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Time Management Workshop - ULS Leadership Program

Time Management Workshop - ULS Leadership Program



Prepared as a component of the Pitt University Library System's Leadership Development Program, a year-long set of learning activities to strengthen ULS leadership capacity for achieving strategic ...

Prepared as a component of the Pitt University Library System's Leadership Development Program, a year-long set of learning activities to strengthen ULS leadership capacity for achieving strategic initiatives, managing projects, and working in teams across organizational boundaries.



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    Time Management Workshop - ULS Leadership Program Time Management Workshop - ULS Leadership Program Presentation Transcript

    • Time Management Workshop Prepared by Karen Calhoun for the ULS Leadership Program 12 June 2012
    • Credits • Patti Hathaway – 1993 workshop • Stephen Covey and Charlie Whiting – 1996 First Things First workshop • SkillPath workshop – Managing Multiple Projects, Objectives, Deadlines – 1998? • All the colleagues who have helped me try to “keep the main thing the main thing”
    • Illustration John Tenniel, Alice in Wonderland. Public domain.
    • Learning Objectives • Understand your own time management habits • Identify what you want to change • Assess what controls your time • Explore the links between values and how you manage your time • Add some tips and tricks to your personal tool kit
    • Write your name with the hand you usually use________________________________________Write your name with the other hand________________________________________ CHANGING OLD HABITS IS HARD AND FEELS WEIRD
    • Getting in Control Control* Commitment and practice Tools and techniques Self-examination*The fine print:100% control is not possible, especially as you advance in your career.See Peter Drucker “Know Thy Time” to learn more.
    • What Robs Your Time? Pick Your Top Five Procrastination Poor planning Inadequate Interruptions equipment _____ _____ _____ _____ Indecision E-mail/phone Lack of Lack of procedure authority _____ _____ _____ _____ Inability to say Anger and My own Multiple bosses “no” arguments mistakes _____ _____ _____ _____ Others’ Socializing, Unclear Cluttered mistakes chat priorities workspace _____ _____ _____ _____ Waiting for Failure to Poor Shifting others listen communication priorities _____ _____ _____ _____
    • Look at your top five … • Which ones do you have limited control over? • Which ones do you have maximum control over?
    • Exercises/Discussion • Results from “Time Mastery Profile” (Inscape Publishing) • Handout – “The main thing”
    • Action Plan Part One
    • Am I Addicted to Urgency? • Sense of excitement • Energy • Status (in our society, a busy person = an important person) • Feels good to solve crisis • Good at it
    • Some Possible Signs of Urgency Addiction • I work better • I give up family or under pressure personal time to • I’m too busy to handle a crisis at think about it now work • I feel guilty when • Someday I’ll be I’m not working able to do what I • I hate to wait or really want to do stand in line • I know ____ is important, but I don’t have time now
    • Time Management Matrix Urgent Not Urgent Important Quadrant 1: Quadrant 2: Critical problems, Preparation & deadline-driven prevention, re- projects creation, relationship building Not Important Quadrant 3: Quadrant 4: Trivia, Interruptions, busywork, junk some e-mail/calls, mail, time wasters some meetings, many “proximate” matters Adapted from Covey
    • Time Tools • Personal log • Master list • Priority planning worksheet • Weekly plan • Daily plan • More ….
    • Time Concepts • Prime time • Strategic reserve time • Quiet time
    • Time tool exercise • How many hours are in your day? • How much time do you actually have? • How are you going to use it? • See set of handouts
    • An Unexpected Way of Paring Down a Task List: ATip from Laurie Ford (laurieford.com)* WHAT HAVE I PROMISED TOMANAGING THE “IN- OTHERS? WHAT HAVE OTHERSBETWEEN” PROMISED TO ME?• Agreements• Requests and promises• Manage the “arrows” not the boxes• Fine tune your network of agreements• Manage “dues” not “to dos”*Speaker at Women in Project ManagementConference, June 2008, Columbus OH
    • Why Do We Procrastinate? • Forget • Don’t know how • Don’t have means – Lack of resources – Too complicated – Prospect of conflict • Attitude – Unpleasant – Outside my comfort zone – Fear of making mistakes – Sidetracked
    • A Dozen Ideas for Dealing with Procrastination • Deal with tough • Schedule it; set aside issues during your time, make a prime time deadline • Start small but start • Seek help • Write yourself a • Let go (delegate) reminder • Fight perfectionism • Reward yourself (I’ll • Listen to your self- take a break after …) talk (yes you can!) • Keep a master list • JUST DO IT • Go somewhere else to do it
    • Do It for 15 Minutes http://chronicle.com/blogs/profhacker/why-15- minutes/40196?sid=wc&utm_source=wc&utm_medium=en
    • Ideas for Dealing with Interruptions • Stand up • Develop a plan for • Be aware of consolidating “people traps” calls, e-mail, etc. and traffic • Think to yourself patterns “Can this wait?” • Maintain your • JUST SAY NO work posture • Establish quiet time • Have a clock visible at all times
    • Can You Say “No”?I CAN SAY NO WHEN … I CAN SAY NO …• Boss asks for work I • Without feeling guilty don’t have time to do • Several times, if I• Peer asks me for help need to and giving it would • Without feeling fearful put me behind • When someone is schedule sulking, crying or• Some places getting angry unrealistic demands • To establish limits on me with my boss• Someone asks me for • To establish limits information I with my peers shouldn’t give out
    • Tips for Saying “No” • Evaluate the request against your goals/plan • Ask for clarification (be sure you understand the request) • Say ‘no’ if appropriate – Boss: “Yes, provided someone else can… provided there is opportunity for …” – All others: “My problem is…” or USA = “I Understand … here is my Situation … let’s [Action]” • Give options if possible • Say it again, calmly (broken record) • Don’t give up, don’t lose your temper
    • Managing Paper Stacks, E-Mail • Turn off e-mail beep! • T.A.S.K. – Toss it, Act on it, Send it on, Keep it • Decide on a filing system and use it • PUT THINGS AWAY – Afraid of forgetting? Make a note in Outlook, master list, weekly plan, “perhaps” list … • Throw away as much as possible • Set aside time to clear your desk/in-box (15 minute trick?)
    • Action Plan Part Two 1. What is at least one new time management habit I want to develop? 2. What steps will I take in the next two weeks? 3. What steps will I take in the next two months? 4. Who will I ask to help me, and what will I ask them to do?
    • The Benefits of Managing Your Time • “We have to decide • For career what our highest priorities are and • For building have the courage— relationships pleasantly, smilingly, • For relaxing nonapologetically—to say ‘no’ to other • For thinking things. And the way • For staying you do that is by current having a bigger ‘yes’ burning inside. The • … enemy of the best is often the good.”— Stephen Covey
    • Evaluations of This Workshop Please! • Please go to evaluation form for this workshop • Fill it out • I’ll share summary • Thanks!