Free Time Management Training course – Part 2 – Understanding Priorities

PLANNING YOUR TIME MANAGEMENT PRIORITIES

Total Success Training bring you a series of free, Yes FREE! training courses and seminars. We believe that everyone should be able to access quality training from the web and we are offering interactive training sections from our one-day Time Management training course. What you have here is a shortened version of the course we train live so we guarantee that its quality is second to non.

If you like what you see try the real thing and we’d be happy to welcome you to onto one of our live training courses. We run them regularly throughout the year from our training venue in Central London. Click on the links below to find out more details.

All of our free training sessions can be downloaded as pdf files that you can print out and complete in you own time.

Click on the following link to download the free Time Management Online Training pdf

Time management is actually self management

Time management has been in existence for more than 100 years. Unfortunately the term “Time management” creates a false impression of what a person is able to do. Time can’t be managed, time is uncontrollable; we can only manage ourselves and our use of time.

It’s interesting that the skills we need to manage others are the same skills we need to manage ourselves: the ability to plan, delegate, organise, direct and control. Time management training courses and workshops will help delegates increase work effectiveness and productivity, achieve greater control of their daily activities and overcome work stressors.

With ever-increasing workloads and deadlines, the ability to manage our time has never been more important. If you wish to find out more about Time Management topics click on the following links and you’ll find plenty of great information to help you prioritise your time more effectively:

Our time management course will cover subjects such as goal setting, improving organisation skills and managing time successfully. Our seminars are packed with useful tips and techniques that allow you to become a better time manager instantly.

Other training resources

Click here to check out the video from a live Time Management Training Seminar

https://www.youtube.com/watch?v=WNLmbnL7Tl4

Click here to here an audio recording podcast of our Trainer explaining how to prioritise your time:

https://www.totalsuccess.co.uk/time-management-podcast/

SO LET’S GET STARTED………

PLANNING YOUR TIME MANAGEMENT PRIORITIES – PART 2

 What must you do in the next month? What are your key priorities? Our priorities may be daily, weekly or monthly or a combination of all three. You will have key tasks that you must carry out every month; these will be regular tasks that you must complete for your job, e.g. expenses, reports etc. Or they may be one off projects, new tasks, new clients etc. Because there will be a problem if these are not completed you can now classify them as your monthly priorities.

 Action point: Write down all of the priorities you have to complete in the next 4 weeks. Break them down into Regular Priorities and Irregular Priorities.

 This month’s priorities are:

 Regular Priorities

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Irregular Priorities

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 Once you have completed the list ask yourself the following questions.

 From my Regular Priorities

 

Your answer

1.      How many of these priorities have you a written schedule for? Either by wall chart, diary, Outlook calendar etc

 

2.      How many of these priorities have you a standard operating procedure?

 

3.      How many of these priorities actually get completed every month?

 

4.      How many of these priorities get completed at the last moment every month?

 

5.      How many of these priorities do you have to chase up other people to ensure they get completed?

 

6.      How many of these priorities get missed because of other work issues?

 

7.      How many of these priorities do you struggle to complete each month?

 

 If you answered All or Most to questions 1, 2 and 3 you should give yourself a pat on the back for managing your mid-term priorities well. If you answered All or Most to questions 4-8 it looks like you need to refocus on your mid-term priorities.

 Outlook Time Tip

Once you have identified your short, mid and long term regular priorities these should be listed on your Outlook Calendar, colour coded and reminders set so that you will be able to identify them easily and take appropriate action to ensure they are carried out. By doing this you’ll always be in control.

Managing your Field of Focus

Your Field of Focus is the time period in which you need to be in control of the events that will occur within this time. If you’re in Sales your Field of Focus may be monthly as you need to hit your target by the end of each month. If you are in administration you may only need to be in control of events for the next two weeks to ensure your job runs smoothly and efficiently. Whereas, a project manager of a very large commercial project may need to closely control events for the next 6-12 months ahead.

 Time Tip

What’s your field of focus? Think about your job and work out how far in advance do I need to be in control? What diary or scheduling system are you using to manage these events? Set your Outlook Calendar view to daily, weekly, two-weekly or monthly to ensure you’re always in control of future events.

