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Time Management
March 25, 2014, 2:00 pm
Infonex: First Nations Financial
Management Conference
Vancouver, Canada
Chris Hyl...
Disclaimer
2
The information presented to you today is
considered to be general best practices
for organizations across Ca...
Agenda
Compass over the clock paradigm
How relationships can control your time
Proactive planning processes
Plan an ef...
Everyone is concerned about time or
the use of time
 We never have enough time to do everything that
you need to do.
 We...
I’ll be discussing ideas from 3 different books:
 The Effective Executive, Peter Drucker
 First Things First, Steven Cov...
―One of the very worst uses of time is
to do something very well that need
not be done at all”
• Peter Drucker emphasizes the difference between
effectiveness and efficiency.
• Effectiveness is ensuring that you are w...
―Before you begin scrambling up the
ladder of success make sure it is
leaning against the right building”
 Steven Covey discuses the difference between the clock and the compass.
 The clock represents our commitments appointme...
Covey’s 8 different management
approaches to time management…
 GET ORGANIZED – assumes problems are
caused by lack of ord...
Covey’s 8 different management
approaches to time management…
 THE GOAL APPROACH (ACHIEVEMENT) – This
approach says ―know...
continued…
 THE MAGIC TOOL APPROACH (TECHNOLOGY) – is
based on the assumption that the right tool; i.e. –
the right calen...
continued…
 THE ―GO WITH THE FLOW‖ APPROACH – Getting
back to the natural rhythm of living will open our
lives to the spo...
“Doing more things faster is no
substitute for doing the right thing”
• There is an old saying that if the first thing you do each day is
to eat a live frog, you’ll have the satisfaction of kn...
GALILEO…
“You cannot teach a man anything;
you can only help him to find it
within himself”.
PROCRASTINATION
Procrastination : Putting off the doing of
something intentionally and habitually.
If you suspect yourse...
POOR DELEGATION
Do not spend time on a work that can be
done, to a satisfactory level, by a
subordinate.
Delegation save...
THE ART OF DELEGATION
Delegation begins with a deep sense of the
value and limits of your time.
Managers often complain ...
COMMON TIME MANAGEMENT
PROBLEMS OFFICE MIS-MANAGEMENT
Develop an efficient system of office
working.
Muddle makes work a...
TIME EFFECTIVENESS IN OFFICES
Time can be wasted imperceptibly if your
work area is not organized well. Your desk
should ...
MAKE TELEPHONE / EMAIL TIME
WORK FOR YOU
Emails and telephone calls can be a great
time-saving tool
Set aside a period o...
HOW TO CONTROL INTERRUPTIONS
Set a time limit and stick to it.
Set the stage in advance: You are very busy
with a deadli...
YOUR CLERICAL ASSISTANT
Transform your celerical support into your
Executive Assistant
Your EA can help you save time by...
COMMON TIME MANAGEMENT
PROBLEMS: MEETINGS
Meetings are potential time wasters.
Meetings are necessary evil; distractions...
Meetings continued
Do not call a meeting unless it is necessary
Do not call a meeting if the task can be
handled by a ca...
Call only those who are involved
Have a written agenda and circulate to
all along with supporting papers
Do not over-pa...
Come prepared (with facts and figures)
Come on time
Talk to the point. Do not try to divert the
discussion
Do not try ...
PLANNING THE DAY
Prepare a list of priorities for the day based on
urgency and importance
Get the timing right
Morning ...
WHAT IS A MONKEY?
A monkey is a next move
or an opportunity, or
problem which comes to us
‘Monkey Management’
helps to t...
MONKEY ON THE BACK
Some ‘Monkeys’ belong to us. However, greatest
proportion belongs to subordinates.
Once we pick up ‘M...
MONKEY-ON-THE-BACK
Sometimes colleagues also try to pass on their
monkeys to you
Many Bosses are in the habit of passing...
