of importance to achieve its value Once the value is determined, see if it is high, medium or low by comparing the value to the range for each type of priority So, if the task Review Draft Contracts had a value of 25 (urgency of 5 x importance of 5), it can be seen that this value falls within the high priority range 20 - 25
- 17. This is What it Looks Like Item Urgency Importance Total H,M,L Review Draft Contracts 5 X 5 25 H Develop Blog 4 X 5 20 H Staff Meeting 5 X 5 25 H Review Week 5 X 3 15 M Project 1 4 X 5 20 H Project 2 4 X 5 20 H Visit Mum & Dad 4 X 5 20 H Family Dinner 4 X 5 20 H Gardening 1 X 2 2 L P&C Meeting 3 X 4 12 M Sign Accounts 2 X 5 10 M Review Emails 3 X 3 9 L Client Meeting 1 4 X 4 16 M Client Meeting 2 4 X 4 16 M Item Urgency Importance Total H,M,L Execute Key Documents 5 X 5 25 H Review Social Media 2 X 4 8 L Friend's Dinner 5 X 5 25 H Go to the Cinema 3 X 4 12 M Strategy Time 4 X 5 20 H Review Board Agenda 4 X 5 20 H Pay Bills 2 X 3 6 L Re-arrange Loungeroom 1 X 5 5 L Pickup Kids 4 X 5 20 H Free Time 4 X 5 20 H Car Service 1 X 5 5 L Read Journals 1 X 5 5 L Review Family Tree 1 X 5 5 L Purchase New Books 2 X 4 8 L
- 18. Step Three: Plot the List Remove the low priority items from the list...
- 19. Tip! ❖ By removing the low priority items, you will substantially reduce your list ❖ Also, low priority items can be a distraction and chew up valuable time and resources ❖ Psst... Some of you were never, ever, going to do the low priority items anyway, so ditch them...
- 20. Use a Planner ❖ Place your priorities on a planner ❖ The planner you use is up to you: a week, fortnight, month or year ❖ We find that a fortnightly planner works best ❖ The planner can be a diary, calendar, paper based, electronic and so on
- 21. Plot the High Priorities On the planner, plot when you can do the high priority tasks...
- 22. Plot Monday - Friday Allocate the high priorities across each day of the week, fortnight, or month Break larger tasks down and allocate them across a number of days Colour coding tasks can provide an overview at a glance
- 23. Plot the Medium Priorities On the same planner, plot when you can do the medium priority tasks...
- 24. Tip! ❖ Remember to build in free time in your planner!
- 25. The Finished Week This method allows short tasks to be undertaken when time allows: • Due to a key task finishing earlier than anticipated; or • There has been a change in priorities Key Tip! Emails should only be accessed no more than three times a day
- 26. What to do next... What's left? The weekends! The weekends are yours to: • Relax • Go out • See friends • Chill with the family • Read a book • Watch TV...
- 27. About the Author • Sean Fletcher is the Principal Consultant at Strategic Teams based in Perth, Western Australia • He is also a training consultant with WALGA and a former local government CEO • Sean holds qualifications in management, and regional development. He is also a member of the LGMA.
- 28. What to do next... The end! Well not quite... Visit us at: Strategic Teams Review these resources: Andrew Jensen: When is the best time to conduct important business Businessballs: time management techniques and systems Images in this presentation are courtesy of: • iosphere @ freedigitalphotos.net (slides 2-8, 10-12, 16, 18-20, 26) • nongpimmy @ freedigitalphotos.net (slide 23) • photostock @ freedigitalphotos.net (slide 21) • Stuart Miles @ freedigitalphotos.net (slide 24)