 SETTING PRIORITIES

One of the most effective ways of determining priorities is to grade tasks by their URGENCY and IMPORTANCE to your goals and objectives.

Important tasks are ones that will have a substantial impact on your objectives e.g. monthly reports, training, strategy meetings, sales targets etc. Another way of looking at important tasks are those that, if not completed will have a substantial negative consequence for you, your objectives, your department, your clients, in fact anyone who is the direct recipient of the task. People can also be classified as important as most organisations have a hierarchy of position, i.e. director, manager, supervisor etc.

Urgent tasks are ones that have a definite deadline for completion be they quarterly, monthly, weekly, daily etc. These can be time critical processes, crises, promises made to clients and colleagues for deadlines etc.

Don’t fall into the trap of confusing urgent with important; your colleague who rushes over to you, panicking, asking you to drop everything and help them out of a crisis may sound urgent and you may have an urge to do just as he requests. But under questioning he may not need your help (if they need your help at all!!) until tomorrow. Similarly, just because you had all week to complete your progress report (but you hadn’t analysed the steps needed to complete it) you didn’t see it as urgent so you decided to start it on Friday. You then quickly realised how much time it would take and now panic because you’re not going to finish it on time.

The following 4 steps will help you to prioritise quickly and effectively.

1. Some of our tasks are both high in Importance and Urgency – we would call these A priority tasks. Everyday is filled with A priority tasks and these are the ones that make us both efficient and effective as we are spending our time on tasks that make a significant impact on our effectiveness.

2. Some of these tasks will become A priorities eventually but these would be classified as B priority tasks and ones we can schedule for another time if we have too many A priority tasks to complete.

3. Many of the routine tasks we would perform regularly take up our time but we could still manage if they were not completed. These tasks could be delegated or ‘processed managed’. This means finding ways to streamline the tasks so that they don’t take up so much time. Ways of doing this would be to set up checklists for routine tasks; complete standard operating procedures to maximise efficiency etc. We would call these C priorities.

Action Point

If you need to write a Checklist or Standard Operating Procedure ask your self these questions:

What are we trying to achieve?

  • What standards will we find acceptable for the overall task?
  • What aspects of the task need to be covered in the procedure?
  • How will we describe the steps needed to achieve the tasks?
  • Who will carry out the tasks?
  • How will we ensure that it is carried out successfully and consistently?

4. Some tasks never make it onto your task list as things to complete but are the things we do that waste our time. Let’s not even classify them as tasks – the more appropriate word is activity, as they may be things that are spur of the moment or impromptu actions that prop up during the day. The problem with these items is that they are usually ‘fun’ or more fun than what we are doing right now or need to do. People also fall into this sector –  people who constantly waste our time with idle gossip, non-essential conversation or send us useless (but fun) items via the internet. We call these D priorities: D for Dump or Delete – the best thing to do with them. Unfortunately, these are activities that are sometimes the hardest to break because they usually contain some form of distraction or diversion away from more tedious (but necessary tasks). You may have the type of personality that actively looks for distractions during your day

To be really effective we must:

  1. Complete as many A priorities as we can – ‘Do them now
  2. Schedule B tasks so that we can complete them as they become A priorities or before if possible – ‘Decide when to do them’
  3. Minimise the time taken for tasks in Low Importance – High urgency box ‘Delegate and process’ and finally;
  4. Avoid actions, tasks and people that waste our time ‘Dump them’

If we plan our tasks in this way we will be making effective decisions how we use our time effectively. This is a quick way of instantly being able to make a decision on tasks that you have to plan and tasks that come up during the day. Let’s assume your boss asks you to prepare a report by the end of the week, and you already have an overflowing workload and you’re going to struggle to complete what you have to do now – How would you respond? We’ll cover this scenario later when we examine Assertiveness but it would be much easier to deal with your boss’s request if you had a list of tasks planned and prioritised for the day that you could show and negotiate around rather than just cave in and say ‘Yes, I’ll do it’.

In order to deal with the activities which are in each zone we need to apply some control over the workload. A simple management decision making tool has been summarised as the 4-Ds:

Action point: Using the categories explained above, make a list of each task you perform for each one. In the space below write down tasks you perform under the specific categories.

