Where Does The Time Go?

Transcription

1 Where Does The Time Go? Carol Bell Kitty Cummings University Center for Training and Development Binghamton University

2 24 Hours in a day That s all we get. You can t make more time Time moves at a constant speed We all get the same amount The myth of time management

3 Where does your time go? How did you spend your time this week? What are the tasks you need to complete?

4 Your role You have the greatest impact on your own success You cannot be in more than one place at a time You cannot do all things for all people You can say NO

5 Your Style Fireman You re so busy putting out fires that it consumes all your time. Tasks pile up around you while you rush from fire to fire. Over-Committer You can t say no. All anyone has to do is ask and you ll take on another task. You re so busy you don t even have time to write down all the thinks you have to do.

6 Aquarian You are laid-back to the point it often interferes with finishing tasks. You get things done when you get to it. Chatty Kathy You are born to socialize and have great communication skills. Interactions often take longer than they should. Perfectionist You have a compulsion to cross all the t s and dot all the i s. No rushed job can be a good job. Satisfaction is a problem and more time is required.

7 Are You Juggling Elephants?

8 The 3 Rings Work Self Relationships

9 Managing Your Rings The ringmaster has the greatest impact on the success of the circus. The ringmaster cannot be in all 3 rings at once. The key to success is to have quality acts in all 3 rings. Every act must serve a purpose. The relationship between ringmaster and performers affects the success of the circus; every member is important. An intermission is an essential part of creating a better circus performance. Juggling Elephants Loflin and Musig

10 Prioritize Set goals Appropriateness who should do it? Efficiency is there a better way? Nice or necessary? Where should I be right now?

11 Differentiating between urgent and important is crucial for good time management. Time Matrix

12 The 4 Quadrants 1. Activities that are both urgent AND important 2. Activities that are urgent but NOT important 3. Activities that are NOT urgent but are important 4. Activities that are NEITHER urgent nor important

13 The Simple Version

14 Time Wasters Indecision Inefficiency Unanticipated interruptions that do not pay off Procrastination Unrealistic time estimates Unnecessary errors Crisis Management Poor Organization Ineffective meetings Micro-management Doing urgent rather than important things Poor planning and lack of contingency plans Failure to delegate or delegating without authority

15 Make Your Time Effective Set goals Create a plan Look for time wasters Write it down Prioritize Create a routine Set time limits Delegate

16 Time Savers Concentrate on doing only one task at a time Establish daily, short term, mid-term and long term goals Throw unneeded things away Establish personal deadlines Get rid of busy work Maintain accurate calendars and abide by them Know when to stop a task, policy or procedure Delegate everything possible and empower subordinates Keep things simple Ensure time is set aside for high priority tasks Use checklists and to do lists Adjust priorities as a result of new tasks

17 Procrastination The art of delaying or putting off some activities to a later period. One more day won t matter I think I ll do something else Tomorrow would be a better time I ll just watch a little TV I wouldn t be able to finish it today anyway

18 Overcoming Procrastination Know when you re defeating yourself Use a schedule Are your goals reasonable Use all your time Do difficult tasks first Reward yourself

19 Time Management Tips Group tasks together ( , phone calls, and so on) If something appears repeatedly on your to-do list either do it or drop it Have someone check on your progress Alternate tasks you like with those you don t like Break large jobs into manageable chunks Don t be a perfectionist Limit distractions

20 Be Your Own Ringmaster Work Relationships Self Stop Juggling Elephants