21 Time Management Ideas
 SET THE TABLE – Decide exactly want you
want. Write out goals and objectives before
you begin.
...
21 Time Management Ideas
 CONSIDER THE CONSEQUENCES – Your
most important task and priorities are those that
can have the...
 FOCUS ON KEY RESULTS AREAS – Identify
and determine those results that you absolutely,
positively have to get done and w...
 TAKE IT ONE AT A TIME – You can accomplish
the biggest and most complicated job if you
complete it one step at a time.
...
 IDENTIFY YOUR KEY CONSTRAINTS –
Determine the bottleneck or choke points, internal
or external, and focus on alleviating...
 MOTIVATE YOURSELF INTO ACTION – Be your
own cheerleader. Focus on the solution not the
problem
GET OUT OF THE TECHNOLOG...
CREATE LARGE CHUNKS OF TIME – Organize
your day around large time frames where you can
concentrate to do important tasks
...
Conclusion …
Develop the habit of eating your frog first thing every day
This is a learnable skill you can acquire throu...
About us
41
Our services
Employee benefits
Health spending
accounts
Salary grids
Policy review and
writing
Pension pl...
Thank you!
42
#517-7620 Elbow Drive SW
Calgary, AB T2V 1K2
403-264-5288 www.hylton.ca
800-449-5866 chris@hylton.ca
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Time Management

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How to make use of time to your advantage at work. Time saving tips. Does and donts

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  • Developing Time Management Skills and ProcessesChris Hylton, CG Hylton Inc. ConfirmedThe ability to get things done is a lifelong challenge.  Making the most of your time is an exercise of conscious control with the end in mind to increase efficiency, effectiveness and productivity.Examine the compass over the clock paradigmUnderstand how relationships can control your timeExplore proactive planning processesHow to plan an effective meetingHow to deal with time wasters at work, and at meetingsGadgets that can help manage your timeGet started with an effective weekly planning tool 11:10 – 12:05 How to Make Budget Planning More Efficient using Community Engagement Chris Hylton, CG Hylton Inc. Confirmed What is budget planning?What is community engagement?How can this help Chief and Council?How to Develop Departmental WorkplansHow to Engaging community by doing a gap analysisHow to Roll up community needs into Departmental WorkplansHow does all this help in Negotiating your next funding cycle?
  • Organizing yourselfOrganizing your workOrganizing others around you
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from presentation accessed from the web, March 17, 2014 created by Elizabeth Serlemitsos, Iricen, Oct 6, 2004
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Adapted from: TIME MANAGEMENT CONCEPTS AND APPLICATIONS, by William P. Cullen Jr. accessed from the web March 17, 2014
  • Transcript of "Time Management"

    1. 1. Time Management March 25, 2014, 2:00 pm Infonex: First Nations Financial Management Conference Vancouver, Canada Chris Hylton
    2. 2. Disclaimer 2 The information presented to you today is considered to be general best practices for organizations across Canada. The information is not intended to provide legal counsel or legal advice.
    3. 3. Agenda Compass over the clock paradigm How relationships can control your time Proactive planning processes Plan an effective meeting Deal with time wasters at work & meetings Gadgets to help manage your time Get started with an effective weekly planning tool CG Hylton Inc. 3
    4. 4. Everyone is concerned about time or the use of time  We never have enough time to do everything that you need to do.  We are swamped with work and personal responsibilities, projects, stacks of magazines and piles of books you intend to get to  There are a multitude of projects that you want to get accomplished …only if you had the time.  If you come away with only one thought today ―Make sure that you are working on the right thing”.