 High Importance – High Urgency

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High Importance – Low Urgency

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Low Importance – High Urgency

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Low Importance – Low Urgency

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Time tips

You might find the following questions useful when determining priorities:

  1.  “Do I have to do this work now/today/at all?”
  2. “What’s the most important item on my task list?”
  3. “Is this task the most important use of my time right now?”
  4. “Does this task move me closer to my overall objectives?”
  5. “If I do this work what would I have to delay or abandon?”
  6. “Who else could do this work?”
  7. “What would happen if no one did this work?”
  8. “How does this work relate to my key tasks and objectives?”
  9. “Who else is involved or affected by this task and how important are they to me?”

Exercise

What have you learned from this session? Write down below your action points.

I will commit myself to the points of action to make significant improvements to my time management prioritising

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Summary of the main points of this session

  • Set clear and realistic goals and objectives.
  • In addition to knowing what is important to you at the moment, you may also have specific goals and objectives in mind.
  • Planning is important because it gives you more control in your life
  • Commit your priorities to an action plan. By writing down what we wish to achieve it gives us more motivation to succeed.
  • Daily priorities are the vital factors to ensure our objectives are met regularly and consistently.
  • Know the difference between important and urgent tasks so that you are able to make quick priority decisions throughout the day.
  • Get into the habit of looking forward through your diary to see what is coming up; which days that are already committed, and what amount of  spare time you have to complete your priority tasks. Make sure you create enough spare time to complete things you need to finish.
  • What gets on your daily or weekly list should be prioritised so that you are working to full effectiveness. Grade tasks by their Importance and Urgency to decide what the best use of your time is.

Our other Time Management courses – Time Management using Outlook

As well as running our normal time management training course we aim to reflect the growing use of technology and how it has enhanced our ability to manage our time. This time management training course working with Microsoft outlook is one of a number of courses we run around this particular area of time management technology. We have found Outlook to be a really useful tool that increases our ability to prioritise and schedule tasks, make appointments, manage meetings, achieve deadlines, manage e-mail, improve our delegation and can even develop our ability to manage projects effectively.

This course teaches time-tested tips and techniques on how to improve our time management using Outlook 2007 and 2010.

Time management, Time management working with Microsoft Outlook, Project management for non-project managers, Assertiveness, Management Skills and Stress Management are some of the courses trained by Total Success in London and throughout the UK. We have over 18 years experience training people on strategies to improve productivity and enhance self development.

Course Dates

  • September 8, 2017
  • October 6, 2017

Who will benefit from the course

Our training seminars enable candidates to understand the processes which will make them more effective whilst minimising the “Thieves of Time” which plague our personal productivity and sense of achievement. The course will enable delegates to:

  • Manage priorities and schedule tasks
  • Increase work effectiveness and productivity
  • Enjoy a more balanced lifestyle
  • Feel more in control of their daily activities
  • Reduce the stress which results from a lack of effective time planning
  • Manage themselves to get things done on time and manage deadlines
  • Co-ordinate effective meetings
  • Manage their reactive behaviours with colleagues, interruptions and e-mails to gain sufficient time complete their most important tasks
  • Effectively plan for short, medium and long term objectives
  • Allocate time to each task in its order of priority

Anyone who needs to master the principles and practices of effective time management. From senior managers/directors to administrative and technical staff, in fact anyone who needs to find solutions to the following challenges:

  • I don’t always feel in control
  • I need to increase my productivity
  • I have to juggle a multitude of tasks
  • I’m always being interrupted
  • I’d love to have more time for the things I enjoy but never get the time

Course objectives

Delegates will learn skills which will improve planning, assertiveness, setting priorities, decision making, desk and paper management, and communication skills. They will have the skills to manage their priorities; manage themselves to get things done on time; be assertive with colleagues and managers and learn how to say ‘no’; gain sufficient time to complete their most important tasks; effective daily planning; prioritise and schedule tasks; learn to allocate time to each task in its order of priority; deal with interruptions and make effective decisions which affect your time positively.

