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Time mgmt pitch Time mgmt pitch Presentation Transcript

  • Effective Time management Based on Morgenstern text
  • Objectives
    • To describe the basics of effective time management
    • To enable students to reflect on their goals and how this affects their management of time
  • Working smart not hard
    • Long hours are not a sign of loyalty
      • Usually indicative of inefficiency
      • Tiredness causes mistakes
      • Leads to stress/strain at home
      • Leads to burnout and is not sustainable
    • A balanced person is a better employee
    • Use time efficiently
      • Multi tasking
      • Do work during the “dead” time in other processes
  • Why do you work???
    • Fear
      • Unemployment
      • Lack of money
      • Bankruptcy
    • Hope
      • Plans and goals to achieve something better
      • Aspirations of a better life
    • Self actualization
      • Doing what you love
      • Doing what you would do anyway,regardless of pay
  • Maslow & His Studies Physiological : Food, Clothing, Housing Safety : Security of Employment Self-Actualization : Self Worth Esteem : Recognition of my Value Social : Affiliation with Others Maslow’s Hierarchy of Needs :
  • Hope
    • Is defined in the literature as comprising three elements:
      • A CLEAR GOAL
      • A means to achieve the goal (a way)
      • The desire to achieve the goal (a will)
    • What is your goal???
    • Do you have the will AND the way?
  • GOALS
    • Big picture goals
      • Measured in years
    • Short term goals
      • Measured in weeks
    • Activities support your goals
      • Going to school gets you a degree
      • Working out makes you healthier
      • Maintaining your car gives you a reliable and safe car
  • Exercise
    • Take a moment to review your “big picture” personal goals
    • What activities support your goals?
  • Time is money
    • A company of 25 people is spending $1200 per hour…just in salaries
    • Saving a day can be worth $10,000
    • One contract employee can bill out at $100 per hour
      • Having them start one day early can mean $800 in additional revenue
  • What is time?
    • It goes in one direction only.
    • The past is over
      • You cant change it. You cant optimize it
      • You can only optimize the future
    • It is the most important aspect of our lives to manage
      • It is all we have…we must use it wisely
    • We are alive 168 hours per week.
    • Exercise: How do you invest your time? Should be versus as is
  • One person’s allocation
  • Motivation
    • Extrinsic
      • These are people who need to motivated from outside of themselves
      • Need direction and stimulus
    • Intrinsic
      • These are people who motivate themselves
      • These are people who have goals and direct themselves towards their own goals
      • Need little outside stimulus
  • Empowerment
    • You are empowered at all times to:
      • Help ATS/ProLima achieve its goals
      • Give suggestions and ideas to others that will help achieve these goals
      • Reduce costs without compromising our mission
      • Reduce risks
      • Service our clients better, faster, cheaper
  • We need all of you
    • Please bring your brain to work
    • We need you to think, at all times, about what you are doing and how you are doing it
    • We need ideas…suggestions and people who bring them to the job
    • Be proactive versus reactive
      • Anticipate the future
  • Wasted time
    • Work that doesn’t need to be done
      • Ask who is using this and why is it being done?
    • Work that can be done more efficiently
      • Proper tools
      • Proper techniques
    • Work that should be done by others or through outsourcing
  • Do what I ask…
    • Requests can get misinterpreted all the time
    • The need to please each other can cause problems
      • We become too literal
      • We don’t know the reasons just the request
      • We should be proactive not reactive
    • Look at what is meant as well as what is said
    • Ask the next question
  • Why processes break
    • People assume the others will do it
    • People don’t understand the process
    • We don’t trust each other to follow processes
    • We change the process thinking it is better for people
    • We don’t say when we will do it
  • Metaphor-Morgenstern
    • Time is like a closet
      • It is a container that can be ordered or chaotic
      • It can be cluttered or neatly organized
      • It is your closet…straighten it out!
  • Time management
    • Itemize all your actions..write them down
    • Categorize as easy versus hard to do
    • Categorize as important versus unimportant
    • Are your activities that support your big picture goals being prioritized?
    • Immediately do the easy/important things
    • Prioritize and plan the rest
      • Decompose the important hard things
      • Take the remaining easy things and prioritize
      • Take the hard/unimportant things and find someone who thinks they are important…get them to do it!
  • Exercise: Planning
    • Write down all the things you want to get done tomorrow.
      • At work
      • At home
    • Prioritize
      • Hard versus easy to do
      • Important versus unimportant
  • Hard things to do=projects
    • Take a long time
    • Involve other people
    • Require multiple steps
    • Require a plan
      • Break up into smaller steps
      • Look at overall plan and set goals for each step
  • Expectations
    • We set expectations all the time
    • What will be done
    • When it will be done
    • How it will be done
    • Usually the what and the when are very important
    • Be explicit, be realistic, continually update expectations
  • Why do we use processes??
    • We will anyways independent of what we call them
    • This company is more than one person
    • Most difficult tasks are also complex and affect more than one person
  • Exercise
    • Brainstorm who is affected in hiring a new permanent employee for the office
  • Example: Hiring
    • Affected parties include:
      • Hiring manager
      • Personnel
      • Legal/security
      • IT
      • Finance/accounting
    • Projects are baselined when the “Triangle” is “balanced”
    • Risks translate into potential impacts to one of the 3 legs
    • Managing “change” in a project is maintaining the “balance” of the “Triangle”
    Project Manager’s “Triangle” The Essence of Project Management Scope Staffing Schedule Risks
  • Where do you see projects??
    • Answer: EVERYWHERE!
      • Product development
      • Construction
      • Customer proposals
      • New manufacturing line ramp up
      • Mortgage application
      • Thanksgiving dinner
      • Field system install
      • Preparation for an audit
      • Merger or acquisition
      • Major senior management review
      • Moving a household
      • Building a house or major home improvement
  • A simple setback model Thanksgiving dinner-10 hour horizon Eat at 6 Cook turkey Prepare Turkey Prepare stuffing Prepare potatoes Cook stuffing Cook potatoes Heat rolls/gravy Prepare gravy Cranberry 8AM 12 4PM
  • Planning horizons Thanksgiving example again
    • T-3 months
      • Determine strategy (minimal cost, minimal hassle, biggest gathering etc)
    • T-2 months
      • Determine who will host, where and who will attend (generally)
    • T-1 month
      • Order food, arrange location, invite guests
    • T-1 week
      • Obtain food that is non-perishable
    • T-1 day
      • Obtain remaining food,
      • Prepare food and arrange room
  • ATS Big picture goals
    • ATS wants processes that are repeatable and produce results
    • ATS wants to create a capability to place 2 to 4 technical or PM contractors per week
  • Exercise
    • Brainstorm the activities that support the ATS goals