Prioritising & Time Management: Tools and Practices
2-Day Intensive Workshop
This is a 2-day intensive programme specially designed for TNT to provide
its staff with the essential skills to prioritise and manage time effectively.
Introduction
Most of us have, at one time or another, felt
daunted and overwhelmed by the number of tasks and commitments that have been
pushed in our direction. The key to tackling this situation is effective time
management. It is more important than ever to develop highly effective time
management skills to minimise stress, increase productivity, overcome
procrastination and effectively delegate.
Understanding, identifying and defining your
long-term goals is the very first step for an effective time management. With
the broader goal in the background, you can now set your short-term goals that
will effectively lead you to achieving your long cherished long-term goals in
your life.
One skill that is prevalent in all leaders of
repute is time management. People who use these techniques routinely are the
highest achievers in all walks of life, from business to sport to public
service. Managing time well enables you to be in control of your life; it
allows you to act on situations rather than react to situations. When reacting
to situations you are ill-prepared and under stress so your action is far from
your optimum capacity. Whereas, when you act on situations it is well planned
and thus allows you to function at your highest.
At the heart of time management is an important
shift in focus: Concentrate on results, not on being busy. This is a one of the
most important time management skills. Many people spend their days in a frenzy
of activity, but achieve very little because they are not concentrating on the
right things.
According to the Pareto Principle, or the
‘80:20 Rule’, typically 80% of unfocused effort generates only 20% of results.
The remaining 80% of results are achieved with only 20% of the effort.
By applying the skills taught in the Time
Management Workshops, you can optimise your efforts to ensure that you
concentrate as much of your time and energy as possible on the high payoff
tasks. This ensures that you achieve the greatest benefit possible with the
limited amount of time available to you. Contrary to popular belief, effective
time management is not based on doing more things in less time.
This Time Management Training course is about
doing the right things and doing them better.
Learning Outcomes
• Set S.M.A.R.T.E.R goals
• Learn to prioritise effectively
• Plan strategically
• Gain lasting skills to tackle
procrastination
• Learn to easily handle high pressure,
crisis situations
• Learn to organise their workspace for
efficiency and productivity
• Master when & how to delegate for
maximum productivity
• Learn to set daily rituals for better
productivity
• Gain insightful skills to better manage
meetings and keep them on track
• Discover alternatives to in-person meetings
Course Methodology
This programme
employs adult learning techniques which include active learning strategies to
facilitate understanding and retention. Participants will spend approximately 80%
of the time in individual or group activities which allow them to learn,
develop and practise specific skills. A workbook is used to facilitate the
programme and additional notes will be handed out where necessary.
Course Content
Module 1
Goal Setting
•
The
importance of Goal setting
•
The
Three P's
•
S.M.A.R.T.E.R
Goals
•
Prioritising
your goals
•
Visualisation
Activity
Individual Practice and Coaching
·
Set
your own individual goals using SMARTER principals
|
Module 2
Prioritising your
Time
•
the
80/20 rule
•
The
Urgent versus Important Matrix
•
Assertiveness
Activity
Individual Practice and Coaching
·
Create
a list of your everyday tasks
·
Identify
which tasks are urgent and important
|
Module 3
Planning Wisely
•
The
importance of a Productivity Journal
•
Maximising
the power of your productivity journal
•
The
Glass Jar: rocks, pebbles, sand and water
•
Chunk,
block and tackle
•
Ready,
Fire, Aim!
Activity
Individual Practice and Coaching
·
Create
your own productivity journal
·
Which
tasks take most effort? Which tasks has the most important outcome?
|
Module 4
Tackling
Procrastination
•
Why
we procrastinate
•
Nine ways to overcome procrastination
Activity
Group Discussion and Presentation
·
Discuss
the task that you have put off and its impact
·
Discuss
how to avoid procrastination
|
Module 5
Crisis Management
•
When
the storm hits
•
Creating
a plan
•
Executing
the plan
•
Lessons
learned
Activity
Individual Practice and Coaching
·
Highlight
a crisis which was not managed well. Why?
