Time management is one of the ways to increase productivity and it depends on you!!

1. TIME
MANAGEMENT
Balancing the urgent and important!!
Copyright: 2015 Enterprising Partnerships Pty Ltd 23 January 2015

2. INDEX
What will you learn
» Why this topic is so important
» How eliminating time wastage is
an opportunity for productivity
» Why managing time is important
» How to manage time
© Time Management | Frank Wyatt 2

3. WHY STUDY THIS COURSE?
© Time Management | Frank Wyatt
This presentation will allow you to:
• Identify the opportunity cost of
time
• Focus on why to manage time
• Determine who is responsible for
your time
• Apply the 80:20 rule
• Use a time log and how to
analyse it
• Determine the urgent versus the
important
• Achieve meeting efficiencies
• Exclude tasks
• Use your day more efficiently
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4. COMPETENCIES
© Time Management | Frank Wyatt
1. How much is your time worth?
2. What is the opportunity cost of
your time?
3. What value would you put on
having additional time?
4. How would you use more time if
available to you?
We all get allocated the same
amount of time in our lives
subject to when we die.
How we use this time will
determine how effective you are
or how much you procrastinate
and waste this scarce resource.
This course will enable you with
tools to maximise your scarce
time resource.
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5. WHY MANAGE YOUR TIME?
© Time Management | Frank Wyatt
What will you gain from
managing your time?
Do you ‘mean’ to manage your
time, yet the urgent still
captures the important?
Why don’t you manage your
time better?
.
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6. WHAT EXCUSES DO YOU GIVE
YOURSELF?
© <Name> | Contact person for this course
Some excuses are…
• Leave it and it will go away
• Not my job
• I will only be criticized
• No resources
• I am too tired right now
• I am a perfectionist and so can’t
do this right so I’ll not do it
• Not enough time
• The boss will only change
his/her mind
.
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7. WHAT IS TO BE GAINED FROM
MANAGING YOUR TIME?
© <Name> | Contact person for this course 7
To avoid
this!!!
…and to do
more in less
time!!

8. DID YOU MEAN TO BE MORE
EFFICIENT WITH YOUR TIME?
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Who’s responsibility for
managing it?
Do you blame everyone /
thing other than yourself?
Do you enjoy living in
crisis?
Are you too lazy to manage
your time?
Playing the
blame game;
get over it!!

9. THE 80:20 RULE: WHAT TO FOCUS ON
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The 80/20 principle states that in
many situations about 20% of what
you do yields about 80% of the
results.
With a typical to-do list of ten items, the
80/20 principle suggests that two of them
will yield about 80% of the value.
The remaining eight will yield the remaining
20%.
For example, 20% of your customers give
you 80% of your sales - concentrate on
those customers.
20% of your customers make up 80% of
your complaints - keep your perspective.
20% of the inventory gets 80% of turnover -
keep these items well supplied.
If you remember and
implement this principle, it
will not only give you a
greater peace of mind but
also make you much more
effective.

10. OPPORTUNITY COST OF TIME
© <Name> | Contact person for this course 10
• What is opportunity cost? It is what
else could you do with a resource.
• What is the opportunity cost of lost
time? Here’s an example:
• Salary per hour = $100
• Plus: support costs per hour =
$100
• Total $200/hour
• Possible to save 2 hours per day
with greater efficiencies &
effectiveness
• 200 x 2 x 5 = $2000/week or
$104,000/year

11. HOW TO MANAGE YOUR TIME
© <Name> | Contact person for this course 11
• Use an Activity Log (Google
‘Activity Log’ for examples)
• Be honest and accurate
• Analyse your log
Questions:
• How did I use time?
• How much time was wasted?
• Was I focused on what I
classified as valuable?
• When did the urgent steal
from the important?

12. ORGANISE YOUR TIME
© <Name> | Contact person for this course 12
1. Plan your time
2. Prepare a ‘To do list’ - end of
every day
3. Allocate priorities & time/task
& schedule
4. Who can you delegate tasks
to?
5. Review why today’s list did
not get completed & actions
to fix this – look for patterns

13. TIME MANAGEMENT MATRIX
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Prioritise!!!
URGENT NOT URGENT
IMPORTANT 1 2
NOT IMPORTANT 3 4
Urgent should not be allowed to steal
time from important!!

14. MEETING EFFICIENCIES
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1. ASK: “why hold this meeting?”
2. ASK: “what would it take to not hold
the meeting?”
3. ASK: “what is the opportunity cost
of this meeting?”
4. Hold only when required & reasons
are clear
5. Set Agenda with priorities (critical
issues, important, if time allows) &
set time limits. Meet standing up!!
6. Expect prior planning & preparation
7. Focus on actions & solutions

15. USE THE DAY!!
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Get up one hour earlier (go to be earlier)
Avoid distractions
- schedule time, appointments, customers,
visitors
Be open to others only when it is scheduled
- be available to yourself in other times
Set boundaries
– turn off your email notice, schedule times
for emails, advise staff of limits, use
messaging on phones
Arrange phone calls in groups
- only make those which YOU should make
Focus, structure & conciseness
- save the best time for important matters
(know thyself) & don’t procrastinate

16. SUMMARY
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1. Commit to planning your time - a finite
scarce & valuable resource
2. Use an Activity Log to analyse &
evaluate your time efficiency and
effectiveness
3. Learn the opportunity value of the time
you have by knowing how you use it
4. Control the distractions that will steal
your time
5. Have more time for whatever you
choose

17. 0414 392323
frank@enterprisingpartnerships.com.au
Enterprising Partnerships
PO Box 5127
South Melbourne 3205
@communityep
@ENTER_EP
enterprising-partnerships
enterprisingpartnerships
frank19491
www.enterprisingpartnerships.com.au/getting-down-to-business
www.youthcentral.vic.gov.au
CONTACTS
© Time Management | Frank Wyatt 17
Balancing the urgent and important