Make Time for Success: The Time Management Masterclass

144 Pages·2004·2.74 MB·English

by  James N. Manktelow

M T
IND OOLS
Essential skills for an excellent career
Make Time for Success
THE Time Management masterclass
by james manktelow and namita anand
Make Time for Success!
Master Your Workload and Live Your Best Life!

By James Manktelow and Namita Anand
Make Time for Success! By James Manktelow & Namita Anand

Make Time for Success!
Master Your Workload and Live Your Best Life!

By James Manktelow and Namita Anand

Published by:

Mind Tools Ltd
Hardwick House
Prospect Place
Swindon
SN1 3LJ
United Kingdom

Second Edition – Revised May 2008

ISBN: 0-9545586-2-6

Copyright Notice:
Copyright © 2004-2008 by James Manktelow

This e-book is protected by international copyright law. It may only be copied and used
subject to a license issued by Mind Tools Ltd or its assigns. Visit
http://www.mindtools.com/pages/article/ebookterms.htm to see the terms of this license.

To purchase a single-user license, just place your order normally at
http://www.mindtools.com/rs/MTFS.

To find out more about multi-user or corporate licenses (for example, to use for
training or for intranet use) visit http://www.mindtools.com/rs/MultiUser.

© Mind Tools Ltd, 2004-2008 Page 2 of 143
Make Time for Success! By James Manktelow & Namita Anand

About the Authors… James Manktelow
James Manktelow founded MindTools.com in 1995. The
concept for the site started with his research into the practical
skills and techniques he needed to progress his own career.
He found it frustrating that so many simple but important life
and career skills were so little taught.

The Mind Tools site exists to correct this. Our team now works
with experts and specialists spanning four continents to bring
you the best and most up-to-date career skills we can find.

Since 1999, more than 8,500,000 visitors have used the site to
develop their career. Many have been kind enough to send us
enthusiastic testimonials saying how the popular techniques

we offer have helped them in their lives and their careers.
"We are here to help

you understand the
As well as leading the Mind Tools team and co-writing How to
simple, practical skills
Lead, James has written two books, Mind Tools and Stress
that will help you to
Tools, and has co-written Make Time for Success! with Namita
excel, what ever you
Anand. He and the Mind Tools team are currently writing new
choose to do."
books on Relaxation Techniques, Team Building and Career
James Manktelow
Development.

In addition to work with Mind Tools, James' career has spanned strategic analysis,
business development, marketing, production and project management, business and
systems analysis, software development and consultancy for major corporations in most
European countries. He has led teams at all corporate levels, and as an entrepreneur
he has worked (with others) to build two successful companies.

James holds an MBA from London Business School with specialties in
entrepreneurship, finance and strategy. He lives just outside London with his wife
Rachel (also an LBS MBA) and son Alex.

© Mind Tools Ltd, 2004-2008 Page 3 of 143
Make Time for Success! By James Manktelow & Namita Anand

About the Authors… Namita Anand
Namita M. Anand is a knowledge transfer specialist. She has over 10 years of
experience in content research, designing and editing. Namita has worked
extensively in development of managerial training programs and books, has developed
electronic content for websites and has also written for financial newspapers and
magazines.

Namita's primary strength lies in understanding specialized knowledge and then
structuring it in a logical, sequential, easy-to-grasp format. Namita has a bachelor’s
degree in economics and a diploma in journalism.

Acknowledgements:
The development of this course has been a major team effort. We would like to thank
the following people for their help and hard work on this project:

• Kellie Fowler of Write Solutions for editing and managing the development of this
course.
• Alan Lakein, author of the 3,000,000 copy bestseller How to Manage Your Time
and Your Life and the inventor of time management, for his advice on course
contents.
• Dhiraj Aggarwal for his help in managing this project.
• Chris Howell, Milly O’Ryan, Steve Whitmore and Laura Robbins of Real World
Design for their work on course design and graphics.
• Benade Baird, Bill McCorkle, Caroline Isted, Christine Koong, Daisy Wright, Dan
Ward, Elwood Matthews, Henry Logan, Jennifer Tung, Melissa Morris, Michael
G. DeMotte, Midgie Thompson, Sandra Feaster and Thomas Russell for their
detailed work in beta-testing this course, and for their detailed comments and
recommendations.
• And my wife Rachel, for her help and advice during the writing of this course.

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Make Time for Success! By James Manktelow & Namita Anand

Contents

Module 1: ........................................................................................................................8
Introduction .....................................................................................................................8
1.1. Where Does the Time Fly?.................................................................................10
1.2. The Toll of Time Pressure ..................................................................................12
1.3. The Structure of the Course:...............................................................................16
1.4. Module Structure................................................................................................21

Module 2: ......................................................................................................................23
The Big Picture: Know What You Want.........................................................................23
2.1. It’s Not About the Time…....................................................................................24
2.2. Introducing the Tools: Setting Life Goals............................................................26
2.3. Applying This to Your Life...................................................................................28
2.4. Further Information & References.......................................................................37

Module 3: ......................................................................................................................38
Planning and Scheduling:..............................................................................................38
3.1. Introduction.........................................................................................................39
3.2. Introducing the Tools..........................................................................................41
3.2.1. The Action Program – Your organizational control center............................42
3.2.2. Trigger Lists – Capturing hidden actions......................................................49
3.2.3. The A-Activity List ........................................................................................50
3.2.4. Work Evaluation...........................................................................................52
3.2.5. Scheduling – Making time for your priorities.................................................53
3.2.6. The Review – Paring things down to the bare minimum..............................55
3.3. Applying This to Your Life...................................................................................56
3.4. Further Information & References.......................................................................57

