A New Dimension Of Time Ppt Time Design

A New Dimension of Time

3 Mistakes we make today that affect how we manage time (and what to do about it!)

Peter Drucker

“Time is the scarcest resource of managers. If it is not

managed, nothing else can be managed.”

Today’s Time Reality

Office distractions ate up a full 2.1 hours for the average worker. That amounts to $2.8 Billion in the US alone. – Basex, Fall 2007 Study

Wasted time costs 7% of GDP for industrialized countries. – Proudfoot Consulting - 2007 results

Today’s Time Reality

Causes of Wasted Time inadequate workforce supervision (31%) poor management planning (30%) poor communication (18%) IT problems, low morale, and lack or

mismatch of skills (21%)

Today’s Time Reality

The Wall Street Journal (March, 1997) reports the average U.S. executive wastes 6 weeks per year searching for misplaced information from messy desks and files. This equals 5 hours per week or one hour per day. At $60,000/year in salaries, that is nearly $8,000/year in wasted time on the job.

Today’s Time Reality

280 hours (7 weeks) per year are lost by workers seeking clarification due to poor communication.

Per management engineers, misfiled documents cost between $61-122 to be retrieved. The cost is calculated by the value of the person looking for the file, the person interrupted to find the file, the space the file occupies, and the cost to recreate the file if it cannot be retrieved.

3 Mistakes

1. Having a Spatial Time Relationship vs. a Values / Outcome Oriented Time Relationship.

2. Use Ineffective Time Management Tools vs. the 5 that have a proven track record.

3. Failure to invest in the Ultimate Time Leverage Drivers – Relationships, Communication, Self-management, Business Acumen

Spatial Time Relationship

Evolved during the Industrial Revolution (a fairly recent phenomena).

Characterized by Work Time, Home/Personal Time, Social Time

Laws, company policies, social contructs reinforce this Spatial Time orientation

Spatial Time Relationship

We measure effectiveness by how many normalized hours we work

Overtime is considered outside the norm If we take work home with us, it is often

considered a special burden because it rides into Personal/Family/Social time

In this paradigm, we search for Work/Life Balance – Old Game

The Challenge

Today’s hyper-communication society is forcing the blurring of Spatial Time constructs.

We are always accessible to the office, the boss, customers, co-workers with today's tools including the Blackberry, Internet, Email, Cell Phones etc.

Instant Communication is now the norm.

The Challenge

To stay viable, we are practically required to communicate instantaneously to maintain our credibility

This is not going away… It will likely get worse… We will either break or be broken by the

Spatial Time constraints.

Values / Outcome Centred

By re-orienting ourselves to what we truly value and what we desire as an Outcome, we can free ourselves from the burden of Spatial Time Relationships

We can now engage in Lifestyle Design

An Exploration

What do you Value? What do you not Value?

What are the Happiest times? Unhappiest Times?

What are your Strengths? Weaknesses? What do you Love to do? Hate to do?

Choose the Order of Values

If we fail to choose the hierarchy of our values, we will be in perpetual confusion.

Balance is an elusive concept (doesn’t exist) Something is always more important than

something else Put what you value in order of importance –

DECIDE and live accordingly

5 Questions

1. What is the Outcome my company (customer) desires? Mandates? Strategy?

2. Why does my job exists? Contribute?

3. 2 – 4 Key focus areas to contribute?

4. What gets in my way?

5. What do I want long-term for myself, my family, my career?

Time Management Techniques

1. Plan your Work and work your Plan.

2. Use Block time.

3. Batch Tasks.

4. Know your target. Keep it in your sights. Hit it (until you hit it).

5. Time Log (and analysis)

3Phone calls

InterruptionsE-mail

Voice mailReportsDrop-ins

2Planning

Clarifying Values

Relationships

Vision/MissionProcess -

Improvement

1Crisis

DeadlinesMeetingsRepairs

4Trivia

InternetGames

“Escapes”Junk Mail

Busy Work

3Phone calls

InterruptionsE-mail

Voice mailReportsDrop-ins

Tyranny of the Urgent

1Crisis

DeadlinesMeetingsRepairs

Urgent Not Urgent

Imp

ort

ant

Not

Import

an

t

2Vision/Mission

Planning

Clarifying Values

RelationshipsProcess

Improvement

Original concept by Charles E. Hummel

Other Time Management Suggestions

Know your Worth and Outsource Use a Capture Tool Use Software – Internet tools Get an Assistant

Ultimate Invisible Drivers for Time and Life Success

1. Confidence – Passion.

2. Communication and Presentation skills.

3. Human Relations.

4. Leadership.

5. Self-Management (stress and outcome management)

6. Business Acumen.

Estimate and Project

Review each statement and answer the questions. Make approximate projections.

What value have you put on the development of these skills?

Why do we tend to favour short-term techniques over long-term development?

What commitment will you make to gain these high leverage skills?

What can you do?

Do nothing. Hope things get better. (That usually works, doesn’t it?)

Read some more books, watch some DVD’s, go to another informational seminar.

Create a clear plan and get some serious coaching.

A process that works

Define – over some time – what you truly value, your strengths, your passions. Get some feedback from an objective coach.

Analyse your current time allocations in light of the Outcome you desire, your strengths, your Current Reality.

Design a plan for development.

A process that works

Implement the plan with a strong coach holding you accountable, talking through your mistakes and praising you on progress.

Move towards the long-term version of the person you CHOOSE to become where your time is truly your own and your values lead your life.