Time Management

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Training seminar developed to help with developing time management strategies

Training seminar developed to help with developing time management strategies

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  • The Fireman – every event is a crisis, you spend all day running from fire to fire, putting them out even though you really don’t have time to deal with them, meanwhile, tasks are piling up to set fires with tomorrow….Typically seen – running to the carThe Over-Committer – Can’t say no. So busy because you have said ‘yes’ to everything that you can’t find time to write down what it is you do in a day. Typically seen – Hiding in the restroomThe Acquarian – So laid back that it interferes with your ability to complete a task. Get things done when you get to them attitude.Typically seen – Hanging out with your feet on the deskThe Chatty Kathy – Astounding oral communication skills that get exercised at every opportunity. Every interaction is a long drawn out conversation, especially if that means putting things off….Typically seen – Talking on the cell phoneThe Perfectionist – Compulsion to cross all ‘t’s and dot all ‘I’s. Feel that no rushed job can be a good job, finishing tasks to your satisfaction would require more time zones- not just more time. Typically seen – Hovering over last project
  • Another way of determining priorities; The two minute rule – if it will take you under 2 minutes, do it now - if it will take over two minutes, delegate or defer
  • Piles of paperSymptom of disorganizationCauses to forget important deadlines or assignmentsMisplace information neededWaste time due to searching for that important piece of paper…Lack of inflow managementSystematic way of handling new paperwork is neededEverything needs a ‘home’Need of remindersSticky notes or such reminders to accomplish given tasksEnd up with a cluttered desk of 20 reminder notesMental context of your workSome find writing ideas out and spreading it on desk/floor helps with brainstorming