Time Management Course Agenda

Morning – 9.30-1.00

  • Daily Planning
  • Planning your essential priorities
  • Decision making
  • Delegation
  • Desk management
  • Developing a personal sense of time

Afternoon – 2.00-5.30

  • Identifying long term goals
  • Making middle and long term plans
  • Managing paperwork
  • Organising your office and your workstation
  • Managing meetings

Our training is carried out in a risk free environment which encourages delegates to practice the skills needed for successful appraisals. We use a number of training methods including role-play, video, audio, workshops and group exercises to enhance the learning process.

Check out our Time Management Training Seminar by clicking Here, where you will be able to receive Time Management Tips from lead trainer, Warren Wint

Why choose Total Success for your training?

  • our lead trainers have over 18 years experience in training
  • a maximum of 8 delegates means more time spent on individual needs
  • we guarantee to run the course and will never cancel at the last moment
  • free subscription to our monthly training newsletter

All open courses are trained in Central London at the St Giles Hotel.

Each delegate receives a comprehensive training workbook that doubles as an open course manual. Courses run from 9.30-5.30 with lunch and refreshments provided.

Time Management In-Company Courses

Total Success have developed a series of in-house training modules. These are designed so that an organisation can pick the training which is more applicable to its own needs and budget. Please call us to discuss your specific requirements. If you click on the links below you will see some typical one-day time management course agendas that cover a wide range of subjects from prioritising, delegating, assertiveness, managing interruptions, managing e-mail, using Outlook calendar, tasks etc. In fact we pride ourselves on being able to develop courses that suit all our clients needs and requirements.

Time Management Training Packs

Why use a total success training pack

If you are looking to run your own training course but lack the materials and the time to develop a fully functional training seminar we produce a range of training materials and packs which will suit your requirements exactly. All of our packs and been written by our own time management experts and we can guarantee that the training pack will satisfy your course requirements. Each pack will contain a full set of PowerPoint training slides, trainer’s notes, a course manual, and a full set of handouts and activities.

We have been running our courses since 1995 and have trained 1000’s of people via open courses and in-company seminars. We guarantee that the course you buy is the one we train. All courses are trainer and trainee friendly so you’ll be up and running quickly (depending on your training experience).

We know how difficult it is to choose amongst the many training materials available on line, that’s why we have 3 packages that will suit you needs. With our gold, silver and bronze packages you can choose the training format that’s right for you and your budget. Call us 0044 (0)208 269 1177 to discuss your requirements or email us info@totalsuccess.co.uk

Related information

Total success training also produced a number of newsletter webpages that carry great information on all our training topics.  Below you will find a selection of time management newsletter pages. You can click on any of the links and they will give you stacks of really interesting information relating to time management. If you like the content of these pages you can subscribe to our newsletter page and we will send you a newsletter every month. we update our pages very regularly so will always be more great information each time you log onto our site.
Click on any of these links for stacks of great tips and techniques on managing time

Time Management book’s and publications

The Book. If you really don’t have the time to attend one of our fantastic time management training courses and seminars, don’t worry. You can still enhance your knowledge and skills by purchasing time management training information from our website. Our lead trainer, Warren Wint has written a book entitled ‘Successful Time Management’ which is packed with tips and techniques to help you manage your time more effectively and more efficiently. You can purchase the book by clicking on the link below and downloading it to your own computer

Bite-sized Training Guides. We had also produced a range of bite-sized training guides on various subjects relating to time management. These short guides are written to give enough information on the topics that interest you. We include topics such as managing e-mail, setting goals and prioritising, the art and skill of effective delegation, and managing busy workloads and deadlines. These are designed for you to work through your topics in approximately 30 to 40 min, and not only give you valuable information but also include exercises and activities to enable you to learn at your own pace and on the go. These are very competitively priced at 99p each because we want you to not only gain valuable information but also to keep coming back and purchasing more to enable you to become a fabulous manager of time. Click the links below and download our training guides as PDF documents so you will be able to start achieving your goals today!

Podcasts

We produce a range of podcasts and audio downloads that you can download to hear how we conduct our training courses. These are available in live audio if you click on the links below and it’s almost like being on one of our courses. They allow you to hear how we carry out some of the topics in our time management training courses. If you like them and want to hear more please go to our Podcast pages on the website

Listen to our Time Management Podcasts