·
Create
a crisis management plan for this
|
Module 6
Organising your
Workspace
•
De-clutter
•
Managing
workflow
•
Dealing
with e-mail
•
Using
calendars
Activity
Individual Practice and Coaching
·
Highlight
stuff that can be discarded at your workstation.
·
Create
a workflow for a routine task.
|
Module 7
Delegating Made
Easy
• When to delegate
• To whom should you delegate
• How should you delegate
• The importance of full acceptance
Activity
Individual Practice and Coaching
·
Highlight
a task that you can delegate. If you can delegate, to whom shall you delegate
it to?
·
Practice
delegating and accepting delegation.
|
Module 8
Setting a Ritual
• What is a ritual?
• Ritualising sleep, meals, exercise
• Examples of rituals
• Using rituals to maximise time
Activity
Individual Practice and Coaching
·
Discuss
your daily rituals at home and at work. Are there timesavers or timewasters?
|
Module 9
Meeting
Management
• Deciding if a meeting is necessary
• Using the PAT approach
• Building the agenda
• Keeping things on track
• Making sure the meeting was worthwhile
Activity
Group Discussion and Presentation
·
Are
the meetings you attend productive?
·
How
to ensure meetings are more productive?
|
Module 10
Alternatives to
Meetings
• Instant Messaging and chat rooms
• Teleconferencing
• E-mail Lists and online groups
• Collaborating applications
Activity
Group Discussion and Presentation
·
Do
you use electronic media and gadgets to save time? Which applications do you
want to start using?
|
Course Timetable
Time
|
1st Day
|
2nd Day
|
9.00-10.30 a.m.
|
Goal Setting (M1)
|
Organising your
Workspace (M6)
Delegating Made
Easy (M7)
|
10.30-10.45 a.m.
|
Tea Break
|
|
10.45 a.m.-
12.30 p.m.
|
Prioritising your
Time (M2)
|
Setting a Ritual (M8)
|
12.30-1.30 p.m.
|
Lunch
|
|
1.30-3.30 p.m.
|
Planning Wisely (M3)
Tackling
Procrastination (M4)
|
Meeting
Management (M9)
|
3.30-3.45 p.m.
|
Tea Break
|
|
3.45-5.00 p.m.
|
Crisis Management
(M5)
|
Alternatives to
Meetings (M10)
Summary & Close
|
Trainer Profile
Dr.Arivalan Ramaiyah
B.Econs (Hons), UUM. MBA, UK, DBA Phil.
Dr. Arivalan has a proven track record in conducting
training programs for various industrial, business, government and corporate
customers for past 12 years.
Prime Areas of Expertise
Dr.Arivalan has developed and conducted
Consultancy/Trainings in a wide range of subjects, which include, 5 Powers of
Effective Management, Manage to Success, Transformational Leadership, Negotiation Skills and Deal Making, Problem
Solving and Decisions Making, Emotional Intelligence: Applications and
Practices, Customer Retention Strategies, Customer Satisfaction, Marketing
Research, Neuro Linguistic Programming
(NLP) and Success in Personal Selling, Train the Trainer, Facilitation and
Delegation Skills, Sales Re-Engineering Process, Motivation, Crisis and
Effective Communications Skills, Creativity Marketing, Lateral Thinking, Seven
Habits of Effective People.
His trainings are known to be highly interactive with
valuable and relevant participant centered activities such as role play, brain storming, games, case
studies, discussions, storytelling, video sessions, quizzes, individual and
group exercises, ice breakers, presentations, mind mapping, scenario planning,
small projects, and debates. His training programs are often tailor made
to suit the participants’ expectation.
Partial list of participants who have attended the
training programmes in 2011/12 via public and in-house programmes are from AM Bank, PETRONAS, PERMATA, Miri Port
Authorities, Asian Bintulu Fertizers, E & O Hotel, Promenade Hotel,
JobStreet, Borneo Travel and Tours, Nippon Oil, Borneo Springs, Murphy Oil,
TNB, RHB Bank, Digi, Celcom, SESCO, Sin Chew Press, EON Bank, Proton, PUSTAKA
Miri, Telekom Malaysia, Kia Motors, Intel, Miri Specialist Hospital, Bank
Rakyat, and many others. Apart for Malaysian companies, he also has
conducted training sessions for participants from Vietnam, Philippines, Middle-East, Tibet, China and Indonesia.
Some of his audiences include: general managers,
managers, company directors, executives, principals, lecturers, supervisors,
CEOs, front line staff, government officials, NGOs and general public.
Consultancy
Apart from training, he is also
active in consultancy works in the area of marketing and management with
various government and non-governmental bodies. The consultancy areas, includes
marketing research, change management, feasibility studies on the viability of
business projects, socio-economy impact, training need analysis and measurement
of service quality by using SERVQUAL or SERVPERF instrument. He also had developed
model and instrument to measure Customer Satisfactions Index (CSI) and Customer
Loyalty Index (CLI) as stipulated in the ISO Standard requirements. These
models can be applied in any firms easily to enhance the satisfaction of their
customers thus improving the customer loyalty. Apart from Consultancy services,
Arivalan also has conducted personal coaching on individual basis on various
marketing and business related matters for CEOs, branch managers and
executives.
Work Experience
Driven by his Mission in life,
Dr.Arivalan embarked on a profession as a marketer, lecturer, trainer and
consultant. He has travelled to many Asia Pacific Regions in pursued to develop
network and partnership with various institutions and customer groups during
his previous employment. He has successfully secured contract with many
reputable institutions and organizations from UK, USA, New Zealand, Australia,
India, Indonesia, Mauritius, Bangladesh, Pakistan and Sri Lanka. Previously, he
held high profile positions as Deputy Director of Marketing at AIMST University
and Principal and Dean of established private college in Malaysia. He was also
a lecturer at Curtin University of Technology Sarawak campus for 3 years. Dr.Arivalan’s earlier experience at a senior
management level, international exposure coupled with his academic
qualifications had helped him to develop his extensive knowledge in service
quality, international marketing, customer networking and prospecting, sales,
negotiation skills and leadership thus enabling him to become a high profile
trainer.
Academic Background
As for the education
background, he obtained his first degree in Economics from University Utara
Malaysia in 1994 and Masters in Business Administration (MBA) from University
of Abertay Dundee, Scotland in 1997. He also possesses Train the Trainer
Certificate from HRDC, Malaysia. He obtained his Doctor of Business
Administration from Southern Luzon State University of Philippines.
Publications
Ramaiyah.A. Nurulazam, Malar, (2009) ,” A research framework for service quality
research in Private Universities from Malaysia”. International Journal of Value
Chain Management, V 3, N4. pp 335-345.
Ramaiyah.A. Nurulazam.A,(2008), “A research
framework using SERVQUAL Instrument to Analyze the Quality of Services provided
by the Private Institutions of Higher Learning in Malaysia”. Innovation in
Management Practices. Macmillan Publishers India Ltd. Pp 316.
Ramaiyah. A., Nurulazam.A (2007), “Exploring the service
quality dimension in higher education research”, Regional Conference on Quality
in Higher Education: University of
Malaya, Malaysia.
Ramaiyah. A.,(2007), “Principles of Marketing: Graduate
student workbook”, Wawasan Open University, Malaysia.
Muniapan, B., Krishnan, A., and
Ramaiyah, A., (2006), “The Role of Tamil Film Song for the Development of
Human Values: An Analysis of Aandavan Kattalai (1964) of Kavinyar (Poet)
Kannadasan (1927-1981)”, Media-Asia Research Group Conference 2006: Media
and Identity in Asia, Miri, Sarawak, Malaysia, 15-16 February.