    5. 5. I’ll be discussing ideas from 3 different books:  The Effective Executive, Peter Drucker  First Things First, Steven Covey  Eat That Frog, Brian Tracy 3 Authors
    6. 6. ―One of the very worst uses of time is to do something very well that need not be done at all”
    7. 7. • Peter Drucker emphasizes the difference between effectiveness and efficiency. • Effectiveness is ensuring that you are working on the right thing while efficiency focuses on performing that task in a productive manner. • He suggests that the starting point is to keep track of your time for one week noting all the meetings, phone calls, emails, report writing that you do. • Only after you know where your time is spent can you be efficient in organizing or allocating your time. The Two Effs
    8. 8. ―Before you begin scrambling up the ladder of success make sure it is leaning against the right building”
    9. 9.  Steven Covey discuses the difference between the clock and the compass.  The clock represents our commitments appointments, schedules, goals activities …how we manage our time.  The compass represents our vision, values, principles, mission direction – what we feel is important.  Our struggle to put first things first can be characterized by the contrast between two powerful tools that direct us: (1) the clock and (2) the compass  And when we sense a gap between the clock and the compass. We felt that we were ―responding to crises‖; ―putting out fires‖; or ―not having time to do what we should be doing.‖ Clock and Compass
    10. 10. Covey’s 8 different management approaches to time management…  GET ORGANIZED – assumes problems are caused by lack of order in our life. Can’t find things. In most cases the answer lies in a system, a filing system or in and out box.  WARRIOR - the focus is on the protection of personal time to focus and produce. The time warrior realizes that if we don’t do something to fight back the system will become an avalanche that will bury us alive. Protecting your time can be done through insulation, isolation and delegation.
    11. 11. Covey’s 8 different management approaches to time management…  THE GOAL APPROACH (ACHIEVEMENT) – This approach says ―know what you want and focus your efforts to achieve it‖. It includes long- term, mid-range and short term planning and goal setting, visualization, self-motivation and creating a positive mental attitude.  THE ABC APPROACH (PRIORIZATION) – ―You can do anything you want, but not everything‖. It instructs to concentrate your efforts on your most important tasks first.
    12. 12. continued…  THE MAGIC TOOL APPROACH (TECHNOLOGY) – is based on the assumption that the right tool; i.e. – the right calendar; the right planner; the right computer program will give us power to create quality in our lives. The basic assumption is that systems and structures make us more effective.  THE TIME MANAGEMENT 101 APPROACH – is based on the paradigm that time management is essentially a skill – like accounting – in order to function effectively we need to master basic skills in (1) using a planner or calendar; (2) creating a to do list; (3) setting goals; (4) delegating; (5) organizing; (6) prioritizing.
    13. 13. continued…  THE ―GO WITH THE FLOW‖ APPROACH – Getting back to the natural rhythm of living will open our lives to the spontaneity and serendipity that’s natural to our being. It’s based on philosophies of Eastern cultures and biological research.  THE RECOVERY APPROACH (SELF-AWARENESS) – There are essential flaws in the psyche as a result of environment, heredity, scripting and other influences that manifest themselves as self-defeating or dysfunctional time management behaviors. The solution is seen in recovery from the psychological and sociological deficiencies that create the time management problems.
    14. 14. “Doing more things faster is no substitute for doing the right thing”
    15. 15. • There is an old saying that if the first thing you do each day is to eat a live frog, you’ll have the satisfaction of knowing that it’s probably the worst thing you’ll do all day. • Using the ―eat the frog‖ metaphor for tackling the most challenging and most important task of your day—the one you are most likely to procrastinate on, but also the one that has the greatest impact. • You’ll not only get more done faster but get the right things done. The Live Frog Story
    16. 16. GALILEO… “You cannot teach a man anything; you can only help him to find it within himself”.
    17. 17. PROCRASTINATION Procrastination : Putting off the doing of something intentionally and habitually. If you suspect yourself; ask yourself – why am I putting this off?. If there is no reason. Do it. PROCRASTINATION is world’s number one time waster. Banish it from your life. There is no time like present to do any work.
