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management
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www.erletshaqe.com
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objectives
I will learn techniques that will help me to
direct my work life instead of merely managing
my time.
I will learn a framework for developing a
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mission and vision that gives purpose and
direction to my work.
I will learn how to prioritize my highest-
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leveraged activities, leading to significant
increases in productivity.
the complete six-step process
connect to mission
review roles
identify goals
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organize weekly
exercise integrity
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evaluate
the clock and the compass
the clock the compass
commitments vision
appointments values
schedules principles
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goals conscience
activities direction
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What we do and how What we feel is
we manage our time. important and how we
lead our lives.
traditional time management
first generation—notes and checklists
second generation—planning and preparation
third generation—planning, prioritizing and
controlling
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first generation
go with the flow
based on reminders
attempt to keep track of things you do with
your time
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simple notes and checklists
carry lists with you and refer to them in order
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to remember
incomplete tasks put on tomorrow’s list
first generation
strengths weaknesses
flexible no real structure
responsive to people things fall through cracks
not over-structured commitments suffer
less stress little accomplished
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tracks to-do’s crisis to crisis
first things— things right
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in front of you
second generation
planning and preparation
calendars and appointment books
efficiency in goal setting and planning ahead
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make appointments, write down commitments,
identify deadlines
may keep information on computer or network
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second generation
strengths weaknesses
tracks commitments and puts schedule over
appointments people
more accomplished accomplish more of what
through planning and goal you want—not
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setting necessarily what is
more effective meetings needed or fulfilling
and presentations due to independent thinking —
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preparation see people as means or
barriers
first things– those that are
on the schedule
third generation
planning, prioritizing and controlling
have spent time clarifying values and priorities
set long, medium, and short-term goals to
attain values, prioritizes on a daily basis
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uses wide variety of planners and organizers,
with detailed forms for daily planning
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gets more done in less time-- but still feels
frustrated
third generation
strengths weaknesses
assumes responsibility for can lead to false sense of
results control, pride
connects with values power of vision untapped
taps into the power of can lead to guilt,
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long, medium, and short- imbalance of roles
term goals less flexibility/spontaneity
translates values into first things set by urgency
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goals and actions and values
gives structure and order
to life
fourth generation
life leadership
puts people ahead of schedules, compasses
ahead of clocks
uses the best of generations 1, 2, and 3
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you want to lead a life of meaning and
contribution, with balance
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fourth generation
elements Why is there a need
effectiveness for the fourth
principles generation of time
leadership management?
relationships
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puts first things first Well, one definition of
insanity is to “keep
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doing the same
things and
expecting different
results.”
understanding time
“A no uttered from the deepest conviction is
better than a yes merely uttered to please,
or what is worse, to avoid trouble.”
Mahatma Gandhi
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understanding time
“Why have a time log?
memory
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energy
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understanding time
Urgent Not Urgent
I. II.
important
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Quadrant of__________ Quadrant of__________
III. IV.
not important
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Quadrant of__________ Quadrant of__________
understanding time
move into quadrant II
quadrant I—manage: the quadrant of
necessity; things are both urgent and
important
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quadrant II—leadership and quality: the
quadrant of focus; things are important but not
urgent
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understanding time
move into quadrant II
quadrant III—(AVOID): the quadrant of
deception; things are urgent but not important
quadrant IV—(AVOID): the quadrant of waste;
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things are neither important nor urgent
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move into quadrant II
How do I get there? The six step process
connect to mission
review roles
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identify goals
organize weekly
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exercise integrity
evaluate
step 1: connect with vision & mission
Consider the big What is most important?
picture. The key to
this connection lies What gives your life
in the clarity of your meaning?
vision around such
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questions as: What do you want to be
and do in your life?
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step 2: identify your roles
we have important roles at work, in the family,
in the community, or other areas of our lives
Roles represent responsibilities, relationships,
and areas of contribution
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step 3: select quad II goals for each role
what is the most important thing I could do for
each role this week that would have the
greatest positive impact?
consider the relationships for each role
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review a “perhaps” list for ideas
identify the steps that need to be taken to
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achieve long-term goals
step 4: organize weekly
translating high leverage quad II goals
requires a framework
most people are always trying to find time in
their overflowing quad I/III schedules
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They move, delegate, cancel, and postpone—
all in hopes of “putting first things first”
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the key is in scheduling your priorities, not
prioritizing your schedule
step 4: organize weekly
Distinctive Elements of Effective Weekly Goals
they can be either an area of focus or a
specific activity
they are usually quad II goals rather than
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typical “to-do’s” or daily action items
they are driven by conscience
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tips to start your day
Tip #1
preview your schedule—get your bearings:
review your compass
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Look at the day in the context of the week
renew your power to respond to changes in a
meaningful way
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tips to start your day
Tip #2
prioritize: identify activities as QI or QII—keeps
QIII and IV out of your schedule
emphasizes the importance paradigm
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keeps you aware of choices you make
must understand that prioritization includes only
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items that you’ve put in the framework
tips to start your day
Tip #3
T planning: time sensitive activities on the right,
any time activities on the left
makes for effective schedule decisions
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Helps you remain sensitive to commitments
Best use of your time: remember importance
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rather than urgency!
step 5: exercise integrity in the moment
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step 6: evaluate
To be successful, you What goals did I achieve?
must make
successes of one What challenges did I
week the foundation encounter?
for the next. At the
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end of the week, ask What decisions did I
yourself some make?
questions:
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Did I keep “first things
first?”
step 6: evaluate
different ways to evaluate
mark accomplished goals on weekly compass
keep a journal or daily log and review
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review past weekly compasses
ask specific questions about your performance
and actions
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step 6: evaluate
weekly evaluation
What did I learn from the week as a whole?
Am I setting goals that are realistic but
challenging?
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Have I been effective in work related
communications?
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Have I been successful in maintaining a Quad
II perspective?
closing thought
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