Managing your Time
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
How do you want to spend your time?
work
private life
sleeping
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
What is Time?
Time is capital
Time is not for sale
Time can not be saved in a saving account
Time is continuous and unstoppable
Time even flies
Time is inside our daily activity
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Time is special
Everybody has and only has 24 hours per day. Time can’t be explored.
Time can not be saved
Time can not be substituted
by anything.
We have to pay other things if
we want to “catch” the Time
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Concepts harmful for
Time management
Time is master.
Time is enemy
Time is mystery.
Time is slave.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Time
Claims all the responsibility on Time。Believes：“It just takes time”; “Time and tide waits for no man”; “Time is the best touchstone”.
Work towards form
instead of results
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Time is enemy
Action of this kind of people
Sets up a deadline very difficult to meet so to “break the record”.
Be happy because of coming earlier and be frustrated because of
being late.
Efficiency is more important
than effectiveness.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
Do the right thing in the right way.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Time is
Doesn’t care about the limitation given by time.
Can 专心work and forget the time.
Can’t use the time
properly.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Time is slave
The biggest concern is how to manage the time：work
Consequence
After working for more than 8 hours, the efficiency will be decreased.
Long-time working makes the habit of delaying.
Long-time working makes errors and failures.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Principles
Working and managing towards results and controlling time management.
Commitment to leadership and showing the example behavior for employee
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Definition of Time Management？
Use the time instead of being used by it.
Time management is self
discipline.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
What will successful time management generate？
Overview for activities and priorities
More room for creativity
Controlling stress
More free time to spend with family friends and personal activities
More fun in life
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Target
Everybody saves
1 hour
per working-day.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Overview of the Course
%
Concept
Application
Managing your areas
Planning
Delegation
overview
Following-up and checking
Time killers and solutions
Be away of the pitfall
Time-killer shooting
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Basic concepts of
Time Management
Overview (Pareto Analysis)
Planning
Delegation
Following-up and checking
Plan with a Time Management
Planner
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
Don’t spend too much time on the trifles；80% of the time can only bring 20% of results.
Pay more attention on important things. 20% of the time generate 80% of results.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
What’s important for you？
Family
Society
Health and happiness
Wealth
Development in Career
Growth of intelligence
…
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Remember
Deciding which is important to you can help you to gain the time.
If you have too many “Important things”, then they can not be all important.
How to define which is important for you? - write down every thing important to you; delete not important ones;combine the similar items; rearrange the list and then have a final version.
Print the important things out in a small paper so that you can check them often.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Activity-Positioning
Importance
Urgency
Delete immediately
Planning myself or delegation
Immediate action myself or delegation
Delegation or elimination
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
4D Principle
Importance
Urgency
Do not do it
Do it later
Do it now
Delegate
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
How to spend more time on the important things which are not urgent？
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Goal Setting
MBO
Goal setting will：
enable to control the overview
set the right priorities
coach the qualities needed.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
A suggestion worthy of USD 25,000
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Planning
What is planning?
Make an early enough
strategic decision on the
future action.
Steps of planning
1、Target 2、Way to accomplish
3、Best way 4、Actions
5、Execution 6、Regular checking
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Why no planning？
Reasons
It’s not necessary to consider too much before action.
Good result can be gained without planning；
Don’t know the advantage of planning
Plan always can not be kept. No confidence on planning.
Don’t know how to do the planning
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
No planning： dissection
No planning will raise the idea of leaving things to chance
Good result without planning comes from luckiness and not from good managing
People working without planing reacts the work.
The execution of the plan must be checked regularly.
At present, management training are so popularized that “don’t know how to do the planning” can’t be an excuse.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
He who plants in spring, can harvest in the autumn.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Written Planning
Why written planning ?
Time plans only in the mind will lose overview
Written plans will delegate the memory
Challenging written plans will create self motivation
Written Planning will focus and increase concentration
Written Planning will enable controlling the progress
Interruption planning will be easier managed by planning UNFORSEEN
Written Planning will control documentation and follow up planning
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Daily Planning
The day is the shortest time unit for a systematic control
Daily planning will be made for：
Tasks
Activities（Telephone calls，emails，reports）
Appointments
Preparation Time
Following-up Time
Unforeseen interruptions
Meetings
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Plan a meeting with yourself
A lot of managers come into the office or stay a little longer after hours or come back on Saturday because they can achieve the most without being interrupted.
