Time mgmt pitch


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Time mgmt pitch

  1. 1. Effective Time management Based on Morgenstern text
  2. 2. Objectives <ul><li>To describe the basics of effective time management </li></ul><ul><li>To enable students to reflect on their goals and how this affects their management of time </li></ul>
  3. 3. Working smart not hard <ul><li>Long hours are not a sign of loyalty </li></ul><ul><ul><li>Usually indicative of inefficiency </li></ul></ul><ul><ul><li>Tiredness causes mistakes </li></ul></ul><ul><ul><li>Leads to stress/strain at home </li></ul></ul><ul><ul><li>Leads to burnout and is not sustainable </li></ul></ul><ul><li>A balanced person is a better employee </li></ul><ul><li>Use time efficiently </li></ul><ul><ul><li>Multi tasking </li></ul></ul><ul><ul><li>Do work during the “dead” time in other processes </li></ul></ul>
  4. 4. Why do you work??? <ul><li>Fear </li></ul><ul><ul><li>Unemployment </li></ul></ul><ul><ul><li>Lack of money </li></ul></ul><ul><ul><li>Bankruptcy </li></ul></ul><ul><li>Hope </li></ul><ul><ul><li>Plans and goals to achieve something better </li></ul></ul><ul><ul><li>Aspirations of a better life </li></ul></ul><ul><li>Self actualization </li></ul><ul><ul><li>Doing what you love </li></ul></ul><ul><ul><li>Doing what you would do anyway,regardless of pay </li></ul></ul>
  5. 5. 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 :
  6. 6. Hope <ul><li>Is defined in the literature as comprising three elements: </li></ul><ul><ul><li>A CLEAR GOAL </li></ul></ul><ul><ul><li>A means to achieve the goal (a way) </li></ul></ul><ul><ul><li>The desire to achieve the goal (a will) </li></ul></ul><ul><li>What is your goal??? </li></ul><ul><li>Do you have the will AND the way? </li></ul>
  7. 7. GOALS <ul><li>Big picture goals </li></ul><ul><ul><li>Measured in years </li></ul></ul><ul><li>Short term goals </li></ul><ul><ul><li>Measured in weeks </li></ul></ul><ul><li>Activities support your goals </li></ul><ul><ul><li>Going to school gets you a degree </li></ul></ul><ul><ul><li>Working out makes you healthier </li></ul></ul><ul><ul><li>Maintaining your car gives you a reliable and safe car </li></ul></ul>
  8. 8. Exercise <ul><li>Take a moment to review your “big picture” personal goals </li></ul><ul><li>What activities support your goals? </li></ul>
  9. 9. Time is money <ul><li>A company of 25 people is spending $1200 per hour…just in salaries </li></ul><ul><li>Saving a day can be worth $10,000 </li></ul><ul><li>One contract employee can bill out at $100 per hour </li></ul><ul><ul><li>Having them start one day early can mean $800 in additional revenue </li></ul></ul>
  10. 10. What is time? <ul><li>It goes in one direction only. </li></ul><ul><li>The past is over </li></ul><ul><ul><li>You cant change it. You cant optimize it </li></ul></ul><ul><ul><li>You can only optimize the future </li></ul></ul><ul><li>It is the most important aspect of our lives to manage </li></ul><ul><ul><li>It is all we have…we must use it wisely </li></ul></ul><ul><li>We are alive 168 hours per week. </li></ul><ul><li>Exercise: How do you invest your time? Should be versus as is </li></ul>
  11. 11. One person’s allocation
  12. 12. Motivation <ul><li>Extrinsic </li></ul><ul><ul><li>These are people who need to motivated from outside of themselves </li></ul></ul><ul><ul><li>Need direction and stimulus </li></ul></ul><ul><li>Intrinsic </li></ul><ul><ul><li>These are people who motivate themselves </li></ul></ul><ul><ul><li>These are people who have goals and direct themselves towards their own goals </li></ul></ul><ul><ul><li>Need little outside stimulus </li></ul></ul>
  13. 13. Empowerment <ul><li>You are empowered at all times to: </li></ul><ul><ul><li>Help ATS/ProLima achieve its goals </li></ul></ul><ul><ul><li>Give suggestions and ideas to others that will help achieve these goals </li></ul></ul><ul><ul><li>Reduce costs without compromising our mission </li></ul></ul><ul><ul><li>Reduce risks </li></ul></ul><ul><ul><li>Service our clients better, faster, cheaper </li></ul></ul>
  14. 14. We need all of you <ul><li>Please bring your brain to work </li></ul><ul><li>We need you to think, at all times, about what you are doing and how you are doing it </li></ul><ul><li>We need ideas…suggestions and people who bring them to the job </li></ul><ul><li>Be proactive versus reactive </li></ul><ul><ul><li>Anticipate the future </li></ul></ul>
  15. 15. Wasted time <ul><li>Work that doesn’t need to be done </li></ul><ul><ul><li>Ask who is using this and why is it being done? </li></ul></ul><ul><li>Work that can be done more efficiently </li></ul><ul><ul><li>Proper tools </li></ul></ul><ul><ul><li>Proper techniques </li></ul></ul><ul><li>Work that should be done by others or through outsourcing </li></ul>
  16. 16. Do what I ask… <ul><li>Requests can get misinterpreted all the time </li></ul><ul><li>The need to please each other can cause problems </li></ul><ul><ul><li>We become too literal </li></ul></ul><ul><ul><li>We don’t know the reasons just the request </li></ul></ul><ul><ul><li>We should be proactive not reactive </li></ul></ul><ul><li>Look at what is meant as well as what is said </li></ul><ul><li>Ask the next question </li></ul>
