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Jemar Kipp Delta


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Jemar Kipp Delta

  1. 1. Sane in the Membrane: Maximizing Personal Effectiveness Through Time Management & Organization Sara Cotner Educational Consultant Catalyst Consulting <ul><li>General Principles </li></ul><ul><li>Action Plan </li></ul><ul><li>Inbox (a.k.a. piles) </li></ul><ul><li>E-mail </li></ul><ul><li>Maintaining it </li></ul>
  2. 2. Tips for Being Strategic 1. Categorize Your Tasks Urgent and important Important but not urgent Urgent but not important Not important and not urgent
  3. 3. Tips for Being Strategic Prioritizing tasks Urgent and important Important but not urgent Urgent but not important Not important and not urgent
  4. 4. Slide 1 Delineate Your Roles <ul><li>List all the roles you play in your life, both professionally and personally. </li></ul><ul><li>Examples may include: </li></ul><ul><li>Instructional leader </li></ul><ul><li>Operational leader </li></ul><ul><li>Husband/Son/Brother </li></ul><ul><li>Exerciser </li></ul>
  5. 5. Tips for Being Strategic <ul><li>Focus on Quadrant I and II tasks. </li></ul><ul><li>Balance your time among all your roles. </li></ul><ul><li>Get everything out of your head and into a system that works for you. </li></ul><ul><ul><ul><li>The more you hold in your head, the more energy you waste trying to re-remember it. </li></ul></ul></ul>
  6. 6. Backwards-Planning Yearly Goals Monthly Goals Weekly Goals Daily Plan
  7. 8. YEARLY Time = Once/year GOAL: Implement reading remediation program MONTHLY GOALS: March = Pull together a committee interested in working on this; Talk to other schools about what they use April = Search the internet for research May = Order samples; decide on program June = Train self on program July = Train staff on program August = Implement program
  8. 9. <ul><li>MONTHLY </li></ul><ul><li>Record appointments </li></ul><ul><li>Record due dates </li></ul><ul><li>Record backwards-planned next steps from big due dates </li></ul>
  9. 10. WEEKLY/DAILY: Time = 30 min./week Look back at monthly goals Transfer due dates from calendar Transfer appointments from calendar Block out chunks of time for e-mail and important but not urgent things
  10. 13. <ul><li>Jot down things to check in about </li></ul><ul><li>Also include a box for things like staff meeting, e-mail updates, etc. </li></ul>
  11. 14. Revise as Necessary
  12. 15. Q & A
  13. 16. Inbox To File Action Required Upcoming
  14. 17. Inbox
  15. 18. Once per month, file the “To File” stuff
  16. 19. Q & A
  17. 20. <ul><li>Set aside a chunk of time to read and respond to e-mail. Do not process e-mail one at a time as it comes in. (Just say no to reading e-mail on your Blackberry!) </li></ul><ul><li>If you can respond to an e-mail in two minutes or less, go ahead and do it. If it will take longer, move it to your “1. Action Required” folder and add it as a to-do task on your action plan. Keep your inbox cleared out. Also create files for “2. Follow-Up” and 3. “Upcoming”. </li></ul><ul><li>When you are working on something else, turn off your e-mail! You will lose focus and time flipping back and forth. </li></ul>
  18. 21. Q & A
  19. 22. Ideas for Protecting Your Time <ul><li>Set aside chunks of time for things that are “urgent and important.” </li></ul><ul><li>When someone interrupts you while you’re working on something important but not urgent, ask them if they can wait until ______ for your attention. </li></ul>
  20. 23. Making It Routine <ul><li>A few hours once a year to set yearly goals and translate them into monthly goals </li></ul><ul><li>30 minutes once a week to translate monthly goals into weekly goals, transfer weekly goals into your schedule, and transfer calendar items into your schedule (Friday afternoon or Sunday evening?) </li></ul><ul><li>10 minutes per day to process your inbox </li></ul><ul><li>One hour once a month to file items in your “To File” box </li></ul>
  21. 24. Q & A
  22. 25. Next Steps <ul><li>Decide between electronic or tangible system (if hard, purchase a thin binder or report cover to carry it around in) </li></ul><ul><li>Revise templates as necessary </li></ul><ul><li>Delineate your roles </li></ul><ul><li>Add yearly goals to template </li></ul><ul><li>Backwards-plan yearly goals into monthly goals </li></ul><ul><li>Set up inbox and files </li></ul><ul><li>Decide how to file the “To File” stack </li></ul>
  23. 26. Revise as Necessary