Another possibilities for working without interruption is ：
Plan a meeting in your diary with yourself.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Plan a meeting with yourself
How to plan a meeting with yourself？
Book it in your diary as a meeting
Protect like any other important meeting
Inform your assistant that you will have a meeting
Tell her when you can be
disturbed
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
Managing is coordinating people to reach the target。
He who is executing himself, is losing the overview。
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Element of Delegation
Work assignment
Authority
Responsibility
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Why no delegation？
My staff will do something wrong
My staff will perform better than me
I will lost the control on my staff
I’m familiar with the work
I can’t find the right
person to delegate
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Advantages for Delegation
Priorities for the A activities
Development of the employees and self-motivation for them.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Checklist of Delegation
What has to be done？
Who should do it？ And why?
How will I motivate him to explain how to do it?
When should it be done？
What check moment should I plan？
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Tips for Delegation
Delegate as much as possible；
Be prepared for the possible faults your staff makes. ；
Motivate your staff after delegation.
Let the other related colleagues know about the delegation.
Delegate more strategic work.
Give full support to the delegate and bear necessary responsibility for him.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Tips for Delegation
Unless coordinating before, don’t delegate the work which was done by two (or more) staff in the past to one person.
Don’t repeat the delegation.
Delegate step by step.
When the delegate has some difficulties, don’t just tell him the solution but help him to find the solution.
Don’t appease the “reverse delegation” of the delegate.
Follow up on the work of the delegate after delegation.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Golden rule for Time Management and Delegation
1. Take the action only once. Read email only once.
2. Decide ：Myself？Someone else?
3. Myself？Plan when？Plan preparation！Plan execution！Plan follow up!
4. Someone else？ Plan delegation moment！Plan motivation strategy! Plan check process!
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Following-up and checking
Why following-up and checking？
Check the process
Ensure the accomplishment of the plan
Analyze the time usage
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
How to plan with a time management planner?
What will be organized?
Appointments
Daily activities
Note book
Telephone register
Address register
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
How to plan with a time management planner?
What do we write down and why?
Unforeseen activities
Preparation time
Following-up time
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
What is successful
Time Management?
Steps for successful time management:
Overview
Planning
Following-up and checking
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Plan 8-10 minutes per day …
Overview, Planning, following-up and checking
＋
A：Written Planning
B： Visualize what you want to achieve.
C： What are the most important things to do?
D： What will make me happy today？
E： What do I want to do tomorrow？
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
Planing is gaining time。
8 minutes more planing
＝
1 hour less execution
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Application
Managing your area
Be away from the pitfall of time
Keep your heart quiet and
peaceful
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Starting the day
Bad start = Bad day
Not enough sleep / breakfast
In a hurry
Forgetting some things
Traffic jam
……
Will influence ocular
Good start=Half success
Good breakfast
Waking up fresh
Well prepared
Punctual in the office
……
Will generate a good
feeling of the day
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
A good start of the day
Prepare the daily activities in such a way that you will look back with an accomplished feeling
What are the things I definitely want to solve today?
What do I want to do tomorrow?
What do I want to do tonight?
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Do you have enough rest?
You’re expecting the day
You can wake up without the alarm
You feel fresh while waking up
Your eyes are not red
You’re satisfied with your achievement after the day
You have enough energy to do other activities after the whole working
Regain interest on work
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Remember !
Only one month and you can be recovered from the lack of sleep. Start from tonight.
Lack of sleep will effect a lot on the efficiency. Pay attention to this.
Protect your sleeping area. Move the telephone away. The bedroom is just a place for sleeping.
Maybe you need a afternoon snap, or one or two other way to have a short rest. And of course, you need more water.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Performance Level
What’s your rhythm?
What’s your best moment of the day？
A lot of people have the best rhythm 10-12 am and 6-9 .
Most of the people have a low point at 04-05 . and 03-04 am.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Natural Rhythm?
Investigate what type of person your most important employees are for organizing meetings and actions.
How will you organize your ABC activities?
When will you organize breaks in meetings and how long should your
meeting last?
……
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Arranging your office
Desk is one of the most important place in your life. To manage the desk is the way to manage time.
Make everything on the desk in a good order so that you can find your wanted things easily..
Throw the unnecessary things away.
Keep your desk as clean as possible. Only the ongoing items can be kept on the desk.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
C Box
For the piles of files that we can not deal with at once while we hope to check in the future, we can put them into a so called “C” box.
When we have time, we can open the C box to check all the items: file? Delete? Recycle? Throw back to the C box
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Filing for benefit and fun
The more complicated the world becomes, the more important filing becomes.
