Leadership Academy Welcome! Gabrielle K. Gabrielli, Ph.D. 28 February 2019

Transcription

1 Leadership Academy Welcome! Gabrielle K. Gabrielli, Ph.D. 28 February 2019

2 Ground Rules 1. Turn any cell phones or anything else that makes sound to the off or silent position. 2. Be on time including from breaks. 3. Listen actively. 4. Keep an open mind. 5. Be respectful to everyone; don t interrupt. 6. If you break any rules, you sing.

3 Updates Anything new to share? Any positive changes due to last session? Mentoring application due 1 March (tomorrow) Scheduling (changing Thursdays?) New topic ideas: Living on $12k per year, performance management, marketing yourself, public speaking, others?

4 Agenda Thursday 28 February Working Lunch, Ground Rules, Objectives, Updates 1300 Managing Time aka Priorities Importance of Planning Time Wasters and Strategies to Save Time SMARTER Goal Setting Self-Assessments and Homework 1430 Managing Change ADKAR Model Application 1445 Managing Stress Stress Test Strategies to Reduce Stress 1515 Mentoring and Coaching TGOROW Model, Guiding Questions 1600 Leadership Academy Mentoring Program Questions and Answers 1630 Adjourn

5 Time Management?

6 Changes Age Budget Personnel Priorities Policies Time Relationships Procedures Weight Politics

7 Learning Objectives By the end of this session, you will be able to: Identify current inefficiencies in schedules. Describe effective delegation techniques. Describe ways generations differ in time and work management. Identify barriers that affect effective time management. Use the SMARTER model to establish short and long term goals. Apply stress management techniques.

8 A Little Humor about Time...

9 How Well Do You Plan?

10 Scoring Add numbers and put number in score box. 6-10: Very poor planner 11-15: Below average planner 16-20: Average planner 21-25: Above average planner 26-30: Excellent planner...or candidate for burnout?

11 Complete This Statement If I had more time, I would...

12 Time and Priority Self-Assessment

13 Score Interpretation Excellent 80 or above Needs Some Improvement Needs Much Improvement 50 or below

14 2018 Time Survey- U.S. BLS 22% of employed people did some or all of their work at home on days that they worked. On an average day, 84% of women and 68% of men spent some time doing household activities such as housework, cooking, lawn care, or financial and other household management. Watching TV was the leisure activity that occupied the most time (2.8 hours per day), accounting for just over half of leisure time, on average, for those age 15 and over.

15 Detailed Time Per Day with Media

16 Time on Internet by Year

17 Detailed Time Per Day

18 Time Spent on Social Media in Lifetime Source: ComScore 2012

19 How People Spend Time in Lifetime

20 Top 10 Time Management Mistakes 1. Failing to keep a to do list 2. Not setting personal goals 3. Not prioritizing 4. Failing to manage distractions 5. Procrastinating We lose up to 2 hours per day with distractions! Source: MindTools.com, 2012

21 Top 10 Time Management Mistakes 6. Taking on too much 7. Thriving on busy 8. Multitasking 9. Not taking breaks 10.Ineffectively scheduling tasks It takes 20-40% MORE time to complete tasks when multitasking. Source: MindTools.com, 2012

22 Procrastination Causes Waiting for the right time Fear of failure (or success) Poor decision-making skills Poor organizational skills Overworked or tired Perfectionism Too busy to get important things done Avoiding work you don t like

23 Overcoming Procrastination Recognize self-defeating behaviors like fear, anxiety, indecisiveness and perfectionism. Discipline yourself to use time effectively and set priorities. Modify your environment by minimizing noise and distractions. Set SMARTER goals.

24 What Are Your Goals?

25 What is a Goal?

26 Goals and Objectives Should Be Specific Measurable Acceptable Realistic Time Bound Extending Rewarding

27 Specific Answer these questions to make your goal more focused: Who is involved? What do I want to accomplish? When will the goal be achieved? Where will this take place? Are there requirements or constraints? Why do I need to accomplish the goal? Example: To help reduce errors, I will help my team better understand how their department s work affects overall workflow.

28 Measurable 5 categories of measures to help you stay on track with your goal: 1. Quality 2. Quantity 3. Time 4. Cost 5. Satisfaction including Customer Satisfaction Example: We will increase sales in 2019 by 40%.

29 Acceptable In order to truly commit to a goal and take responsibility for its pursuit, the goal should be acceptable to you. Some also use actionable or achievable. Example: I will spend 40+ hours developing the content to prepare to teach the class.

30 Realistic A goal should be challenging but achievable within your current resources and constraints. Example: I will decrease expenditures by 20%.

31 Time-bound Your goal must have a deadline. The results should be achieved within a specific time period. Example: I will submit the mentor application by 1 March 2019.

32 Extending A goal should stretch a person s capabilities. A goal should help you get out of your comfort zone and into your strength zone. Often extending goals involve overcoming fears or conquering dreams. Example: To conquer my fear of public speaking, I will join Toastmasters.

