PERSONAL AND PROFESSIONAL TIME MANAGEMENT STRATEGIES FOR TEAM LEADERS

1. Provider: A1A Pittsburgh PPT_BP15 Personal & Professional Time Management Strategies for Team Leaders Carolyn Maue Rosemarie Perla A217 April 23, 2015

2. Credit(s) earned on completion of this course will be reported to AIA CES for AIA members. Certificates of Completion for both AIA members and non-AIA members are available upon request. This course is registered with AIA CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. _______________________________________ Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation. © 2015 The Maue Center

3. This presentation is protected by US and International Copyright laws. Reproduction, distribution, display and use of the presentation without written permission of the speaker is prohibited. Copyright Materials © 2015 The Maue Center

4. Today we’ll discuss and discover: 1.  How we can better “manage ourselves” as we manage time and projects 2.  What works for you in managing your time as well as your challenges 3.  Sharing the tools that work for you and resources which are helpful to you 4.  Identification of your time management “style” and strengths which will increase your efficiency 5.  Resources, tips and techniques you can use to help you become even more efficient in managing self, time and projects Course Description © 2015 The Maue Center

5. Learning Objectives 1.  Use prioritization and goal setting as time management tools 2.  Manage oneself while managing a team 3.  Understand time management resources At the end of the this course, participants will be able to: © 2015 The Maue Center

6. Proposed Agenda 1.  Conversations with participants regarding what works and where their challenges lie 2.  Descriptions from participants about tools and resources they use which are helpful 3.  Self-identification of work styles and strengths that will increase efficiency 4.  Identification of how one manages oneself while managing projects 5.  Providing resources on prioritization, goal setting and time management techniques 6 © 2015 The Maue Center

7. 6 Things the Most Productive People Do Every Day 1.  Manage Your Mood 2.  Don’t Check Email in the Morning (or after MITs are completed) 3.  Before You Try to Do It Faster, Ask Whether It Should Be Done At All 7 4.  Focus is Nothing More Than Eliminating Distractions 5.  Have a Personal System 6.  Define Your Goals the Night Before (MITs come from your goals) © 2015 The Maue Center

16. Practicing Gratitude in the Work Place •  Notice and remark on co-workers positive behavior or their strengths •  Start meetings with a recap of wins, accomplishments and successes •  Request negative remarks and complaining with broader thinking that allows for requests, solutions and creative alternatives © 2015 The Maue Center 18

17. We can all flourish in the work place by leading with strengths and optimism 19

18. 6 Things the Most Productive People Do Every Day 1.  Manage Your Mood 2.  Don’t Check Email in the Morning (or after Most Important Tasks – “ MITs” are completed) 3.  Before You Try to Do It Faster, Ask Whether It Should Be Done At All 20 4.  Focus is Nothing More Than Eliminating Distractions 5.  Have a Personal System 6.  Define Your Goals the Night Before (MITs come from your goals) © 2015 The Maue Center

19. Time Management Challenges •  Competing demands that are all “important” •  Interruptions adding to deadlines. •  Prioritizing and staying focused. •  Finding time? e-mail, meetings etc. © 2015 The Maue Center 21

20. What is your Time Management Style? •  Amiables •  Analyticals •  Drivers •  Expressives

21. Time Management Tools 1.  Email 2.  Daily Planner and Master List 3.  Prime-time 4.  Prioritization and Delegation 5.  Time tips, i.e. Filing 6.  Interruptions 7.  Quiet and planning time 8.  Work-Life Balance: goals, scheduling, protecting 23 © 2015 The Maue Center

22. Productive, Efficient, Effective vs. ‘Busy’ •  Use work time efficiently – our most important commodity •  Look at results instead of number of hours put in •  Strive for a balance between work and personal life 24 © 2015 The Maue Center

23. The Master List •  Keeps an itemized inventory of your unfinished work •  Replaces sticky notes, the backs of envelopes and the back of your hand •  Will allow you to have an organized and compact format for maintaining control of your workload and workday •  Scan your list at least three times a day •  Determine which items are most important to complete –  Schedule time on your calendar to complete these tasks –  If you only have 15 minutes between meetings, choose a smaller task, such as returning a phone call 25 © 2015 The Maue Center

24. Filing, filing, filing! •  You are going to have to throw some of those papers away (It will only hurt for a little while) –  Goal: “Handle every piece of paper once.”If a paper is important, put it in a keeper pile for the time being –  If a paper belongs to someone else, create a pile of things to return to coworkers –  If you don’t need a paper any longer —recycle it! –  Pack rats: If you’re having trouble, take the papers off of your desk and put them in a drawer of your filing cabinet. •  If you need them, you know where they are •  If you don’t look for them within six months, throw them away 26 © 2015 The Maue Center

25. Prioritization Matrix

26. Delegation •  “Throwing in deep end of the pool” (not) •  Move to 90% rule •  Give clear direction •  Schedule regular updates •  Allow for mistakes •  Move to teaching/ developing mode •  Remember you are building capacity

27. Dealing with Interruptions •  You don’t want to be rude •  You feel you must always be available •  You enjoy socializing •  You like to stay informed as to what’s going on •  You know most of the answers to coworker’s questions •  You always answer the phone when it rings •  You know where everything is located IT IS OK TO PUT LIMITATIONS ON TIME WASTERS 29 © 2015 The Maue Center

28. Create an Interruption Log •  Record your interrupts •  Examine your log. –  Are there certain times of the day or days of the week where you have more interruptions? –  Could they be eliminated with updates via email, voice mail or a scheduled meeting? –  Are certain people interrupting often? Why? •  Are they asking legitimate questions? •  Do they need more training? •  Do they need more access to information that only you have? 30 © 2015 The Maue Center

29. Resources •  Mindtools.com •  http://stress.about.com •  Time Management for Dummies •  Managing Workplace Chaos •  Leave the Office Earlier •  Get organized in the Digital Age •  Take Back Your Life!: Using Microsoft Outlook to Get Organized and Stay Organized Sally McGhee 31 © 2015 The Maue Center

31. Remember …. u Managing ourselves is key to managing our time. u Know your Time Management style and tell it to others. u Choose one tool you believe will be most helpful to you now. Use it and practice it for one quarter. u Next quarter choose another one. Repeat. u Remember that when you delegate, you are building capacity for growth u Keep track of your success, and share it with others. u Enjoy the ride!

PERSONAL AND PROFESSIONAL TIME MANAGEMENT STRATEGIES FOR TEAM LEADERS

AIA Pittsburgh

PERSONAL AND PROFESSIONAL TIME MANAGEMENT STRATEGIES FOR TEAM LEADERS