    18. 18. POOR DELEGATION Do not spend time on a work that can be done, to a satisfactory level, by a subordinate. Delegation saves your time and develops subordinates Delegation improves results by making fuller use of resources Delegation implies transferring initiative and authority to another
    19. 19. THE ART OF DELEGATION Delegation begins with a deep sense of the value and limits of your time. Managers often complain that they are running out of time when their subordinates are running out of work. Delegating the more routine or predictable part of ones job is only the first step. Delegation is not abdication. Some degree of control needs to be maintained.
    20. 20. COMMON TIME MANAGEMENT PROBLEMS OFFICE MIS-MANAGEMENT Develop an efficient system of office working. Muddle makes work and wastes time. Strive for good order in your office. Utilize all resources fully. Handle telephone emails properly. Don’t let them become a nuisance. To the extent possible, handle a piece of paper only once.
    21. 21. TIME EFFECTIVENESS IN OFFICES Time can be wasted imperceptibly if your work area is not organized well. Your desk should be clear of all paper except the specific job on hand. It invites you to think about one thing at a time. Concentration is a great time saver. Sort papers under : FOR ACTION / FOR INFORMATION / FOR READING / FOR WASTE BASKET, FOR RECYCLING BOTTOM DRAWER
    22. 22. MAKE TELEPHONE / EMAIL TIME WORK FOR YOU Emails and telephone calls can be a great time-saving tool Set aside a period of time for emails and making and if possible, and receiving call
    23. 23. HOW TO CONTROL INTERRUPTIONS Set a time limit and stick to it. Set the stage in advance: You are very busy with a deadline in light With casual droppers-in, remain standing. Meet in other person’s office Get visitors to the point Be ruthless with time but gracious with people. Have a clock available Use a call-back system for telephone calls
    24. 24. YOUR CLERICAL ASSISTANT Transform your celerical support into your Executive Assistant Your EA can help you save time by Keeping unwanted callers at bay – by diverting them to appropriate person. Minimizing interruptions; can arrange meetings, tel calls Dealing with routine issues
    25. 25. COMMON TIME MANAGEMENT PROBLEMS: MEETINGS Meetings are potential time wasters. Meetings are necessary evil; distractions from one’s regular work. Try to say ‘No’ to a meeting where you are not required. Agenda should be definite. Every one should receive the agenda and relevant papers well in advance. There should be a finishing time for meeting.
    26. 26. Meetings continued Do not call a meeting unless it is necessary Do not call a meeting if the task can be handled by a call or by a small group
    27. 27. Call only those who are involved Have a written agenda and circulate to all along with supporting papers Do not over-pack the agenda Agenda should not have ‘other items’ Start on time, stick to agenda Beware of ‘Hijackers’ Meetings continued
    28. 28. Come prepared (with facts and figures) Come on time Talk to the point. Do not try to divert the discussion Do not try to hijack the meeting Meetings continued
    29. 29. PLANNING THE DAY Prepare a list of priorities for the day based on urgency and importance Get the timing right Morning is the time for hard work Interesting work, meetings and social events can take place in off-peak time Have work-breaks to overcome fatigue Living 100% in the present improves your work output
    30. 30. WHAT IS A MONKEY? A monkey is a next move or an opportunity, or problem which comes to us ‘Monkey Management’ helps to transform from a manager under time pressure to an effective one
    31. 31. MONKEY ON THE BACK Some ‘Monkeys’ belong to us. However, greatest proportion belongs to subordinates. Once we pick up ‘Monkeys’ from subordinates, they get the message that we want Monkeys. By allowing ‘Monkey’ from your subordinates on to your back you volunteered for two things: Accepted responsibility for the problem from him. Promised him a progress report. Now they will pressure you to do what actually is his job.
