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Time Mastery:  Juggling Conflicting Priorities

Your Time Mastery Profile
How to Manage Your Time More Effectively

We all face a daily dilemma ….  too much to do and not enough time to do it. Time management concerns how we resolve that dilemma.  Time, not activities, is the limiting factor.  We must make tough choices about what and what not to do.

Habits area the key to good time management. Good results come from good habits; poor results, from poor habits.  Time management is really self-management.  Although time is not adaptable, people are. 

The important point to remember is that habits are learned behavior.  They can be changed.  Your habits may control your destiny, but you can control your habits.

The first step may be to change your thinking.  Henry Ford put it this way:  “Whether you think you can or you can’t, you’re right.”  How you think is vitally important.  You usually act in ways that are consistent with your beliefs. 

In order to improve your time management habits, you must first identify those that need to be changed.

Course Objectives:

During this revealing workshop you will be assessing your habitual time management behaviors.  As you do, you’ll become more aware of what your time management habits are, and whether they help or hinder you.  We’ll also take a look at Stephen Covey’s ideas on the “Four Quadrants in Which We Spend Our Time,” as well as "Working Sm@art with Microsoft Outlook".

Table of Contents

I     Laying the Foundation for Productivity

  • Priority-Powered Managers
  • Time Lab Q&A
  • Changing Your Approach Changes Your Results
  • Internal Limiting Beliefs
  • 10 Beliefs that Limit Productivity
  • 10 NEW Beliefs & Solutions to Increase Productivity
  •  Manager’s Need to Say NO
  • Manager’s Need to Encourage Collaboration
  • To Multi-Task or Not

II    Time Mastery Profile

  • Review “Time Mastery Profile” Instrument
  • Score Key: Time Mastery Profile 
  • Overall Time Mastery Level
  • Time Mastery Profile Graph
  •  Identifying Where to Begin

III    First Things First

  • The Gap Between the Clock and the Compass
  • Methods of Time Management
  • Four Needs and Capacities
  • The Endowments
  • Are You Addicted to Urgency?
  • The Four Ways We Spend Time
  • Handout: How to Stay in the Effective Quadrant
  • Video:  “Time Trap II”
  • Time and Task analysis
  • Time and Task Log
  • Priority Planning Grid
  • Team Exercise
  • Eliminating Self-Defeating Habits 

IV   Your Personal Effectiveness Inventory

  • Interpreting Your Results
  • Self-Development Domain
  • Time Orientation Domain 

V    Managing Projects and Priorities

  • Project Management is the Process of Managing
  • How Your Planning and Communication Affects Your Staff and Peers
  • Daily Habits Worth Cultivating
  •  Weekly and Daily Planning Checklists
  • Quiz: Goal Setting
  • Setting SMART Goals
  • The Four Phases of Project Management
  •  Defining and Prioritizing the Project
  • Team Exercise: Defining and Prioritizing SMART Goals
  •  Link Goals Together
  • Develop the Results Habit
  • Prioritize the Goal and All Supporting Activities
  • Exercise: Priority Planning Grid
  • Planning the Project – Sub-Goals
  • Team Exercise: Project Record
  • Using a Weekly Plan
  • Using a Gantt Chart
  • Implement the Project
  • Breaking the Procrastination Habit
  • Following Up

VI   Working Sm@rt with Microsoft Outlook

  • Defining Productivity
  • Overview these major Outlook™ tools CALENDAR * TASKS * INBOX * CONTACTS * NOTES *  
  • Set up and configure Outlook tools to Work Sm@rt for YOU!
  • Know how and when to respond to E-Mail (Do It, Defer It, Delegate it, Delete It)
  • Convert E-mails into appointments
  • Convert E-mails into tasks
  • Convert E-mails into contact records
  • Drag a message to take action
  • Set up meetings by dragging emails
  • Delegate an E-mail
  • Create sub folders to store messages
  • Create rules to master your inbox
  • Know how, when and why to color code E-mail messages
  • Sorting Tasks
  • Extract and save attachments
  • Keep track of messages with flags and the To-Do Bar
  • Turn a message into a calendar entry
  •  Assign categories to messages
  • View messages by category
  • How to create and use folders
  • Find messages fast
  • Create a second and a third calendar
  • Send selected calendar by email
  • Quick Reference Card

VII  Time Mastery Action Plan