Time management Presentation by Dr. Deborah Johnson-Blake
1.
2. Managing Time on Purpose
Agenda
Discover definition of time
management
Discuss effective strategies to
create more time
Discuss how to implement
strategies
Next steps and new beginnings.
3. Managing Time on Purpose
Got Time?
Time Management Time Wasters
People
Activities
Technology
Yourself
Interruptions &
the unexpected
Structure
Task & goal-
oriented
Outcome-based
Product-based
Efficiency
“Time is the scarcest resource and unless it is managed, nothing
else can be managed.” Peter Drucker
4. Occurrence and controlling of events
or tasks.
The self-controlled attempt to use
time in a subjectively efficient way to
achieve outcomes.
The ability to spend time on
important achievable tasks.
Premise: Do more with less.
Managing Time on Purpose
Time Management Defined
Never let yesterday use up today. - Richard H. Nelson
5. It’s time to…
Reduce burnout
Model effective time management
behavior
Eliminate activities that waste time
Managing Time on Purpose
Now What?
6. Tackle the easier tasks first
Break down complex tasks into
smaller chunks
Create your to-do list at the end of
the work day for the next day
Use a calendar to keep track of
everything
Ignore distractions as best as you
can
Managing Time on Purpose
5 Ways to Eliminate Time
Wasters
7. Schedule your time and calendar
more efficiently
Prioritizing
Using technology
Organizing space
Managing lists
Completing projects/tasks
Declining tasks
Managing Time on Purpose
Time Management Strategies
8. Maintain a time log
Eliminate time wasters that are not
mission-related
Diligent in accomplishing tasks & reduce
interruptions
Keep most used items accessible in
workspace
Use technology (smartphones, other
portable devices, email, apps, software,
etc.)
Managing Time on Purpose
Tactics to Help Accomplish
Time Management Strategies
9. To-do lists
Organize to-do lists into 5 lists:
Projects
Next actions
Waiting for
Calendar
Someday/maybe
Managing Time on Purpose
Tactics to Help Accomplish Time
Management Strategies
11. Work-life Balance
Effective time management
and communication
Stakeholders input
Adopt effective time
management programs
Professional development
Managing Time on Purpose
Next Steps & New Beginnings
On the left side: Define time management in one word
On the right side: List your time wasters
Time Management Defined
The occurrence of events one after another and defined management as the act of controlling.
The self-controlled attempt to use time in a subjectively efficient way to achieve outcomes.
The ability to spend time on important achievable tasks.
The PREMISE behind time management is to do more with less. Cutting time involves devising an action plan with time measurements visibly indicated so you can analyze time use. “10% of the total time devoted to any work in an organization is truly value-added. The rest is wasted because of unnecessary steps or unbalanced operations (p. 89).” Planning before acting is critical. The time between completing of tasks oftentimes does not bring value to an organization. If you understand the importance of time, you can effectively manage it and achieve success.
Now what? It’s time to…
Keep your team and yourself from burning out
Employees become easily overwhelmed when charged with completing several important projects at once. An increased workload often results in a lower quality of work and diminished effectiveness. A good management technique to prevent burnout is to look for signs such as fatigue, working excessive long hours, and distractedness. Effective leaders listen to staff to discern workload levels (Stack), and help employees develop effective time management strategies.
Model effective time management behavior
Practicing good time management habits will encourage your employees to follow suit. Exerting proactive behavior and limiting crisis management modes helps leaders reduce unproductive tasks, delegate assignments, and simplify work life.
Eliminate activities that waste time
Figure out what matters most and empower yourself and others to develop the abilities to accomplish pre-determined objectives. Remove obstacles and eliminate opportunities to procrastinate.
In a nutshell, time management is a compilation of strategies to control time.
Compiling a list of easier tasks first, provides you more time to pay more attention to larger and more complex tasks. Each day my to-do list increases; however, to reduce tasks and stress, my strategy is to assess the list by ease, completion times and due dates.
Breaking down more complex tasks into smaller chunks allows you to accomplish the tasks in a more digestible manner. You can develop an outline of what is to be accomplished and the completion deadlines.
