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

1. Time Management
March 25, 2014, 2:00 pm
Infonex: First Nations Financial
Management Conference
Vancouver, Canada
Chris Hylton

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. 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. 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. 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. ―One of the very worst uses of time is
to do something very well that need
not be done at all”

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. ―Before you begin scrambling up the
ladder of success make sure it is
leaning against the right building”

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. 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. 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. 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. 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. “Doing more things faster is no
substitute for doing the right thing”

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. GALILEO…
“You cannot teach a man anything;
you can only help him to find it
within himself”.

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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.  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.  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.  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.  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. 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. 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. About us
41
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42. Thank you!
42
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403-264-5288 www.hylton.ca
800-449-5866 chris@hylton.ca
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