Transcript

  • 1. Time Management
  • 2. ~ The bad news is time flies; the good news is you are the pilot.~ Michael Altshuler
  • 3. Overview • Fun look at time management personalities • Common time management mistakes – 10 mistakes outlined – Ideas on how to change behaviors • Microsoft Outlook basics • Practical ideas on saving time
  • 4. Time Management Personalities • The Fireman • The Over-committer • The Acquarian • The Chatty Kathy • The Perfectionist
  • 5. Now let’s get serious….. • The myth of time management; – All we can manage is ourselves and the time that we have. Despite all our best efforts, there will never be more than 24 hours in one day. – Time management is really about changing behaviors, not changing time itself. – Goals must be set to improve time management and then followed up on to see whether or not you are accomplishing them.
  • 6. 1. Keeping too many things in your head • Using memory to keep track of what you need to do and where you need to be – Leads to feelings of anxiety and being overwhelmed – Easy to forget important things – Hard to plan and prioritize – Waste time trying to remember what you need to do – Causes distractions and lack of focus
  • 7. 1. Ideas to help change behaviors • Write to do lists (I do a monthly list) • Outlook reminders • Cell phone reminders • Planner • Calender
  • 8. 2. Doing whatever grabs your attention • Things that grab your attention are not always important, and don’t always represent the best way to spend your time • Urgent things are not always important and important things are not always urgent • It is much more effective to work on related tasks for a period of time than to jump from one unrelated task to another
  • 9. 2. Ideas to help change behaviors • Make a plan and work your plan • Figure out how much time you have to work on tasks for the planned time • Plan your time based on order of priority, then you can complete the important things and defer the other tasks to someone else or to another day
  • 10. 3. Not spending enough time on top priorities • Symptoms of poor prioritization – Too much to do and not enough time – Feeling overwhelmed and out of control – Feeling under constant time pressure – Not making significant progress on important goals • You must consciously choose to spend time on what is most important, don’t let others choose for you
  • 11. 3. Ideas to help change behaviors • Prioritize your to-do list – ABCD system – Make supervisor priorities your priorities • Make time for important things – You will never find time, if you want time, you must make it • Avoid ‘drifting into trivia’ – Drifiting away from the important to the trivial; a phone call, email, visitor, colleague etc…
  • 12. High Urgency Low 1 2 Urgent and important Important not urgent Do it now Decide when to do it Importance 4 3 Urgent not important Not important not urgent Delegate it Dump it Low
  • 13. 4. Efficiently doing things that don’t need done • Habit that you fall into without realizing • Usually one of the following is to blame – Perfectionism – Gold-plating (spending time doing things that are easy, interesting, and fun but don’t add value) – Human nature (doing easy ‘filler’ tasks such as organizing the desk) – Lack of clarity (losing track of what is to be accomplished)
  • 14. 4. Ideas to help change behaviors • Plan out your weekly/monthly goals • Post the goals where they are visible or seen often by you • Write out what you do by item every day with times listed. Go back and assign priorities to see where you are missing things or doing things that don’t need done at all.
  • 15. 5. Poor planning • One of the most important factors in time management • Every minute spent planning can save three in execution • People don’t plan because; – They don’t understand the value (often you do well despite lack of planning, not because you are not planning – Immediate gratification (takes time to see results) – Don’t know how to plan effectively (practice to avoid overplanning)
  • 16. 6. Disorganized/distracted work environment • Piles of paper • Lack of inflow management • Need of reminders • Mental context of your work
  • 17. 6. Ideas to help change behavior • Get your desk, office, and email organized • Create ‘homes’ for everything in your office as well as for the work you know will be coming • Utilize MS Outlook as a reminder system instead of just an email system • When you are finished looking at something, file it or throw it away
  • 18. 7. Attempting to do too much • Most of the time the cause for this is you • Underestimating time tasks will take • Overestimating how much you can accomplish • Always saying ‘yes’ • Doing tasks out of guilt
  • 19. 7. Ideas to help change behaviors • Understand you cannot do everything • Learn to say ‘no’ • Listen to yourself, if you feel like you are overloading yourself, take a step back and prioritize • At some point, you have to choose what you are going to need to give up to accomplish what is truly important and meaningful in your life
  • 20. 8. Always saying ‘yes’ • Major reason for overloading and stress • May feel like you are really going to make a difference (ex: service projects) • May feel like it will get you the pay raise/promotion you desire • Don’t realize how much it costs you • Desire to please, fear of rejection
  • 21. 8. Ideas to help change behaviors • Know that whenever you take on something new, you always give up something else • Instead of responding immediately, tell the requesting party that you will think about it • “A ‘no’ uttered from deepest conviction is better and greater than a ‘yes’ merely uttered to please, or what is worse, to avoid trouble.” ~Mahatma Ghandi~
  • 22. 9. Not Managing your Inflows • Work arrives in different ways – email, phone call, drop-in visitor, items from meetings, self-imposed • Causes forgotten requests, incomplete work, misplaced information, feelings of anxiety and being overwhelmed
  • 23. 9. Ideas to help change behaviors • Learn to read through and prioritize content of inflow; handle right away, postpone or delegate, file away, or trash • Develop a systematic way of handling, capturing, and processing all inputs and projects • Capture and process each item effectively, determine relevance, write it down so it won’t be forgotten
  • 24. 10. Confusing Activity with Productivity • Just because you are active and busy doesn’t mean that you are productive or making significant progress • Doing meaningless work that doesn’t bring you closer to your ultimate goals • Fixing problems or putting out fires • Presenteeism – physically present at work but distracted and unfocused
  • 25. 10. Ideas to help change behaviors • Look at the higher levels of purpose, mission, vision, and goals to improve levels of productivity and effectiveness • Take time for rest and renewal so your focus and productivity levels are at their peak • Get comfortable, eliminate distractions from your work environment
  • 26. Microsoft Outlook Basics • Email and much more • Setting up additional files • Calendar reminders • Calendar invites
  • 27. Practical Ideas on Saving Time • Write things down, prioritize your list • Carry a notebook for ideas and notes • Think before acting • Strive for continual improvement • Use a time management system • Identify bad habits • Don’t do other peoples work • Know and use your energy cycles
  • 28. Practical Ideas on Saving Time (cont) • Avoid saving too much in your files • Weigh task importance • Clean off your work area • Take time to relax every day • Don’t overschedule • Establish weekly planning routines • Record your favorite TV shows • Backup your computer files
  • 29. Practical Ideas on Saving Time (cont) • Make checklists for repeat tasks • Take baby steps to good time management • Get active • Get enough sleep • Have fun!