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SHPE Time Management

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Workshop leveraged from many sources, discussing how to manage time to be more effective and productive

Workshop leveraged from many sources, discussing how to manage time to be more effective and productive


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  • Consider keeping a log for a few daysSome are most effective first thingn in the morning, others after working out
  • Consider keeping a log for a few daysSome are most effective first thingn in the morning, others after working out
  • Count the number of always and often. If the majority are always and often, time management is a real problem for you
  • Without goals, you don’t know where your going, how you got there or even if you’ve arrived
  • Psych yourself up, especially for things you DO NOT want to doInternet accounts for about 25% of one’s day, it’s mostly wasted timeSelf talk is a great way to mentally prepareName some things that would help you be more effectiveWhich items do you have the most trouble with?
  • Write all your current priorities and place them in boxes accordingly
  • Draw graph of “Learning Curve”
  • When is the best time to respond to texts?
  • Which would you rather be?Which would you rather work with?
  • Why meet somewhere other than your desk or area?A: So you can escape if it goes too long
  • Count how many T’s you have
  • Transcript

    • 1. Time Management RLDC 1 Barry Cordero SHPE National VP
    • 2. Agenda Gaining control of your day Handling competing priorities Getting organized Managing yourself and others Don’t let stress control you
    • 3. 10 Golden Rules of Time Management Identify how you spend your time Identify your “prime time” Do tomorrow’s planning tonight Ask yourself “why am I doing this right now?” Handle each item once
    • 4. 10 Golden Rules of Time Management Plan your work but work your plan Delegate whenever possible Delegate wisely Identify high payoff items, spend the most time on those Concentrate on results, not on keeping busy
    • 5. Identify your current chaosIs this you? Always Often Usually Some timesMy desk is covered with piles of papers, filesand booksMy computer files are disorganizedMy computer is not backed upI’m often late and miss appointmentsMy email inbox is always fullI struggle with conflicting deadlines anddemands on my timeI don’t know which are my real prioritiesI start one task, get distracted and move toanotherI always complete items right before they aredue
    • 6. TAKING CONTROL OF YOURDAY
    • 7. What are the biggest productivy killers? Poor Planning Be realistic Personal Disorganization Disorganization > Stress > More Disorganization > More Stress Procrastination Easy to do (especially today) Focus on the feeling of completing tasks
    • 8. Improve your personal effectiveness Schedule personal time and stick to it Be results oriented and set real goals Focus on one (or maybe two) tasks at a time Let go of perfectionism Strive for excellence Mentally prepare
    • 9. Mental Preparedness • Take Pride in Accomplishments Emotions • Use hatred of guilt to motivate• Shutoff Negative thoughts • Clear away• Visualize distractions completion of goals • Have all supplies• Consider needed Mental consequences of Mind Preparedness Environment • Turn off phone not doing now • Close browser • Close email • “Do not disturb” • Good lighting • Comfort • Exercise regularly Body • Sleep • Minimize stimulant use
    • 10. Prevent chaos from interrupting Announce time limit: “I only have 5 minutes” Use Walk-Talk method: “Can we talk while we walk?” Get to the point assertively “Maria, what can I help you with?” (use sparingly) Try: “Sorry, I am way behind, what’s going on?”
    • 11. MANAGING COMPETINGPRIORITIES
    • 12. Set Goals/Objectives Use SMART Specific – Clearly what does done look like Measurable – Some way to determine if you’ve completed Attainable – Can actually be done in your term or with your time/resources Relevant – Related to your education or chapter success Timely – Have a date (or even time) to be done
    • 13. Put your goals in writing Non-Written goals are the first to be ignored Writing goals with your chapter allows discussion and alignment about priorities Assign an owner to tasks/sub tasks in writing Ensure there is agreement or nothing will happen
    • 14. Managing conflicting priorities II I Importance Prioritize and Commence Prioritize and Commence IV III Delegate or put-off Delegate if possible Urgency
    • 15. Delegation Why? Allow others to develop skills Work more efficiently, free up time to focus on Quadrant I/II What to delegate? Routine stuff Technical expertise items Items enjoyable to others Items you know very well
    • 16. Do not delegate Long range planning Strategic planning Selecting team members Rewarding team members Difficult situations
    • 17. 9-Point Delegation Checklist Give the necessary authority Provide necessary resources Provide ALL pertinent information Communicate the objective Make expectations clear Hold them accountable Gain acceptance Evaluate Reward success
    • 18. Let’s talk Why do you hate delegating? How could you overcome this?
    • 19. GETTING ORGANIZED
    • 20. Theory of contexts The learning curve and switching task types Schedule your day around contexts Maintain your tasks in this order
    • 21. The problem with multitasking Time to switch between mental processes is time-consuming and inefficient Leads to stress and irritability Leads to disorganization and errors May be ok for simple, repetitive tasks
