No Time For Time Management

No Time for Time Management!

Agenda

•About Laura•Expectations•Priorities•Time Analysis•Action Plan•Time Management Tips•Summary

About Laura

Education•BA – Communications

•University of Illinois at Chicago

•MBA – International Business •Lake Forest Graduate School of Management

•CPCC (Certified Professional Co-Active Coach) •The Coaches Training Institute

About Laura

Experience•Rust-Oleum Corporation

•Industry Marketing Specialist

•AkzoNobel Aerospace Coatings •Global Marketing Communications Manager

•LifeQuest Alliance•BussinessLife Coach

Expectations

What do you expect to get out of this presentation?

No Time for Time SELF Management!

Priorities

PrioritiesStephen Covey - First Things First

“I attended a seminar once where the instructor was lecturing on time. At one point, he said, ‘Okay, time for a quiz.’ He reached under the table and pulled out a wide-mouthed gallon jar. He set it on the table next to a platter with some fist-sized rocks on it. ‘How many of these rocks do you think we can get in the jar?’ he asked.”

Priorities

“After we made our guess, he said, ‘Okay. Let's find out.’ He set one rock in the jar . . . then another . . . then another.  I don't remember how many he got in, but he got the jar full. Then he asked, ‘Is this jar full?’  Everyone looked at the rocks and said, ‘Yes.’"

Priorities

“Then he said, ‘Ahhh’ He reached under the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar and the gravel went in all the little spaces left by the big rocks. Then he grinned and said once more, ‘Is the jar full?’"

Priorities

“By this time the class was on to him. ‘Probably not,’ we said.  ‘Good!’ he replied. He reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all of the little spaces left by the rocks and the gravel. Once more he looked and said, ‘Is this jar full?’  ‘No!’ we roared.” 

Priorities

“He said, ‘Good!’ and he grabbed a pitcher of water and began to pour it in. He got something like a quart of water in that jar. Then he said, ‘ Well, what's the point?’  Somebody said, ‘Well, there are gaps, and if you work really hard you can always fit some more things into your life.’”

Priorities

“’No,’ he said, ‘that's not really the point.

The point is this:

Put the

Big Rocks

in First!’”

Priorities

Priorities

• Where should your time should be spent according to your goals? • What are the “Big Rocks?”• Establish priorities based upon responsibilities and resources. This establishes a relationship between what you want to accomplish and what you are currently doing.

Tools:•Scale of 1 -10•WIN – WHAT’S IMPORTANT NOW?•Urgent vs. Important Matrix•Default Calendar•Time Management Systems

Urgent vs. Important

Matrix

Urgent Not Urgent

Important

Quadrant of Necessity(DO NOW)

1- Complaints & Crisis- Demands from

superiors/customers- Planned tasks due now- Meetings/appointments- Reports/submissions- Fire fightingSubject to confirming the importance and the urgency of these tasks, do these tasks now. Prioritize according to their relative urgency.

Quadrant of Leadership & Quality(Plan To Do)

2- Planning/scheduling- Research/investigation/designing/testing- Networking- Thinking/creating/modeling/designing- Systems development- Anticipation/prevention- Developing change/direction strategyCritical to success: planning, strategic thinking, deciding direction and aims, etc. Plan time-slots and personal space for these tasks.

Not Impor

tant

Quadrant of Deception(Reject & Explain)

3- Trivial requests from others- Apparent emergencies- Ad-hoc interruptions and

distractions- Pointless routines/activities- Accumulated unresolved trivia- Boss’s whims or tantrumsScrutinize and probe demands. Help originators to re-assess. Wherever possible reject and avoid these tasks sensitively and immediately.

Quadrant of Waste(Resist and Cease)

4- ‘Comfort’ activities, computer games, net

surfing, excessive breaks- Chat, gossip, social communications- Daydreaming, doodling- Reading nonsense or irrelevant material- Unnecessary adjusting of equipment, etc.- Embellishment and over-productionHabitual ‘comforters’ not true tasks. Non-productive, de-motivational . Minimize or cease altogether. Plan to avoid them.

PrioritiesDefault Calendar

Monday Tuesday Wednesday Thursday Friday Saturday Sunday6:00

Health (Workout, Meditate, Break, Short Walk, etc.)

6:30

7:00

7:30Travel Meal

Meal Household Priorities 8:00Check voice/e-mails

(Unexpected Interruptions)

8:30Prioritize Must Do's/Should Do's Family Time

Phone Calls/E-Mails - Progress Reports from Project Contributors/Delegate

9:00Project Work/Must Do's

9:30

10:00 Errands

Travel 10:30Meetings

Priorities

Time Management Systems

- PDA- Pocket PC- Calendar (electronic or paper)- Project management software- CRM system

- Task reminders, etc.

Time (Self) Analysis

• How you are spending your time?• Are you spending your time and energy on tasks that are unrelated to your most important goals? • Are interruptions or distractions consuming more of your time than you realize? • When reviewing your activities ask yourself “What would happen if this was not done at all?”

