Time Management Skill Training
Free Workshop

TIME MANAGEMENT SKILL WORKSHOP OUTLINE

I. Combine a Time Value Awareness with a Blueprint for Action

a. Develop and Maintain a Time/dollar value awareness.

b. Ask yourself, Am I a positive investment or a negative expense?
c. Create Your daily blueprint for accomplishment

II. Be More Effective. Clear your Desk for Action.

a. How to fight the battle of a cluttered desk and WIN

III. A "Bakers Dozen" of timely T.I.P.S. for better time use

a. Three Minute Memory Method

IV. Procrastination is Poison. Problems and Remedies

a. Why people procrastinate-in-general
b. The many costs of procrastination
c. Three Common forms of Procrastination (Poison at your business)
d. Individuals aren't the only ones who procrastinate

I. COMBINE A "TIME-VALUE AWARENESS" WITH A "BLUEPRINT FOR ACTION."

Time Management Skill #1. Develop and Maintain a Time/Dollar Value Awareness.

A. Immediately compute a dollar per-hour value for your time. (based on gross annual income or salary.

B. For 3 consecutive days, preferably mid-week, keep a 15-minute segment "time-use log" from 8:00 am to 5:00 p.m. (See sample form attached)

C. Tally up the time used for specific work activities performed. Also, include coffee or other breaks and wasted time. Apply you dollar per hour value to the expensive items on your log. Be as accurate as you can. You'll be in for a surprise.

Time Management Skill #2. Ask Yourself, "Am I a Positive Investment or a Negative Expense?"

A. Analyze your "time-use/dollar-cost data" and you will discover just how costly time leaks become per day, week, month, and year. This will definitely point out the real costs involved when there is a lack of time management skill training.

B. Think of it in this manner. No matter what your role in your firm, you actually conduct "your own business" within your organization's business.

C. Plugging time leaks means "your business (YOU) will be more effective. i.e. A positive investment rather than a negative expense.

Time Management Skill #3. Create Your Daily Blueprint for Accomplishment.

A. Map out your DAILY WORK PLAN for accomplishment. If you wish, call your plan a "TO DO LIST."

B. List no more than 6 "TO DO" items. Rate them in importance as "A's" or "B's". A's are MUST-DO items. B's are OUGHT-TO-DO items. Break down major projects into A's or B's and proceed to do them as you would your regular items.

C. Do your A's first. If B's don't get done, make them your next day's A's list (if the qualify).

D. Develop the habit of doing your "TO DO LIST" everyday. If possible, prepare the list before you go home in the evening. This process gives you a running start on the next day's work.

E. If you have a secretary, it is wise to give him/her a copy of your daily list. If you get tied up, he/she can work on the list for you.

II. TIME MANAGEMENT SKILL - BE MORE EFFECTIVE. "CLEAR YOUR DESK FOR ACTION."

1. How to Fight the Battle of a Cluttered Desk--And WIN.

A. Get all the bric-a-brac, mementos, pictures, pens, pen holders, calendars, etc...off you desk--immediately.

B. Set an appointment with yourself for at least 2 hours. Allow NO interruptions. Have a LARGE trash can handy, and, close your office door.

C. Put all the papers on, and in, your desk in a pile on top of your desk.

D. Look at each paper in the pile to see if there's any work to be done, or action taken, regarding your area of responsibility. If "Yes," put the paper in a "keeper paper pile." If No," put it in the "for filing" tray or throw it away.

III. A "BAKERS DOZEN" OF TIMELY TIME MANAGEMENT SKILL T.I.P.S. (TECHNIQUES, IDEAS,POSSIBILITIES, SUGGESTIONS) FOR BETTER TIME USE.

1. Learn to say "NO" to people whose demands or wants will force you to lose control of your planned time use.

2. How long should you wait for someone? No longer than 15 minutes. Your time is as valuable as the other person's.

3. When calling out on the phone, especially long distance, don't let people put you on "HOLD."

4. Gas up when YOU want to, not when your car NEEDS it.

5. Put car keys, billfold, purse, glasses, calendar, etc... in the same place when not in use. Carry an extra set of car keys with you, always.

6. Clip out time management skill magazine and newspaper articles. Discard what's left. Keep you clippings in an "Information File." Arrange by topics.

7. When in a hurry, ask for "quick-stop" service at a restaurant.

8. Write ideas that come to you on 3x5 cards. Keep them by your nightstand because many ideas come to us when in no-sleep periods. Remember, an idea in the head may as well be dead.