33 Rewarding It should feel satisfying to complete the goal. You should take the time to celebrate achieving a SMARTER goal. Example: I will complete my first triathlon in 2019!

34 Write Your Own SMARTER Goal Spend 5 minutes preparing a SMARTER goal that is most meaningful to you. Be prepared to discuss.

35 The Value of Measurement People who track their calories burned and consumed lose more weight. People who track their spending save more money. People who track their emotions through journaling have a greater awareness of their growth and progress. What happens to people who track the way they spend their time?

36 Homework - Energy Log

37 Homework Using the time log, keep track of your time for a typical 24 hours period, with the amount of time spent on each. Include sleeping, driving, work tasks, etc.

38 Prioritize Tasks Wrap up Project A , Correspondence B Return Phone Calls B Staff Meeting B Organize Files C1 A= High Priority (Critical, must be done) B= Medium Priority (Important, should be done) C= Low Priority (Trivial, could be done)

39 Ask Yourself Does the total equal 24 hours? How do you feel about how you spent your time? Was time used for priority goals? What was not accomplished? Was time wasted? Were there interruptions? Did you spend too much time or not enough time on some things? Is there a balance between work and personal time? Scheduled and free time?

40 Prioritized Task List Working on tasks in the order of their priority is one of the key elements to good time management.

41 Step One: Brainstorm Write down everything you would like to accomplish on Monday, including tasks that are not important. Don t assign any value yet. Instead brainstorm about all tasks including work, family, professional, volunteer, organizations, etc.

42 Step Two: ABC Valuing System Give a value to each item on the list. Put an A, B, or C after each item based on: A= High Priority (Vital, must be done) B= Medium Priority (Important, should be done) C= Low Priority (Trivial, could be done)

43 Step Three: Prioritize Finally, rank prioritize A tasks, B tasks and C tasks from 1 to 3 (or to whatever number of tasks you have). A1 is most important, critical. C3 is least important, trivial. Create A1, A2, A3 then B1, B2, B3, then C1, C2, C3.

44 Summary: Prioritized Task List Give a value to each item on the list. Put A, B, or C after each item based on: A - Vital, must be done B - Important, should be done C - Trivial, could be done Give a numeric value to each item on the list. Now go back and prioritize your A tasks, your B tasks, and your C tasks from 1 to 3.

45 Keys to Time Management Perform tasks in the order of importance, always starting with the A s the progressing through the B s and C s. Do what works best for you. As long as you know you can meet deadlines, do mundane tasks in low energy times.

46 Time Exercise Close your eyes and bow your heads...

47 Generations and Time Traditionalists ( ) - hard workers but their eyes are on the prize: retirement Baby Boomers ( ) - love to have meetings; work long hours Generation X ( ) - hate meetings but work hard independently Generation Y ( ) - hate work (not really, but they value their time outside of work more than any other generation)

48 Time Killers Technology Phone calls Office chatting Meetings Equipment issues Other inefficiencies?

49 Time Killers Indecision Inefficiency Crisis management Micromanagement Poor organization Failure to delegate Poor planning including contingency Cyberslacking

50 The Importance of Delegation

51 Tips on How to Delegate Equip people to be successful. Plan carefully. Clarify what is required. Explain what is to be done and why. Discuss what the results should be. Say what authority the person has.

52 Tips on How to Delegate Tell others what authority has been given. Allow discretion as to what time and methods the person will use. Check progress at agreed intervals. Be prepared for mistakes. Give feedback, both positive and negative. Provide support; you are still responsible.

53 DECIDE Determine all possible choices presented by the situation. Evaluate and brainstorm possible solutions. Choose a solution that makes sense to you. Identify and visualize the outcome. Develop a plan and a schedule to follow. Examine the outcomes and celebrate success!

54 Decision Making GROW a Decision G = Establish the GOAL Define desired outcomes. R = Identify the REALITIES List resources, what is happening now. O = List all the OPTIONS Explore benefits and constraints of each. W = Decide the WAY (and the who, what, when) Establish the will by gaining commitment.

55 Cyberslacking 60-80% of employee time on the Internet at work is spent on non-work related activities. 9 out of 10 of us admit to cyberslacking. When the atmosphere feels like big brother, employee morale drops. Some psychologists say that positive distractions with cyberloafing can actually limit boredom and increase productivity.

56 #1 Time Killer: Clutter Physical Clutter Brain Clutter Process Clutter Technology Clutter

57 Physical Clutter Desk, closet, etc. Solutions: Organize! Create a tickler file. Create action files. Could include files like upcoming travel, expenses to submit, papers to file, upcoming meeting agenda and documents

58 Organization Strategies Devote time to organizing. Designate a place for things you access frequently (like keys). Make punctuality a habit. Start and end each day with 5 minutes of organizing clutter. Tackle the worst first.

59 Organization Strategies Make sure that everything has a home. Keep like things together. Put things near their point of use. Ask yourself if you should keep or ditch it. Do you have to keep for legal reasons? When is the last time you used it? Can you store it electronically? Are there consequences for not keeping it?

60 Questions? Your website portal: