TIME, PRIORITY & WORKFLOW MANAGEMENT EVERYONE HAS THE SAME AMOUNT OF TIME IN A DAY. Why are some people able to be more productive? How this resource works: STEP 1 WATCH THE VIDEO: MEET ALAN KEARNS AND TIME, PRIORITY & WORKFLOW MANAGEMENT What takes time out of your day? How do you maximize all seasons to produce better results with less stress? Feel like you ve asked these questions before? We ve heard from PGA members the need to manage time, priority, and workflow during the busy golf season. We partnered with CareerJoy, Canada s largest independently owned boutique professional development and career coaching organization. Evolving out of a recruitment firm over 13 years ago, they recognize that there is a niche for those who value a more humanized, customized approach to professional training and career development. CareerJoy has worked with groups such as Office of the Prime Minister of Canada (PMO), Canadian Border Services Agency (CBSA), Royal Canadian Mounted Police (RCMP), Ottawa Senators, Calgary Flames, Football Canada, Sebaru, and many more. STEP 2 WATCH THE VIDEO: BEST PRACTICES OF TIME, PRIORITY & WORKFLOW MANAGEMENT CareerJoy s approach to time management goes beyond managing your time, to managing yourself in relation to time. This includes setting priorities and taking action. It requires adjusting your activities or habits that cause you to waste time. This includes setting priorities and taking action. It requires adjusting your activities or habits that cause you to waste time. This includes an openness to experiment with new, more effective methods that enable you to find the best way to make maximum use of your time. Alan will discuss areas such as Covey s Time Management Matrix, The 80/20 Principle, Your Personal Time Management Matrix, and plenty of personal reflection. STEP 3 CLICK HERE FOR THIS DOCUMENT: TIME, PRIORITY & WORKFLOW MANAGEMENT WORKBOOK About Alan Kearns Alan Kearns, CareerJoy founder and dubbed by media as Canada s Career Coach will be the leading the presentation of this training. Mr. Kearns has more than 20 years of experience coaching professionals with major career decisions. Mr. Kearns is a regular contributor to Canadian media on the latest trends in the Canadian workforce. This includes Till Debt Do U$ Part, Princess, Breakfast Television, CBC The National and The Hour with George Stroumboulopoulos. He is the career expert on the Oprah Winfrey Network reality show Million Dollar Neighbourhood. He provides regular commentary on career issues to a number of different news organizations including, CBC Radio, CTV Canada AM, The Toronto Star, The National Post and The Globe and Mail. Mr. Kearns is grateful to have had the opportunity to help a wide array of diverse professionals toward achieving their life and career goals. This includes CEOs, senior banking, software and communications executives, professional athletes, senior Federal Government officials, Provincial Government officials, legal practitioners and more.
Time, Priority & Workflow Management WORKBOOK
Table of Contents We Our Approach...1 Covey s Time Management Matrix...1 Covey s Time Management Matrix Examples...2 Your Personal Time Management Matrix...2 Time Management Matrix Reflection...3 The 80/20 Principle...4 The 80/20 Principle Reflection...4 Takeaways...5 Notes...6 Notes...7 About CareerJoy CareerJoy is Canada s largest independently owned boutique professional development and career coaching organization. Evolving out of a recruitment firm over 13 years ago, we recognize that there is a niche for those who value a more humanized, customized approach to professional training and career development. Our philosophy is steadfastly focused on Helping professionals reach their full potential. In 14 offices from Halifax to Vancouver, we have worked with over 4,500 individuals and 500 employers from coast to coast.