  17. 17. Why processes break <ul><li>People assume the others will do it </li></ul><ul><li>People don’t understand the process </li></ul><ul><li>We don’t trust each other to follow processes </li></ul><ul><li>We change the process thinking it is better for people </li></ul><ul><li>We don’t say when we will do it </li></ul>
  18. 18. Metaphor-Morgenstern <ul><li>Time is like a closet </li></ul><ul><ul><li>It is a container that can be ordered or chaotic </li></ul></ul><ul><ul><li>It can be cluttered or neatly organized </li></ul></ul><ul><ul><li>It is your closet…straighten it out! </li></ul></ul>
  19. 19. Time management <ul><li>Itemize all your actions..write them down </li></ul><ul><li>Categorize as easy versus hard to do </li></ul><ul><li>Categorize as important versus unimportant </li></ul><ul><li>Are your activities that support your big picture goals being prioritized? </li></ul><ul><li>Immediately do the easy/important things </li></ul><ul><li>Prioritize and plan the rest </li></ul><ul><ul><li>Decompose the important hard things </li></ul></ul><ul><ul><li>Take the remaining easy things and prioritize </li></ul></ul><ul><ul><li>Take the hard/unimportant things and find someone who thinks they are important…get them to do it! </li></ul></ul>
  20. 20. Exercise: Planning <ul><li>Write down all the things you want to get done tomorrow. </li></ul><ul><ul><li>At work </li></ul></ul><ul><ul><li>At home </li></ul></ul><ul><li>Prioritize </li></ul><ul><ul><li>Hard versus easy to do </li></ul></ul><ul><ul><li>Important versus unimportant </li></ul></ul>
  21. 21. Hard things to do=projects <ul><li>Take a long time </li></ul><ul><li>Involve other people </li></ul><ul><li>Require multiple steps </li></ul><ul><li>Require a plan </li></ul><ul><ul><li>Break up into smaller steps </li></ul></ul><ul><ul><li>Look at overall plan and set goals for each step </li></ul></ul>
  22. 22. Expectations <ul><li>We set expectations all the time </li></ul><ul><li>What will be done </li></ul><ul><li>When it will be done </li></ul><ul><li>How it will be done </li></ul><ul><li>Usually the what and the when are very important </li></ul><ul><li>Be explicit, be realistic, continually update expectations </li></ul>
  23. 23. Why do we use processes?? <ul><li>We will anyways independent of what we call them </li></ul><ul><li>This company is more than one person </li></ul><ul><li>Most difficult tasks are also complex and affect more than one person </li></ul>
  24. 24. Exercise <ul><li>Brainstorm who is affected in hiring a new permanent employee for the office </li></ul>
  25. 25. Example: Hiring <ul><li>Affected parties include: </li></ul><ul><ul><li>Hiring manager </li></ul></ul><ul><ul><li>Personnel </li></ul></ul><ul><ul><li>Legal/security </li></ul></ul><ul><ul><li>IT </li></ul></ul><ul><ul><li>Finance/accounting </li></ul></ul>
  26. 26. <ul><li>Projects are baselined when the “Triangle” is “balanced” </li></ul><ul><li>Risks translate into potential impacts to one of the 3 legs </li></ul><ul><li>Managing “change” in a project is maintaining the “balance” of the “Triangle” </li></ul>Project Manager’s “Triangle” The Essence of Project Management Scope Staffing Schedule Risks
  27. 27. Where do you see projects?? <ul><li>Answer: EVERYWHERE! </li></ul><ul><ul><li>Product development </li></ul></ul><ul><ul><li>Construction </li></ul></ul><ul><ul><li>Customer proposals </li></ul></ul><ul><ul><li>New manufacturing line ramp up </li></ul></ul><ul><ul><li>Mortgage application </li></ul></ul><ul><ul><li>Thanksgiving dinner </li></ul></ul><ul><ul><li>Field system install </li></ul></ul><ul><ul><li>Preparation for an audit </li></ul></ul><ul><ul><li>Merger or acquisition </li></ul></ul><ul><ul><li>Major senior management review </li></ul></ul><ul><ul><li>Moving a household </li></ul></ul><ul><ul><li>Building a house or major home improvement </li></ul></ul>
  28. 28. 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
  29. 29. Planning horizons Thanksgiving example again <ul><li>T-3 months </li></ul><ul><ul><li>Determine strategy (minimal cost, minimal hassle, biggest gathering etc) </li></ul></ul><ul><li>T-2 months </li></ul><ul><ul><li>Determine who will host, where and who will attend (generally) </li></ul></ul><ul><li>T-1 month </li></ul><ul><ul><li>Order food, arrange location, invite guests </li></ul></ul><ul><li>T-1 week </li></ul><ul><ul><li>Obtain food that is non-perishable </li></ul></ul><ul><li>T-1 day </li></ul><ul><ul><li>Obtain remaining food, </li></ul></ul><ul><ul><li>Prepare food and arrange room </li></ul></ul>
  30. 30. ATS Big picture goals <ul><li>ATS wants processes that are repeatable and produce results </li></ul><ul><li>ATS wants to create a capability to place 2 to 4 technical or PM contractors per week </li></ul>
  31. 31. Exercise <ul><li>Brainstorm the activities that support the ATS goals </li></ul>