Necessary tools for filing
Ways of filing is as important as the files themselves
Creative filing system
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Why filing?
Files are valuable
There will be some consequences without filing
The files should be useful in the future.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Filing： Needs and Importance
Filing is a necessary reaction for too many information entering our working environment
If you can control your desk, office and files in a good way, you will work more absorbedly and efficiently thus you can manage your time better.
You might need to change your attitude on the filing. A good filing system will support your work a lot.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Filing：methods and principle
Arranging the files on the desk according to the 4D principle（ 3 kinds of files）
Prepare the filing index /system in the way most suitable for you
Arranging the files regularly
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
If you’re hesitated on whether keeping the file or not, just throw it.
85％ of the things are just there。 For the plies of the files that need to be arranged, 50% just need a
space .
Tips for filing
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Tips
Use colorful file holders to identify different files.
Move those things you’re not needed within recent weeks/months.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Be away from the pitfall of Time
Make the important decision within an unbelievable short time
One activity every time
Simplisation
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Be away from the pitfall of Time
More choices means more decision
It’s better not to do decision
Too many info makes difficulty
in decision
Use the strength of instinct
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Tech.: 5-min consideration
1st min： Define the subject and target
2nd and 3rd min： Expansion of thought and research
4th and 5th min： rearrange the thought and make a conclusion
Limited time will make us think actively and act efficiently.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Remember!
Be absorbed with the decision supporting the first priorities and target.
Avoid to make the low-level decisions.
More info doesn’t mean answer.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
One thing every time
It’s wrong to say multi-activities at the same time can “save” time
Practice one thing every time
Anti-interruption system
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
One thing every time
Many managers are suffered from the situation that they have handle many tasks at the same time.
You can get the best result if you can be absorbed with one activity at one time.
If you are really doing two things at the same time, you will not be efficient.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Interruption Management
SUNNY－4 system
S－1 Regulation available. Manager needn’t answer by himself.
S－2 Can be answer by other colleagues： Delegation
S－3 Can be answered just by “yes” or “no”
S－4 The manager wants /needs to answer by himself.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
How to minimize the interruption?
Plan interruption time
Inform not to be disturbed
Close your door
Say no
Don’t plan more than 50% of the time during the day
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Practice one thing every time
Practice from minor matter
If you want to read, think about important things and work for creative solutions, try to find a quiet and comfortable.
If you have many tasks at the same time, find out the most important one and be absorbed with it until you fulfill it. 。
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Make you life simple
Combination and deleting is the necessary training for the winners.
Suitable occasion for combination and deleting: birthday, switching of the seasons, end of year, any moment you feel suitable
Delete waste every day。
Check your working environment, make your working system as simple as possible
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Sayings
Giving-up makes gaining.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Say No to Delaying
Reasons for delaying：
Unpleasant task
Difficult task
Important decision
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Refuse delaying： Solutions
1、 Salami Tech.
If the task is arduous, you can divide it to several steps:
Every step should be quite simple and easy to be accomplished.
Every step should be in written.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Refuse delaying： Solutions
2、 Balance sheet
Written
Analysis
Reason for delaying
Advantage of fulfill the task
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Refuse delaying： Solutions
3、 Change the ocular
The task must be fulfilled, but it’s unpleasant, so the manager will delay it as long as possible.
The task is unpleasant but it must be fulfilled, so the manager will fulfill it at once so to forget it.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Refuse delaying： Solutions
4、 Avoid searching for perfect
It’s impossible to get absolutely complete info.
If the manager can make the strategic decision early enough, he can have time for adjustment if it appears something is wrong.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Live in real time
More controlling and fun every day
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Live in real time
Leave your home leisurely in the morning
Being absorbed with the important issue in your Co., Dept, function and work
Deal with the mails in time
Enjoyed the relaxing lunch-time
Leave the Co. on time; be satisfied with your achievement.
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Live in the real time
Spend time with your family and friends
Keep good health and ideal weight
Find time to keep your hobby
Take part in one meaningful activity every month
Pause for a while, take a deep breath; refresh yourself
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
Find out the time killers
1. No Planning
2. Greedy
3. Visitors
4. Orderless
5. No delegation
6. Tel interruption
7. Lack of self discipline
8. Don’t know saying No
9. Delaying
10. Meetings
11 Filing
12 No priorities
13 Un-capable staff
14 Chatting
15 Unclear organization
16 Poor communication
17 Poor following-up
18 Deal with crisis
19 Incomplete info
20 Business trips
Preparation by Sunny Huang (HCD) / Facilitation by Mega Group