    32. 32. MONKEY-ON-THE-BACK Sometimes colleagues also try to pass on their monkeys to you Many Bosses are in the habit of passing their monkeys to staff This snowballs to upward, sideward & downward leaping ‘Monkeys’. These take our all available time with no time to work on our own ‘Monkeys’ So be careful. Do not accept other’s monkeys
    33. 33. 21 Time Management Ideas  SET THE TABLE – Decide exactly want you want. Write out goals and objectives before you begin.  PLAN EVERY DAY IN ADVANCE – Think on paper. Every minute you spend on planning you can save 5-10 minutes in execution.  APPLY THE 80/20 RULE - 20% of your activities will account for 80% of your results. Always concentrate on the 20%.
    34. 34. 21 Time Management Ideas  CONSIDER THE CONSEQUENCES – Your most important task and priorities are those that can have the most serious consequences on your life or work. Focus on these  PRACTICE CREATIVE PROCRASTINATION – Deliberately put off those tasks that are of low value so you have time to work on what counts  USE THE ABC METHOD - Before you work on a list of tasks, take a few minutes to organize them by value and priority
    35. 35.  FOCUS ON KEY RESULTS AREAS – Identify and determine those results that you absolutely, positively have to get done and work on them all day long.  THE LAW OF THREE – Identify the three things you do in your work that account for 80% or 90% of your contribution, focus on them.  PREPARE THOROUGHLY BEFORE YOU BEGIN – Have everything you need at hand before you begin. Assemble all papers, material, numbers etc. before you start. 21 Time Management Ideas, ctd.
    36. 36.  TAKE IT ONE AT A TIME – You can accomplish the biggest and most complicated job if you complete it one step at a time.  UPGRADE YOUR KEY SKILLS - The more knowledgeable and skilled you become at your key tasks, the faster you will finish them.  LEVERAGE YOUR SPECIAL TALENTS – Determine what you are very good at doing, and throw you whole heart into those specific things very, very well. 21 Time Management Ideas, ctd.
    37. 37.  IDENTIFY YOUR KEY CONSTRAINTS – Determine the bottleneck or choke points, internal or external, and focus on alleviating them.  PUT THE PRESSURE ON YOURSELF – Imagine you have to leave work for a month and work as if you had to get all you tasks completed.  MAXIMIZE YOUR PERSONAL POWER – Identify your periods of highest mental and physical energy each day and structure your most demanding tasks around these times. 21 Time Management Ideas, ctd.
    38. 38.  MOTIVATE YOURSELF INTO ACTION – Be your own cheerleader. Focus on the solution not the problem GET OUT OF THE TECHNOLOGICAL TIME SINKS - Use technology to improve the quality of your communication but don’t be its slave SLICE AND DICE THE TASK – Break down large, complex tasks into manageable pieces 21 Time Management Ideas, ctd.
    39. 39. CREATE LARGE CHUNKS OF TIME – Organize your day around large time frames where you can concentrate to do important tasks DEVELOP A SENSE OF URGENCY – Make a habit of moving fast on your key tasks. Become known as a person who does things quickly and well. SINGLE HANDLE EVERY TASK – Set clear priorities, start immediately on your most important task and then don’t stop till it’s done. 21 Time Management Ideas, ctd.
    40. 40. Conclusion … Develop the habit of eating your frog first thing every day This is a learnable skill you can acquire through repetition. When you develop the habit of starting on your most important task before anything else, success is assured In his book The Greatest Salesman in the World, Og Mandino gave 10 steps to success. The first being ―I will form good habits and become their slave‖ Personally, time management is a work in progress like being organized- you never really get there...just constant improvement and striving to be better
    41. 41. About us 41 Our services Employee benefits Health spending accounts Salary grids Policy review and writing Pension plans Employee wellness Employer of choice Charitable giving Charitable tax information Employee mental health
    42. 42. Thank you! 42 #517-7620 Elbow Drive SW Calgary, AB T2V 1K2 403-264-5288 www.hylton.ca 800-449-5866 chris@hylton.ca facebook.com/pages/CG-Hylton/173971246061425 twitter.com/HyltonYYC
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