Getting things done!

- Managing Time
STATE AND ENTITY PUBLIC ADMINISTRATION REFORM
BOSNIA & HERZEGOVINA

Clement De Souza
Programme Director
Programme Code TIME_bosnia_310707

Programme Aims You will learn how to:

Prioritise your work and understand the concept of
urgent versus important
Apply proven TM techniques to your individual
circumstances;
Be more in control of your working day and less
reactive;
Delegate effectively;
Get on top of meetings
Overcome procrastination.
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

You will get more from this

programme by:
Remembering your personal
objectives
Taking action notes
Contributing wholly to the programme
Challenging assumptions
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Activity 1

Please introduce yourself, and

Share, with the plenary group, one of
your main objectives for this seminar
Time allowed 1 minute

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Activity 2

Please turn to a blank page at the end of

this workbook and write down:
What is working in your current TM
system?
Please hold on to this information. It is a
valuable building block.
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

The Pareto Principle

20
80
80
20
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

The urgency addiction

What is urgent ?
What is important?
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

THE TIME MANAGEMENT MATRIX

Not Important

Important

Urgent

Not Urgent

II

III

IV

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Activity 3

Share your significant few and Quadrant

2 activities;
What gets in the way?
How can you deal with what gets in the
way?

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Activity 4

Please turn to a blank page at the end of

this workbook and write down:

What the purpose of your job is (in a

single sentence)
How do I make a difference?
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Effective use of time

Up-times
Down-time
Internal prime time
External prime time
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Can we delegate:

The responsibility for the job?

The authority for the job?
The accountability for the job?

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Stopping reverse delegation

Ask:
What exactly is the problem?
What are the likely solutions?
Which would you go for?

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

A delegation checklist

Delegation is planned
Delegation is precise
Delegation is reviewed
Delegation is empowerment
Delegation takes account of risk
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

What actions would result in effective

meetings:

Before the meeting

During the meeting
After the meeting
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Welcome to 1 minute minutes

Main issues concerning the meetings revolve
round:

What has taken place, what decisions have

been reached?
When is the desired action going to take
place?
Who will be responsible for the required
action?
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Welcome to 1 minute minutes

What

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

When

Who

What is procrastination?

Procrastination comes from the Latin

pro meaning forward, forth or in
favour of and crastinus meaning of
tomorrow
www.procrastinus.com

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Famous procrastinators

St Augustine make me chaste and content,

but not yet!
Leonardo da Vinci as distractible as he was
talented.
The Last Supper completed when patron
threatened to cut off funds
Mona Lisa took 20 years
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Overcoming procrastination

Two main obstacles:

size
momentum
Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Try
Salami technique
5 minute plan
Best first
Worst first
Going public

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

not

just on being busy

but also adding value
Sir Michael Bichard
Permanent Secretary, DfEE
Sunningdale Park
2 May 2000

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

Action planning

Make your ideas SMART

Specific - spell out each goal in detail
Measurable - you need to evaluate success
Adaptable - Goals need to respond to what is happening in
your working and private life
Realistic - Blue sky but be real
Timely - Put a deadline on each goal

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

THE CLOCK AND THE COMPASS

What we do with and how we

manage our time
e.g.

Appointments
Schedules
Activities

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

What we feel is important to,

and
how we lead our working lives
e.g.

Our goals
objectives

THE CLOCK AND THE COMPASS

CHRONOS
(Mechanical time)

Programme Code
TIME_Bosnia_310707
Crown Copyright 2007

CAIROS
(seize the day!)