Managing Your Priorities A


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A mini-overview taste of the full course. Just enough to wet your appetite!

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Managing Your Priorities A

  1. 1. Effective Time Management Mini Overview Dean Russell, Ph.D. QMS-A, CQA, CPBA Organizational Effectiveness Consultant 763-253-9108 [email_address] EMPLOYERS ASSOCIATION, INC.
  2. 2. Effective Time Management Objectives <ul><li>At the conclusion of this mini session you will… </li></ul><ul><li>Understand the Truths of Time </li></ul><ul><li>Start to drop the unprofitable; discard the unneeded </li></ul><ul><li>Adopt proven methods for time management </li></ul>
  3. 3. Top 10 Time Wasters <ul><li>Shifting Priorities/Crisis Management </li></ul><ul><li>Telephone Interruptions </li></ul><ul><li>Lack of Priorities/Objectives </li></ul><ul><li>Attempting Too Much </li></ul><ul><li>Drop-In Visitors </li></ul><ul><li>Ineffective Delegation </li></ul><ul><li>Cluttered Desk/Losing Things </li></ul><ul><li>Lack of Self-Discipline/Procrastination </li></ul><ul><li>Inability to Say “No” </li></ul><ul><li>Meetings </li></ul>
  4. 4. MEETINGS <ul><li>Clarify the specific purpose of the meeting </li></ul><ul><ul><li>Resolve issues </li></ul></ul><ul><ul><li>Give information </li></ul></ul><ul><ul><li>Creative Ideation </li></ul></ul><ul><ul><li>Social/Ceremonial </li></ul></ul><ul><ul><li>One-way communication does not require a meeting. </li></ul></ul><ul><li>Consider alternatives to meetings, such as memos, emails, or conference calls </li></ul><ul><li>Prior to the meeting, tell those invited: </li></ul><ul><ul><ul><li>Purpose </li></ul></ul></ul><ul><ul><ul><li>Time </li></ul></ul></ul><ul><ul><ul><li>Objective </li></ul></ul></ul><ul><ul><ul><li>Place </li></ul></ul></ul><ul><ul><ul><li>Participants </li></ul></ul></ul><ul><ul><ul><li>Agenda items </li></ul></ul></ul><ul><ul><ul><ul><li>Identify specific result for each agenda item </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Set time limits for each agenda item. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Make sure the most important issues get the most time. </li></ul></ul></ul></ul><ul><li>Keep meeting small </li></ul><ul><ul><li>Invite only those people whose attendance is necessary and let them know how to contribute. </li></ul></ul><ul><li>Be prepared for the meeting </li></ul>
  5. 5. Conducting meetings <ul><li>Start on time </li></ul><ul><li>Stay with agenda </li></ul><ul><li>Encourage participation </li></ul><ul><li>Take notes </li></ul><ul><li>End on time </li></ul><ul><li>What can you do to make meetings more effective? </li></ul>Akdsfja;dfj
  6. 6. How Do You Spend Your Time? <ul><li>Consider the amount of time you spend each week on the items listed below.. On circle A draw how you actually spend your time. On circle B show how you think you should be spending your time. </li></ul><ul><ul><li>At leisure </li></ul></ul><ul><ul><li>Personal/Professional Development </li></ul></ul><ul><ul><li>Family/Friends/Social </li></ul></ul><ul><ul><li>Renewal/Spiritual </li></ul></ul><ul><ul><li>Work – Productive </li></ul></ul><ul><ul><li>Work – Non-Productive </li></ul></ul><ul><ul><li>Other </li></ul></ul>Circle A Circle B
  7. 7. Time Management <ul><li>Time management </li></ul><ul><li>is </li></ul><ul><ul><li>the art of balancing your efforts </li></ul></ul><ul><ul><li>putting things in focus </li></ul></ul><ul><li>requires </li></ul><ul><ul><li>Knowing what you want/need to do </li></ul></ul><ul><ul><li>Attention to what’s important </li></ul></ul><ul><ul><li>Making choices and postponing short-term gratifications for long-term gains </li></ul></ul><ul><ul><li>Overcoming bad habits that allow you to put off what needs to be done </li></ul></ul><ul><ul><li>Controlling yourself and your energy to produce a good effect on your work and home environments </li></ul></ul><ul><ul><li>Control over intrusions </li></ul></ul>
  8. 8. Key to Time Management is Really Self-Management <ul><li>When you learn how to manage your time you acquire: </li></ul><ul><li>Organizational skills </li></ul><ul><li>Less anxiety and stress because you have determined how long things really take and when you can do them </li></ul><ul><li>More freedom in your mind because when you do have time to relax, to enjoy yourself, you know that you honestly earned your relaxation and you are doing what you enjoy for its intrinsic value and not as a means to put off a chore in the hope that somehow it will disappear </li></ul><ul><li>adapted from The Mountain is High, Unless You Take the Elevator: Success Strategies for Adult Learners, L. Smith & T. Warner, Wadsworth Publishing, 1992 </li></ul>
  9. 9. Blind Spots <ul><li>“ I don’t have time to think about anything” </li></ul><ul><li>“ If I do not do it, nobody will” </li></ul><ul><li>“ There is no other way of doing it” </li></ul><ul><li>“ I couldn’t get another job if I tried” </li></ul><ul><li>“ My husband/wife/boss/employee will not change” </li></ul><ul><li>“ It is too late” </li></ul><ul><li>Things will soon get better. </li></ul><ul><li>Add your favorites: </li></ul>
  10. 10. What Not To Do <ul><li>Do not just work longer hours than you already do </li></ul><ul><li>Do not start working harder on the job than you already do </li></ul><ul><li>Do not tell yourself nothing can change </li></ul><ul><li>Do not waste time at the rumor mill </li></ul><ul><li>Do not feel that you are a victim </li></ul><ul><li>Do not blame “them” </li></ul><ul><li>Don’t RUSH!!! </li></ul>
  11. 11. Thanks for your time <ul><li>For the full version of Effective Time Management: </li></ul><ul><li>Contact Dean Russell, 763-253-9108 </li></ul><ul><li>Or email: </li></ul>