Objectives:

Upon successful completion of this course, participants will be able to:

• Diagnose personal time-management styles and identify major time sinks.
• Apply advanced prioritization matrices to a complex and competing workload.
• Implement efficient systems for managing email, interruptions, and digital distractions.
• Master techniques for effective scheduling, planning, and goal-setting (e.g., time blocking).
• Utilize productivity tools and technology to automate routine administrative tasks.
• Develop strategies for overcoming procrastination and maintaining sustained focus.
• Delegate tasks effectively and manage upward communication on workload capacity.
• Create a sustainable, high-efficiency personal workflow that reduces professional stress.

Target Audience:

• Administrative Professionals with high-volume, complex workloads
• Executive Assistants managing multiple executive schedules
• Office Managers and Department Coordinators
• Anyone feeling overwhelmed by continuous demands and deadlines
• Professionals seeking to improve work-life balance and reduce stress
• Employees who need to transition from reactive to proactive task management

• Individual time audit and efficiency gap analysis exercises
• Hands-on practice with advanced prioritization matrices and real-world scenarios
• Software demonstrations and lab work on task management and email automation
• Group discussions on overcoming procrastination and managing digital interruptions
• Role-playing scenarios for effective delegation and managing up
• Action-planning to implement new time-blocking and scheduling routines
• Peer accountability and feedback sessions on productivity systems

Unit 1: Diagnosing Time and Productivity

• Conducting a detailed personal time audit to map actual time usage vs. perceived usage.
• Identifying the 80/20 Principle (Pareto Analysis) in personal task distribution.
• Recognizing and overcoming behavioral and technological time-wasters.
• Understanding the concept of deep work, flow states, and cognitive load.

• Setting SMART goals and aligning daily tasks with high-level objectives.
• Applying the "Must, Should, Could" framework for daily goal-setting.
• Breaking down large projects into manageable, time-bound tasks.
• Linking administrative support tasks to broader organizational strategy.

Unit 2: Advanced Prioritization Methodologies

• Implementing the **Eisenhower Matrix** (Urgent/Important) for rapid decision-making.
• Applying the **ABCDE Method** for task ranking and execution sequencing.
• Using the **MoSCoW Method** (Must/Should/Could/Won't) for project task definition.
• Techniques for re-prioritizing quickly in response to executive requests or crises.

• Debunking the myth of effective multitasking and the cost of context switching.
• Scheduling "focus blocks" for complex, high-value work.
• Batching similar tasks (e.g., phone calls, email, filing) for efficiency.
• Strategies for managing open-door policies and frequent interruptions effectively.

Unit 3: Scheduling and Workflow Systems

• Implementing **Time Blocking** and **Calendar Blocking** for disciplined scheduling.
• Developing a robust weekly planning and review routine.
• Incorporating buffer time and realistic estimates into all tasks.
• Using digital calendar features (Outlook, Google Calendar) for advanced scheduling.

• Choosing and customizing a digital task management system (Trello, Asana, Microsoft To Do).
• Creating a "Zero Inbox" policy through disciplined email processing.
• Automating follow-up tasks and reminders using integrated technology.
• Implementing a digital filing structure for instant document retrieval.

Unit 4: Proactive Efficiency and Focus

• Applying the **Pomodoro Technique** and other time-boxing methods for focus.
• Using the **"Two-Minute Rule"** for immediate task completion.
• Identifying the psychological roots of procrastination and using commitment devices.
• Setting realistic standards and knowing when to transition from drafting to delivery.

• Understanding personal chronotypes and aligning difficult work with peak energy.
• Implementing strategic breaks and mindfulness techniques to maintain focus.
• Developing a strong "No" and protecting scheduled focus time politely.
• Techniques for de-stressing and maintaining work-life integration.

Unit 5: Strategic Delegation and Capacity Management

• Identifying tasks that can and should be delegated to others or to technology.
• Clearly communicating expectations, deadlines, and required outcomes.
• Implementing a systematic follow-up process for delegated tasks.
• Providing support and coaching without micro-managing.

• Communicating current workload capacity and potential conflicts to the executive.
• Negotiating realistic deadlines and prioritizing requests from multiple stakeholders.
• Presenting solutions rather than just problems when facing overloaded capacity.
• Documenting time savings and efficiency gains to prove professional value.