Time Management
The time you have in Jelly Beans http://www.youtube.com/watch?v=boksw_nabek
Putting Time Into Focus 24 hours per day X 60 minutes per hour X 60 seconds per minute = 86,400 Seconds
Dispelling The Myth Time Management is not about time! It s about Self Management
Importance of Self Management Increased Productivity Increased Quality of Work Balanced Life Meet Goals Self Discipline Prioritizing
How Do You Waste Time? Confusing the urgent with the important Confusing busyness with productivity Not setting personal goals Not prioritizing
Stephen Covey
Urgent or Important? 1 2 3 4
Urgent or Important? 1 2 3 4 Other people s priorities Interruptions Most Emails/Calls Short term focus
Urgent or Important? 1 2 3 4 Other people s priorities Interruptions Most Emails/Calls Short term focus AVOID! Trivial stuff/web surfing Mindless activities Some emails/calls Escapist activities Coffee breaks Busy work
Urgent or Important? Manage 1 2 Crisis Some calls/emails Last minute meetings Unexpected issues 3 4 AVOID!
Management Matrix Manage 1 2 3 4 AVOID! Focus Preparation/planning Goals &Values Creativity Relationships Self Care
80/20 Principal Vilfredo Pareto 1848-1923 Pareto was an Italian economist, who in 1895, observed that people in his society seemed to naturally divide into: vital few : the top 20 percent in terms of wealth, power and influence trivial many, the other 80% of the population
80/20 Principal Pareto also observed this principle in almost every area of life including his own garden. He noticed that 20% of the pea pods in his garden contained 80% of the peas. The 80/20 principle has become an almost universal rule and, surprisingly, it applies to almost all areas in our lives
80/20 Principal Ask yourself: How can I spend 80% of my time doing my critical 20%?
Eat a live frog Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day. Mark Twain
The First Rule of Frog Eating If you have to eat two frogs, eat the ugliest one first
The Second Rule of Frog Eating Once you begin, execute to completion The Importance of Single Handling "My success is due more to my ability to work continuously on one thing without stopping than to any other single quality. ~Thomas Edison~
Divide & Conquer Method
PART A PART B PART C Divide & Conquer Method Divide pieces of a project or lengthy presentation into workable parts. Then give your full attention to each section individually. When you have accomplished this, review the entire project as a whole.
Importance of Planning Every minute spent planning saves 10 minutes of execution time
Create a Master Activity List Balance Credit Card Statement Schedule Dentist Appointment Update Team on Webinar Campaign Purchase work supplies Remodeling project
Prioritize your List A = Must do. If this doesn t get accomplished there could be potential negative consequences for you or your org. B = Should do. These are the tadpoles in your life not the frogs. Not doing these will have mild negative consequences C = Nice to do. But no consequence at all. D = Delegate. Is this something you can someone else help you with? E = Eliminate: These are things that may have been important at one time but they can now be eliminated with no consequence to you or anyone else.
Creating S.M.A.R.T. Goals Specific: Unless you describe your goal in exact terms, it is difficult to develop an action plan. Measurable: Determine your criteria for attaining your goal. Action-based: Use action verbs in describing your goals. What will you do? By Friday (date) Realistic: A goal is realistic if the goal-setter believes that it can be accomplished. Time-bound: You must assign realistic deadlines to each of your goals even with expected delays.
Dealing with Emails Don t check your email! Don t let email become your to-do list Don t check your email randomly every few minutes. If you must check for specific emails, delete junk, set a time limit
Dealing with Interruptions 1. Recognize, accept, and plan for distractions. 2. If you re a manager have scheduled office hours to discuss co-worker issues, ideas, etc. 3. Be aware of your time frame and communicate that to the person who is interrupting. Can I speak with you in 20 minutes? 4. Limit channels of input.
Say No
Quiet Time
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