PGA of Canada The PGA of Canada develops, promotes, and supports its members in living a better life and earning a better living while growing participation, excellence and passion for the sport of golf. Our Approach What is Time Management? CareerJoy s approach to time management goes beyond managing your time, to managing yourself in relation to time. This includes setting priorities and taking action. It requires adjusting your activities or habits that cause you to waste time. This includes an openness to experiment with new, more effective methods that enable you to find the best way to make maximum use of your time. Why time management is important for you? There are many aspects to running a golf club, from staffing, to merchandising, to meeting the needs of each client, to coaching and so forth. And being seasonal, the golf industry has many unique challenges, but it also has lots of opportunities. In the summer months when the golf season is in full swing, it is all systems go. Alternatively, in the winter months, it might seem less full-on (and in some respects that might be true) but it is also the perfect time to reflect on the past year and plan for the next. Don t forget, your time is just as valuable and important in the off season as it is in the summer months. By improving your time management and workflow management you will be much more more effective, efficient and generally more successful, no matter the season! Covey s Time Management Matrix What is the Time Management Matrix? All of us have 24 hours in a day, yet some of us use our time much more effectively and efficiently than others. Why is that? As a manager it is important that you re able to prioritize your tasks in order of importance and urgency. Doing this will help you know what needs to be dealt with immediately and what can wait. URGENT NOT URGENT IMPORTANT Quadrant I Quadrant II NOT IMPORTANT Quadrant III Quadrant IV Looking at the Covey time management matrix, you might notice that a majority of your activities are found within quadrants I and III. Research shows that quadrant II is neglected by most people, especially in the area of their own personal development. It is one of the most important quadrants for the purpose of effective time management. If you notice a big gap in this quadrant it means that your focus lies too much on the operative aspect, while the strategic perspective is left behind. When using the matrix try to maximize the time spent with quadrant II activities. In the long run, this will allow you to reduce quadrant I activities because most of them could have been avoided if planning was a priority. 01
Examples Quadrant I The activities in quadrant 1 are items that are both foreseen or unforeseen. The latter can usually be avoided by a well thought out and executed plan. Crises Emergencies Last-minute preparations Fast approaching deadlines Quadrant II This quadrant is reserved for strategic planning and also for items related to health, education, exercise and career. Investing in these areas might not be urgent but will prove to be greatly important. Planning Preparing Training Exercise Quadrant III The third quadrant are items that appear to be urgent, but in reality are not all that important. In fact, these activities are obstacles that stand between you and your goals. Try to avoid these interruptions. Meetings Interruptions Quadrant IV Quadrant 4 contains all those activities that contribute no value at all time wasters. Mindlessly surfing the Internet Your Personal Time Management Matrix Fill out the table below: Using last week as an example, fill out the table below to see how you used your time. Was there anything surprising? Do you see anything that could change for next week? URGENT NOT URGENT IMPORTANT NOT IMPORTANT 02
Reflection What items listed in Quadrant I could possibly be avoided with some planning? Are there any items you listed in Quadrant III or IV that could be avoided in the future? How? What items could you add to Quadrant II that would help you focus on achieving your goals? 03
The 80/20 Principle What is the 80/20 Principle? The 80/20 principle (or the Pareto Principle) says that in most situations, roughly 80% of effects come from only 20% of the causes. For instance, about 20% or the world s population owns about 80% of the wealth. Translation: about 20% of your input (time, resources, effort) produces about 80% of your output (results, rewards). What does this mean for you? Well, we can use this principle to better manage our time and focus on the things that really matter. The 80/20 Principle Applied Warren Buffett says his company s ability to generate large profits is the result of being able to focus on what s important, and not paying attention to things that would distract the company. The same way Warren Buffett focuses on the important things while running his business, you should do the same both with your time management and the daily operations of your business. For example, spend your time working on parts of the business that are most important (your best 20 percent) while delegating the other tasks. Stay focused and don t get distracted. It is also important to avoid wasting time on those 80 percent activities that produce little satisfaction and to focus on what makes you tick. Not only will your golf club see higher rates of success, but you will enjoy your job that much more! Reflection What are your goals as a businessman, golfer or personally? What distractions do you encounter that keep you from focusing your time and energy working towards these goals? Are there tasks you are currently doing that could be done more efficiently by someone else, thus freeing you up for other important business? 04
Takeaways What golf club to use? Golfing requires different clubs for different situations. Off the tee you ll need a driver, but a stroke on the green requires a putter. Also, every golfer has different strengths and weaknesses. Some have a great short game while others have an incredible drive. The same goes for time and business management. Not every situation requires the same approach, and people have various strengths and weaknesses. First, make sure you are using your resources effectively. This might be your staff, your schedule or something else. You wouldn t use a nine iron to tee off on a par 4, right? In the same sense, use your schedule to your advantage, or use staff in areas where they will thrive. Second, know your abilities and focus on what you re good at. Don t waste time on tasks that someone else can do more effectively. It is okay to delegate! Sometimes less is more Take some time to ask yourself; What is priority and what isn t? What are the overall goals you are trying to accomplish? Once you know the answers to these questions, write them down and remember them. As you go about your day reflect on how you are using your time and resources is what you are doing helping accomplish what you want, or distracting you from what really matters? It might be hard at first, but the best thing might be to cut out some things you are currently doing to be more successful. Unlike most other sports, in golf the lowest score wins. The entire goal of golf is to get the ball in the hole with the fewest strokes the same goes for time management, why do more then you have to? Focus on your goals and focus on what is going to get you there. Don t take any unnecessary shots. 05
Notes I never learned anything from a match that I won. -Bobby Jones 06
Notes Success in golf depends less on strength of body more on strength of mind and character. -Arnold Palmer 07