Before you go home from work, the last thing you should be doing is to create a list of things you need to do for tomorrow. This way, when you head into work tomorrow, you are ready to go and prepared for success the next day!
I use my iPhone calendar to run my life, I put everything in there. If there’s someone I know I should call in two months, I’ll mark it down to send them an email then. This makes life much easier and you end up not forgetting anything, making you more efficient. Another trick I do is to set two reminders for every event; one that occurs a day before and the other that happens fifteen minutes before. This way, I never miss anything important.
There are so many things that can get you off-track. You need to ignore as many distractions as possible so you can stay focused on completing your to-do list. A simple way to do this is to block off a half hour each day when you can just focus on the distractions and nothing else. The more you distract yourself, the harder it will be to complete your goals and the more stress you will end up having each day.
A time log is valuable if you keep one on a monthly basis throughout the year so that better time management efforts can take precedence.
By analyzing time use, you can discover inefficiency and ensure your organization attains its mission and improves results.
Time wasters include unplanned interruptions, inefficient meetings, clutter and disorganized data, procrastination and indecision, and lack of priorities. Studies how that employees waste 60 minutes per day in the office because of ineffective use of time.
In today’s society, technology is important to success (smartphones, (smartphones, other portable devices, email, apps, software, etc.)
Projects List- focuses on vision
Next actions are subsequent steps enumerated on the priority list.
Waiting-for List- is dependent on others for completion.
Calendar List- is time-based appointments and meetings.
Someday/Maybe List- contains items not ready for the projects list.
It is critical that you understand what is important, how to set realistic deadlines for completion, and the ability to say no to projects. When you practice good time management habits, your team will experience the trickle-down effect of your behavior. In addition, exerting proactive behavior and limiting crisis management modes helps you reduce unproductive tasks, delegate assignments, and simplify work life.
Your to-do lists can be electronic or written; however, I prefer electronic to-do lists.
17hats – simplifies all that you do in your business (fees assessed)
Mylifeorganized: to-do list, task management & personal organizer
Toggl: free time tracking software & app
Evernote: one workspace where you can write, find and present in one place
Outlook: email, tasks, notes,
DocuSign: electronic signature app
JotNot: document scanning app
Basecamp: project management & collaboration app
Bugme: turns your smartphone into a corkboard with sticky notes
Toodled: productivity app (tasks, notes, lists, outlines, habits)
Checklist wrangler: checklist app
To be effective time managers, individuals with busy workloads must exercise, eat regularly, drink plenty of water, exercise the right brain, rest, maintain associations with friends and family, and participate in hobbies and other non-work related activities. If you are not doing this, then it is time to decide your new beginnings.
Work-life Balance - Work–life balance is essential to success. You can gain a balanced life by becoming “open, relaxed and confident”, which leads to more creativity and attentiveness. Exemplifying a balanced life could impact how you manage your organization and time.
Make time management a high priority and communicate the importance of its effects to achieve organizational success for all stakeholders.
Solicit input from all stakeholders regarding effective time management strategies.
Adopt effective time management programs that benefit all stakeholders within your organization. Implementing an effective time management system could improve funding efforts and timely task completion.
Reinforce and support continual professional development that focuses on improving organizational change.
Final thoughts on effective time management strategies:
√ Use portable technology (smartphone, iPad, etc.) to help you organize and complete assignments. Calendar all assignment due dates, planning times, and assignment completion times.√ Rise 30-60 minutes earlier to answer group emails, work on discussion board questions, study for and complete tests (if applicable), and conduct research for your papers.√ Bring your lunch to work and spend your lunch hour answering group emails, working on discussion board questions, studying for and completing tests (if applicable), and conducting research for your for your papers.√ Select 2-3 days per week that you will work on assignments/tasks that coordinate with your schedule.√ Select 1 weekend day that you can dedicate 4 or more hours to your business.√ Obtain the support of your family and friends during your entrepreneurial efforts.√ Spend time with God, self, family and friends as well as participant in any extracurricular activities. It is important to take "mini vacations" each day to free your mind and get away from the daily grind, if only for 15 minutes.
Thank you for being a captive audience. I will be happy to take questions.