Module 4: ......................................................................................................................58
Clear the Clutter............................................................................................................58
4.1. Introduction.........................................................................................................59
4.2. Introducing the Tools..........................................................................................62
4.2.1. The Input Processor – Handling all inputs effectively...................................62
4.2.2. E-Mail Management.....................................................................................68
4.2.3. Organizing Your Workspace........................................................................69
4.3. Applying This to Your Life...................................................................................70
4.4. Further Information & References.......................................................................71

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Make Time for Success! By James Manktelow & Namita Anand

Module 5: ......................................................................................................................72
Beat the Blues:..............................................................................................................72
5.1. Introduction.........................................................................................................73
5.2. Introducing the Tools..........................................................................................75
5.2.1. The Interrupters Log.....................................................................................76
5.2.2. Availability Time...........................................................................................79
5.2.3. Telephone Techniques.................................................................................79
5.2.4. Positive Delay..............................................................................................80
5.2.5. The ‘No’ Word..............................................................................................80
5.2.6. Negotiation...................................................................................................81
5.2.7. Completion Deadlines..................................................................................83
5.2.8. Tool: Time Valuation....................................................................................83
5.2.9. The Swiss Cheese Technique......................................................................86
5.2.10. Baby Steps.................................................................................................88
5.2.11. Outcome Focusing.....................................................................................89
5.2.12. Reinforcement Techniques........................................................................90
5.2.13. Information Gathering ................................................................................91
5.3. Applying This to Your Life:..................................................................................92
5.4. Further Information & References.......................................................................93

Module 6: ......................................................................................................................94
Effective Delegation......................................................................................................95
6.1. Introduction.........................................................................................................96
6.2. Introducing the Tools..........................................................................................99
6.2.1. Delegation Logs...........................................................................................99
6.2.2. The Talent Scout........................................................................................102
6.2.3. Task Definition ...........................................................................................103
6.2.4. Monitoring..................................................................................................105
6.2.5. Insuring......................................................................................................106
6.2.6. Reverse Delegation Guards.......................................................................108
6.2.7. Feedback and Support Systems................................................................110
6.3. Applying This to Your Life.................................................................................110
6.4. Further Information & References.....................................................................111

Module 7: ....................................................................................................................112
To Each Their Own:....................................................................................................112
7.1. Introduction.......................................................................................................113
7.2. Introducing the Tools........................................................................................114
7.2.1. Understanding Energy Cycles....................................................................114
7.2.2. Energy Boosters.........................................................................................117
7.2.3. Revitalizers.................................................................................................118

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Make Time for Success! By James Manktelow & Namita Anand

7.2.4. Understanding Your Preferences...............................................................119
7.3. Applying This to Your Life.................................................................................122
7.4. Further Information & References.....................................................................123

Module 8: ....................................................................................................................124
Using Leverage to Maximize Success.........................................................................124
8.1. Introduction.......................................................................................................125
8.2. Introducing the Tools........................................................................................125
8.2.1. Leverage of Your Time...............................................................................126
8.2.2. The Leverage of Knowledge and Education ..............................................126
8.2.3. Technology Leverage.................................................................................127
8.2.4. The Leverage of Other People’s Time .......................................................131
8.2.5. The Leverage of Money.............................................................................135
8.2.6. Leverage SWOT Analysis..........................................................................136
8.3. Applying This to Your Life.................................................................................137
8.4. Further Information & References.....................................................................138

Moving On…...............................................................................................................139
Make Time for Success! – Reminders….....................................................................140

Index...........................................................................................................................141

© Mind Tools Ltd, 2004-2008 Page 7 of 143
Make Time for Success! By James Manktelow & Namita Anand

Module 1:
Introduction

Effective Time Management:
The Way to Master Your Workload and Live an Exceptional Life

Mind Tools’ Make Time for Success!

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Make Time for Success! By James Manktelow & Namita Anand

Introduction

“TIME IS LIFE. It is irreversible and irreplaceable. To waste your time is to
waste your life, but to master your time is to master your life and make the
most of it.”

- Alan Lakein

“No matter how much you do, you never seem to do enough.”

The Internet quip landed in Emma’s mailbox last year. It is still sitting there. Emma, you
see, just can’t bring herself to delete it. “It is a silly little one liner,” she laughs, “but
somehow it captures the essence of my life.”

An advertising professional, a night school MBA student, a good wife and a fitness
enthusiast, Emma is constantly juggling responsibilities. She doesn’t mind the hectic
lifestyle. In fact, she enjoys the challenge. Her problem is that even though she is
putting in 101% to keep all the balls in the air, no one, including herself, seems
particularly satisfied with the effort she is making.

The boss keeps hinting that she should be taking on more assignments. The professor
feels she is capable of scoring better grades. Friends grouch that she is never around.
The gym instructor grumbles that she doesn’t concentrate enough on her workout. And
hubby dearest has taken to humming “you’ve lost that loving feeling.”

Emma can’t help but acknowledge that the complaints are valid. Yet she is unable to
address the issues. “I feel so frustrated. I am working longer and harder everyday but
never manage to achieve the results I want. Fitness, friends, family, work and school;
everything is important to me. How can I give up one to focus on the other? Does it
have to be an either-or situation? I am working more than ever, so why am I still not
managing to fit everything into my week?”

Does the story strike a chord? If yes, then welcome to the “World of Time Pressure.”
Here you are just one of the billions who are clocking longer and longer hours, but yet
don’t seem to be attaining results in keeping with the effort they are making.

You don’t mind working hard. In fact, you are busy all day, yet at the end of the day your
accomplishments don’t always accurately reflect your earnest efforts. You want to do

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