No Time For Time Management

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Managing Your Time.

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No Time For Time Management

  1. 1.
  2. 2. No Time for Time Management!<br />
  3. 3. Agenda<br /><ul><li>About Laura
  4. 4. Expectations
  5. 5. Priorities
  6. 6. Time Analysis
  7. 7. Action Plan
  8. 8. Time Management Tips
  9. 9. Summary</li></li></ul><li>About Laura<br />Education<br /><ul><li>BA – Communications
  10. 10. University of Illinois at Chicago
  11. 11. MBA – International Business
  12. 12. Lake Forest Graduate School of Management
  13. 13. CPCC (Certified Professional Co-Active Coach)
  14. 14. The Coaches Training Institute </li></li></ul><li>About Laura<br />Experience<br /><ul><li>Rust-Oleum Corporation
  15. 15. Industry Marketing Specialist
  16. 16. AkzoNobel Aerospace Coatings
  17. 17. Global Marketing Communications Manager
  18. 18. LifeQuest Alliance
  19. 19. BussinessLife Coach</li></li></ul><li>Expectations<br />What do you expect to get out of this presentation?<br />
  20. 20. No Time for Time SELF Management!<br />
  21. 21. Priorities<br />
  22. 22. Priorities<br />Stephen Covey - First Things First “I attended a seminar once where the instructor was lecturing on time. At one point, he said, ‘Okay, time for a quiz.’ He reached under the table and pulled out a wide-mouthed gallon jar. He set it on the table next to a platter with some fist-sized rocks on it. ‘How many of these rocks do you think we can get in the jar?’ he asked.” <br />
  23. 23. Priorities<br />“After we made our guess, he said, ‘Okay. Let's find out.’ He set one rock in the jar . . . then another . . . then another.  I don't remember how many he got in, but he got the jar full. Then he asked, ‘Is this jar full?’  Everyone looked at the rocks and said, ‘Yes.’"<br />
  24. 24. Priorities<br />“Then he said, ‘Ahhh’ He reached under the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar and the gravel went in all the little spaces left by the big rocks. Then he grinned and said once more, ‘Is the jar full?’"<br />
  25. 25. Priorities<br />“By this time the class was on to him. ‘Probably not,’ we said.  ‘Good!’ he replied. He reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all of the little spaces left by the rocks and the gravel. Once more he looked and said, ‘Is this jar full?’  ‘No!’ we roared.” <br />
  26. 26. Priorities<br />“He said, ‘Good!’ and he grabbed a pitcher of water and began to pour it in. He got something like a quart of water in that jar. Then he said, ‘ Well, what's the point?’  Somebody said, ‘Well, there are gaps, and if you work really hard you can always fit some more things into your life.’”<br />
  27. 27. Priorities<br />“’No,’ he said, ‘that's not really the point. <br />The point is this:<br />Put the <br />Big Rocks<br /> in First!’”<br />
  28. 28. Priorities<br />
  29. 29. Priorities<br /><ul><li> Where should your time should be spent according to your goals?
  30. 30. What are the “Big Rocks?”
  31. 31. Establish priorities based upon responsibilities and resources. This establishes a relationship between what you want to accomplish and what you are currently doing. </li></ul>Tools:<br /><ul><li>Scale of 1 -10
  32. 32. WIN – WHAT’S IMPORTANT NOW?
  33. 33. Urgent vs. Important Matrix
  34. 34. Default Calendar
  35. 35. Time Management Systems</li></li></ul><li>Urgent vs. Important Matrix<br />
  36. 36. Priorities<br />Default Calendar<br />
  37. 37. Priorities<br />Time Management Systems<br /><ul><li> PDA
  38. 38. Pocket PC
  39. 39. Calendar (electronic or paper)
  40. 40. Project management software
  41. 41. CRM system
  42. 42. Task reminders, etc. </li></li></ul><li>Time (Self) Analysis<br />
  43. 43. Time (Self) Analysis<br /><ul><li> How you are spending your time?
  44. 44. Are you spending your time and energy on tasks that are unrelated to your most important goals?
  45. 45. Are interruptions or distractions consuming more of your time than you realize?
  46. 46. When reviewing your activities ask yourself “What would happen if this was not done at all?”</li></li></ul><li>Time (Self)Analysis<br />Time-Use Matrix<br />
  47. 47. Time (Self) Analysis<br />Time-Use Summary<br />
  48. 48. Time (Self) Analysis<br />Time Management Questionnaire<br />Planning Your Time<br />Does my present schedule allow enough time for planning?<br />Do I plan each day in advance?<br />Do I make frequent cancellations or changes of schedule?<br />Would more time spent on planning help?<br />Do I constantly prioritize tasks?<br />Do I habitually consider the time implications before agreeing to additional activities?<br />
  49. 49. Time (Self) Analysis<br />Time Management Questionnaire<br />Tools & Techniques<br />Do I use an agenda to keep meetings on target?<br />Do I deal repeatedly with the same problems due to lack of a written policy/procedure statement?<br />Do I make use of appropriate office equipment & technology to streamline the use of my time?<br />Do I work with a personal calendar or PDA?<br />Do I consciously attempt to keep written communications short and to the point?<br />Can I take steps to control frequent interruptions?<br />Do I save up several short, non-pressing items before calling a conference with someone?<br />