9. Carry writing paper, pen. envelopes, and stamps with you in your briefcase.

10. Write handwritten replies on letters, date the reply, copy it, then mail the copy to the original sender. Great time/money saver.

11. Confirm time and place for appointments or meetings, especially those out of town, at least a day in advance. Ask for directions, if you don't know how to get there, too.

12. Set aside a specific time period of 20 minutes each day for "creative thinking," or, "career enhancement reading." It's a fantastic investment.

13. Have you ever said, "If only I could remember." Now you can with this easy "Three Minute Memory Method."

"TIME MANAGEMENT SKILL
THREE MINUTE MEMORY METHOD."

1. Read or review intently the material, article, data, or name on a business card you wish to remember. Place the material, etc... in your Day Planner for review the very next day.

2. Next day (today, now) review the material again. After review, advance the material in you Day Planner one week ahead.

3. When the week comes around, review again, and advance it one month.

4. When the month comes around, review again, and advance it three months.

5. When 3 months time comes around, review again and advance to one year from the original date in (A). You can keep track of your reviews by using this simple system:

1st day___2nd day___1 week___1 month___1 quarter___1 year___

By this time, the material you wish to remember should be firmly planted in your long-term memory bank. It will be available to you whenever you want it--from memory.

IV. "PROCRASTINATION IS POISON."
TIME MANAGEMENT SKILL
PROBLEMS AND REMEDIES.

"PROCRASTINATION stops success cold. It is an absolute destructive state of mind and being." Russ Von Hoelscher

1. Why People Procrastinate--In General.

A. Fear of failure.

B. Lack of self-confidence and self-esteem.

C. Being unwilling to take risks.

D. Worrying about what "They" will say or think.

E. Saying and convincing themselves that they are: "Too old." "Too young," "Not experienced enough." "Lack of education."

2. The Many Costs of Procrastination.

A. Procrastination results in a very high money cost and time cost.

B. Myriad forms of procrastination in the work place often result in the loss of customers.

C. Procrastination by one, or a few, can create havoc for many. It can disrupt managerial and/or operational work-flow or procedures.

D. Continued procrastination, if not nipped in the bud, tends to snowball and severely weaken an individual or company.

3. Three Common Forms of Procrastination Poison in the Work Place and Their Remedies.

A. PROBLEM: Thinking, "I'll have plenty of time to do it tomorrow."

TIME MANAGEMENT SKILL REMEDY: Recall from past experiences how, "Tomorrow's always present their own batch of problems."

B. PROBLEM: Believing, "This is an overwhelming task, I can't possibly get it done on time."

TIME MANAGEMENT SKILL REMEDY: Know that, The BIGGEST project in the world is, in reality, no bigger than the SMALLEST project in the world."

The world's greatest structures were put together one brick, one stone, one beam, one board at a time. Break big jobs into smaller segments. Don't be afraid to ask for help.

C. PROBLEM: Agonizing, "Oh boy, this is tough. I can't decide what to do. Anyway, it shouldn't be my decision to make."

Comment: Many people hate to make decisions, so they procrastinate in doing so. Procrastination, in itself, IS a DECISION, and, usually, it's a very poor one.

TIME MANAGEMENT SKILL REMEDY: Accept responsibility for making decisions.

Learn and apply the "Ben Franklin Method" for making decisions.

Adopt and practice the following three-step time management skill tactic for taking action on you decisions:

(1) Do what you've determined needs to be done.
(2) Do it when it needs to be done.
(3) Do it whether you like it or not.

4. Individuals Aren't the Only Ones Who Procrastinate--Companies (Through Their Spokespeople) are Guilty Too.

Here are some typical examples:

"We can't do it now, our people are in the midst of vacation season."

"Let's wait until after the Holidays."

"It's a bad time right now, tax season, you know."

"Next year will be a more appropriate time for this."

"Gosh, something like this just isn't in our budget, sorry."

"Times are bad. We're cutting way down on our advertising, training, inventory additions, new products, additional personnel, etc... and ad nauseam."

TIME MANAGEMENT SKILL REMEDY: Remember this, whether you are WITHIN a company or OUTSIDE of a company, and you're trying to get something done, a company CAN do something if it REALLY WANTS TO DO SOMETHING.

Be persistent, restate your case, sell the benefits your idea will bring to the company--if acted on right away.

Maybe you've been assigned to a "buffer person." Seek out the man or woman in the organization who has the authority to make a decision.

CONCLUSION. TIME MANAGEMENT SKILL - TIMELY QUOTES.

"Time. What we want most, but what we use worst."
- William Penn

"Time. The most valuable thing a person can spend."
- Theophrastus

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