    • 22. How do you rate? Do you check your email every time you get a new one? Texts? Do you fear turning off your cell? Losing it? While talking to someone, do you text others? Do you text during lecture? Studying?
    • 23. Take control of phone calls Screen your calls Phone on silent Ignore texts Set time to make calls, respond to voicemail daily Get to the point. Replace “how are you?” with “I need to talk to you about x” Leave voicemails with availability Avoid phone tag
    • 24. Email USE FOLDERS! Project folders Class folders “projects on hold” “opportunities” Use task management to respond to emails. Set date/time, etc. for responses Use your calendar and alerts
    • 25. Clarity in Communication Use simple words Use active voice Active: “The email needs to be sent out by Friday” Passive: “Juan, please send the email before Friday” Active: “I made mistakes” Passive: “Mistakes were made” Get Feedback: “What is your understanding of the task?” Try to use correct grammar, tense and good style to maintain credibility
    • 26. Standardize your workTime Duration Task Conte Days xt6am Workout Out- MWFSu About7:30AM 30m SHPE Email Compu Daily ter4:30PM 30m SHPE Email Compu Daily ter12pm 1hr Review First Half Lecture notes Library M-F4pm 1hr Review Second Half Lecture notes Library M-F7p 30m Phone Calls Phone M-F11p 30m Clean apartment Apt TRSu11:30p 6.5hr Sleep Apt Daily
    • 27. What are you going to do to getorganized?
    • 28. MANAGING YOURSELF ANDOTHERS
    • 29. Listeners: 5 types Pretend Listeners: Nod, yes/no Selective Listeners: Only when it interests them or to avoid caught Attentive Listeners Listen only to share their own experience Interactive Listeners Listen, paraphrase, question but still sellfish Empathetic Listeners Listen attentatively, question, try to truly understand the speaker
    • 30. Exercise Choose a listening type One speaks one listens Switch roles
    • 31. Excellence vs PerfectionPerfectionists Excellence Miss a deadline bc it’s Always doing their best “not good enough” Provides exceptional Wants everyone to performance believe they are perfect Open to feedback to Constantly question own improve ability Sets and meets realistic Rarely delegate bc deadlines nobody can do as well Delegates when Often stressed, easily appropriate burnt out Relaxed and easy to talk to
    • 32. USA method to saying “No”Understanding statement “Regina, I know this problem is important” It is to them and maybe even to you, but not urgent or plannedSituation statement “I’m working on a report I promised myself I’d finish by 11am”Action statement “Let’s get together at 2:15pm in the student center and discuss it”
    • 33. Follow up with task owners Schedule regular status meetings This is not micromanaging Try to understand project progress and resource, time constraints Prod by sharing own struggles Offer support, suggestions for getting back on task Reassess deadlines
    • 34. Manage yourself first Put your grades above all else Get help when you need it Share your schedule with others Hold others accountable and get them to hold you accountable Study together, but stay focused (try lyric-free music)
    • 35. Increase your value Keep a positive attitude Increase skills in areas your boss and the org needs them Learn how to express your ideas clearly (practice if necessary) Be prepared: Arrive early and do your homework Compliment your boss and others on good work Help your boss look good
    • 36. Get Recognition at work Speak up about your accomplishments Publish in the company newsletter Participate in extracurricular activities (SHPE Professional Chapters) Volunteer in your community (SHPE)
    • 37. MANAGING STRESS
    • 38. How are you handling your stress?Question T/F ?I feel too tired to work or do hobbiesI am late for work, class or appointments at least once a weekI often feel sad, depressed or boredI am working longer and harder but not making any progressI am frequently irritable, impatient, grumpy or short temperedI have frequent headaches, stomach aches, recently gained/lost weightI have a relationship that is troubling me.I am hanging onto a relationship because I feel I have toI often wish I was somewhere elseI am unable to relax without drugs or alcoholI take myself and my image to others very seriously
    • 39. Score 0-3: Cool cat 3-6: In the frying pan 6-10: In the fire burning 10-12: Burnt and blackened
    • 40. Stress affect mental and physical Negative impact of stress Lowered resistance to illness and disease Leads to loss in relationships • Stressed people are difficult to be around and often don’t make effort to nurture relationships Causes an out-of-control feeling • Make more mistakes, cause stress around them • Susceptible to shutting down, affective everyone
    • 41. Handling “it” Look at the situation, determine what “needs to be done” Consider available options Is there a time frame? Are there others who can help? Breathe…. Write a quick plan of action Do your best to not sacrifice sleep and exercise for stress
    • 42. 11 step plan to avoiding burnoutFocus on you Control what you can Determine why you are Focus on one task at a always in a hurry time Develop a support group Visualize calm (someone to vent to) Take some time hourly to Determine how much do nothing.. Breath, relax sleep you need and do it Seek privacy whenever regularly possible Eat nutritious foods, plan Avoid stimulants and meals, drink water depressants Exercise regularly Reject perfectionism
    • 43. Final thoughts Create a standard schedule Stay healthy Do the right stuff one at a time Allow yourself to focus Control what you can Communicate well Don’t try to be perfect
    • 44. Thank You Questions? Barry.Cordero@shpe.org