  50. 50. Time (Self) Analysis<br />Time Management Questionnaire<br />Your Time Use<br />Am I frequently late for meetings/appointments?<br />Is the amount of time I spend on various activities proportionate tot the amount of time I think I should spend on them?<br />Do I respond in a timely fashion correspondence?<br />Do I regularly work more than my scheduled hours?<br />Do I procrastinate?<br />Do people frequently have to wait in order to see me?<br />Do I frequently have to take work home?<br />Do I want to take work home?<br />Are production dates consistently met in my department?<br />Do I have too many phone interruptions?<br />Can my telephone work be more effectively handled?<br />Am I interrupted too often by people with questions?<br />Could I develop a procedure to streamline the interruptions and questions?<br />Do I have time to read professional journals, etc. to keep up-to-date on the latest developments in my field?<br />
  51. 51. Time (Self) Analysis<br />Common Enemies of Time <br />1. Procrastination <br /> - Creates challenges and consumes time<br /> - Caused by inappropriate, preconceived attitudes, fear of <br /> failing, the lack of inertia, or the basic lack of planning.<br /> - Deprives us of satisfaction, success, happiness and time to <br /> do what we really want to do.<br />
  52. 52. Time (Self) Analysis<br />Common Enemies of Time <br />- Can be significantly reduced by:<br /><ul><li>Developing a conditioned response to the tasks you procrastinate</li></ul>Set a goal to complete a task/project<br />After completing the task, reward yourself with something that is pleasurable for you<br /> - The body releases endorphins- the feel good hormone<br /><ul><li>Over time with repetition, you will come to associate feeling good with completing a task/project
  53. 53. You won’t procrastinate as much</li></li></ul><li>Time (Self) Analysis<br />Common Enemies of Time <br />2. Distractions<br />3. Inability to say “NO.”<br />4. Inability to delegate<br />5. Improperly managing interruptions/distractions<br />
  54. 54. Time (Self) Analysis<br />
  55. 55. Action Plan<br />
  56. 56. Action Plan<br />List ALL of your tasks and action items personally and professionally<br />Prioritize your tasks/activities<br />Divide into “Must Do” and “Should Do” lists<br />Must Do – What needs to be done today? <br /> - Will my family or work suffer if I fail to do this today?<br /> - Prioritize working on this list immediately in order of priority. <br /> - Use a scale of 1-10<br /> 2. Should Do – After completing the items on your ‘Must Do’ list, prioritize your items on your Should Do list. <br /> - What can be delegated? <br /> - What can be eliminated? <br /> - Start working on this list in order of priority. <br /> - Use a scale of 1-10<br />2. Use Urgent vs. Important Matrix<br />Review & prioritize your lists at the start of each day. <br /> - Life happens; priorities and necessary actions change. <br />4. Identify the best use of your time – Delegate whatever you can. Focus on the 20% of your work that will give you 80% of the results. <br />
  57. 57. Time Management Tips<br />
  58. 58. Time Management Tips<br />The 2 Minute Rule – Will the task will take less than 2 minutes? <br /> - Do it, Delegate it, or Drop it!<br />2. Just say “NO” – Don’t accept invitations due to guilt or pressure. If you take on more than you can handle, you won’t have enough time to do anything well.<br />3. Delegate – You know what to do!<br />Plan for Meetings <br /> - Develop & distribute an agenda prior to the meeting<br /> - Start & stop on time. <br /> - Take notes during the meeting including:<br /> - What was discussed<br /> - Decisions made <br /> - Actions taken/who is taking them.<br />
  59. 59. Time Management Tips<br />5. Remove the clutter <br /> - When you finish tasks, file the papers immediately. <br />Create a default calendar <br /> - Set specific times to check e-mail, text messages, voice mail, etc. <br /> - Set specific times for specific activities when your energy level aligns with the action. <br /> - Include some time alone for yourself where you are undisturbed.<br />7. Avoid distractions before they begin.<br /> - Turn-off the e-mail pop-up.<br /> - Turn-off the phone ringer (when appropriate)<br /> - If you work from home, plan around the family’s schedule or find a location that is free of distractions. (Laundry, animals, etc.)<br />8. Use idle time wisely <br /> - Waiting time in doctor’s office, airport, in traffic, public transportation.<br /> - Listen to an audio book/read a magazine<br /> - Work on your Must Do/Should Do lists<br /> - Bring paper/pen - write down those ideas that bubble to the surface<br />
  60. 60. Summary<br />
  61. 61. Summary<br /><ul><li>Priorities
  62. 62. Time (Self) Analysis
  63. 63. Action Plan
  64. 64. Time Management Tips</li></li></ul><li>Homework<br />- What will you commit to today?<br />- When will you complete it?<br />- How will I know?<br />
  65. 65. Expectations<br />Were your expectations met?<br />

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