Time (Self) Analysis

Time-Use Matrix

Time (Self)Analysis

Date Travel Time Meals Meetings Phone Calls Project Work Check voice/e-mails InterruptionsPersonal Time

6:00

6:30

7:00

7:30

8:00

8:30

9:00

9:30

10:00

10:30

Time-Use Summary

Time (Self) Analysis

ACTIVITY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY TOTAL AVERAGE PER DAY %

Travel Time 120 120 120 120 120 90 30 720 102.9 4%

Meals 45 45 60 90 90 45 75 450 64.3 3%

Meetings 120 60 30 60 0 0 0 270 38.6 2%

Phone Calls 100 85 120 45 190 20 25 585 83.6 3%

Project Work 180 120 60 70 140 120 40 730 104.3 4%

Check voice/e-mails 60 55 45 45 30 20 15 270 38.6 2%

Interruptions 60 25 10 5 20 25 15 160 22.9 1%

Personal Time 120 140 100 90 130 30 190 800 114.3 5%

Time (Self) Analysis

Time Management Questionnaire

Planning Your Time

1. Does my present schedule allow enough time for planning?

2. Do I plan each day in advance?

3. Do I make frequent cancellations or changes of schedule?

4. Would more time spent on planning help?

5. Do I constantly prioritize tasks?

6. Do I habitually consider the time implications before agreeing to additional activities?

Time (Self) Analysis

Time Management Questionnaire

Tools & Techniques

1. Do I use an agenda to keep meetings on target?

2. Do I deal repeatedly with the same problems due to lack of a written policy/procedure statement?

3. Do I make use of appropriate office equipment & technology to streamline the use of my time?

4. Do I work with a personal calendar or PDA?

5. Do I consciously attempt to keep written communications short and to the point?

6. Can I take steps to control frequent interruptions?

7. Do I save up several short, non-pressing items before calling a conference with someone?

Time (Self) AnalysisTime Management Questionnaire

Your Time Use

1. Am I frequently late for meetings/appointments?

2. Is the amount of time I spend on various activities proportionate tot the amount of time I think I should spend on them?

3. Do I respond in a timely fashion correspondence?

4. Do I regularly work more than my scheduled hours?

5. Do I procrastinate?

6. Do people frequently have to wait in order to see me?

7. Do I frequently have to take work home?

8. Do I want to take work home?

9. Are production dates consistently met in my department?

10. Do I have too many phone interruptions?

11. Can my telephone work be more effectively handled?

12. Am I interrupted too often by people with questions?

13. Could I develop a procedure to streamline the interruptions and questions?

14. Do I have time to read professional journals, etc. to keep up-to-date on the latest developments in my field?

Common Enemies of Time

1. Procrastination

- Creates challenges and consumes time

- Caused by inappropriate, preconceived attitudes, fear of

failing, the lack of inertia, or the basic lack of planning.

- Deprives us of satisfaction, success, happiness and time to

do what we really want to do.

Time (Self) Analysis

Common Enemies of Time

- Can be significantly reduced by:-Developing a conditioned response to the tasks you procrastinate

1. Set a goal to complete a task/project

2. After completing the task, reward yourself with something that is pleasurable for you

- The body releases endorphins- the feel good hormone-Over time with repetition, you will come to associate feeling good with completing a task/project-You won’t procrastinate as much

Time (Self) Analysis

Common Enemies of Time

2. Distractions

3. Inability to say “NO.”

4. Inability to delegate

5. Improperly managing interruptions/distractions

Time (Self) Analysis

Time (Self) Analysis

Action Plan

Action Plan1. List ALL of your tasks and action items personally and professionally

2. Prioritize your tasks/activities

1. Divide into “Must Do” and “Should Do” lists

1. Must Do – What needs to be done today?

- Will my family or work suffer if I fail to do this today?

- Prioritize working on this list immediately in order of priority.

- Use a scale of 1-10

2. Should Do – After completing the items on your ‘Must Do’ list, prioritize your items on your Should Do list.

- What can be delegated?

- What can be eliminated?

- Start working on this list in order of priority.

- Use a scale of 1-10

2. Use Urgent vs. Important Matrix

3. Review & prioritize your lists at the start of each day.

- Life happens; priorities and necessary actions change.

4. Identify the best use of your time – Delegate whatever you can. Focus on the 20% of your work that will give you 80% of the results.

Time Management Tips

Time Management Tips

1. The 2 Minute Rule – Will the task will take less than 2 minutes?

- Do it, Delegate it, or Drop it!

2. Just say “NO” – Don’t accept invitations due to guilt or pressure. If you take on more than you can handle, you won’t have enough time to do anything well.

3. Delegate – You know what to do!

4. Plan for Meetings

- Develop & distribute an agenda prior to the meeting

- Start & stop on time.

- Take notes during the meeting including:

- What was discussed

- Decisions made

- Actions taken/who is taking them.

Time Management Tips

5. Remove the clutter

- When you finish tasks, file the papers immediately.

6. Create a default calendar

- Set specific times to check e-mail, text messages, voice mail, etc.

- Set specific times for specific activities when your energy level aligns with the action.

- Include some time alone for yourself where you are undisturbed.

7. Avoid distractions before they begin.

- Turn-off the e-mail pop-up.

- Turn-off the phone ringer (when appropriate)

- If you work from home, plan around the family’s schedule or find a location that is free of distractions. (Laundry, animals, etc.)

8. Use idle time wisely

- Waiting time in doctor’s office, airport, in traffic, public transportation.

- Listen to an audio book/read a magazine

- Work on your Must Do/Should Do lists

- Bring paper/pen - write down those ideas that bubble to the surface

Summary

Summary

• Priorities• Time (Self) Analysis• Action Plan• Time Management Tips

Homework

- What will you commit to today?- When will you complete it?- How will I know?

ExpectationsWere your expectations met?