Time Management

Time Management

March 25, 2014, 2:00 pm Infonex: First Nations Financial Management ConferenceVancouver, Canada

Chris Hylton

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Disclaimer

The information presented to you today is considered to be general best practices for organizations

across Canada. The information is not intended to provide legal counsel

or legal advice.

Agenda

Compass over the clock paradigmHow relationships can control your timeProactive planning processesPlan an effective meetingDeal with time wasters at work &

meetingsGadgets to help manage your timeGet started with an effective weekly

planning tool CG Hylton Inc. 3

Everyone is concerned about time or the use of time

We never have enough time to do everything that you need to do.

We are swamped with work and personal responsibilities, projects, stacks of magazines and piles of books you intend to get to

There are a multitude of projects that you want to get accomplished …only if you had the time.

If you come away with only one thought today

“Make sure that you are working on the right thing”.

I’ll be discussing ideas from 3 different books:

The Effective Executive, Peter Drucker First Things First, Steven Covey Eat That Frog, Brian Tracy

3 Authors

“One of the very worst uses of time is to do something very well that need not be done at

all”

• Peter Drucker emphasizes the difference between effectiveness and efficiency.

• Effectiveness is ensuring that you are working on the right thing while efficiency focuses on performing that task in a productive manner.

• He suggests that the starting point is to keep track of your time for one week noting all the meetings, phone calls, emails, report writing that you do.

• Only after you know where your time is spent can you be efficient in organizing or allocating your time.

The Two Effs

“Before you begin scrambling up the ladder of success make sure

it is leaning against the right building”

Steven Covey discuses the difference between the clock and the compass.

The clock represents our commitments appointments, schedules, goals activities …how we manage our time.

The compass represents our vision, values, principles, mission direction – what we feel is important.

Our struggle to put first things first can be characterized by the contrast between two powerful tools that direct us: (1) the clock and (2) the compass

And when we sense a gap between the clock and the compass. We felt that we were “responding to crises”; “putting out fires”; or “not having time to do what we should be doing.”

Clock and Compass

Covey’s 8 different management approaches to time management…

GET ORGANIZED – assumes problems are caused by lack of order in our life. Can’t find things. In most cases the answer lies in a system, a filing system or in and out box.

WARRIOR - the focus is on the protection of personal time to focus and produce. The time warrior realizes that if we don’t do something to fight back the system will become an avalanche that will bury us alive. Protecting your time can be done through insulation, isolation and delegation.

Covey’s 8 different management approaches to time management…

THE GOAL APPROACH (ACHIEVEMENT) – This approach says “know what you want and focus your efforts to achieve it”. It includes long-term, mid-range and short term planning and goal setting, visualization, self-motivation and creating a positive mental attitude.

THE ABC APPROACH (PRIORIZATION) – “You can do anything you want, but not everything”. It instructs to concentrate your efforts on your most important tasks first.

continued…

THE MAGIC TOOL APPROACH (TECHNOLOGY) – is based on the assumption that the right tool; i.e. – the right calendar; the right planner; the right computer program will give us power to create quality in our lives. The basic assumption is that systems and structures make us more effective.

THE TIME MANAGEMENT 101 APPROACH – is based on the paradigm that time management is essentially a skill – like accounting – in order to function effectively we need to master basic skills in (1) using a planner or calendar; (2) creating a to do list; (3) setting goals; (4) delegating; (5) organizing; (6) prioritizing.

continued…

THE “GO WITH THE FLOW” APPROACH – Getting back to the natural rhythm of living will open our lives to the spontaneity and serendipity that’s natural to our being. It’s based on philosophies of Eastern cultures and biological research.

THE RECOVERY APPROACH (SELF-AWARENESS) –There are essential flaws in the psyche as a result of environment, heredity, scripting and other influences that manifest themselves as self-defeating or dysfunctional time management behaviors. The solution is seen in recovery from the psychological and sociological deficiencies that create the time management problems.

“Doing more things faster is no substitute for doing the right

thing”

• There is an old saying that if the first thing you do each day is to eat a live frog, you’ll have the satisfaction of knowing that it’s probably the worst thing you’ll do all day.

• Using the “eat the frog” metaphor for tackling the most challenging and most important task of your day—the one you are most likely to procrastinate on, but also the one that has the greatest impact.

• You’ll not only get more done faster but get the right things done.

The Live Frog Story

GALILEO…“You cannot teach a man

anything; you can only help him to find it within himself”.

PROCRASTINATION

Procrastination : Putting off the doing of something intentionally and habitually.

If you suspect yourself; ask yourself – why am I putting this off?. If there is no reason. Do it.

PROCRASTINATION is world’s number one time waster. Banish it from your life. There is no time like present to do any work.

POOR DELEGATION

Do not spend time on a work that can be done, to a satisfactory level, by a subordinate.

Delegation saves your time and develops subordinates

Delegation improves results by making fuller use of resources

Delegation implies transferring initiative and authority to another

THE ART OF DELEGATION

Delegation begins with a deep sense of the value and limits of your time.

Managers often complain that they are running out of time when their subordinates are running out of work.

Delegating the more routine or predictable part of ones job is only the first step.

Delegation is not abdication. Some degree of control needs to be maintained.

COMMON TIME MANAGEMENT PROBLEMS OFFICE MIS-MANAGEMENT

Develop an efficient system of office working.

Muddle makes work and wastes time. Strive for good order in your office.

Utilize all resources fully.Handle telephone emails properly.

Don’t let them become a nuisance. To the extent possible, handle a piece

of paper only once.

TIME EFFECTIVENESS IN OFFICES Time can be wasted imperceptibly if

your work area is not organized well. Your desk should be clear of all paper except the specific job on hand. It invites you to think about one thing at a time. Concentration is a great time saver.

Sort papers under : FOR ACTION / FOR INFORMATION / FOR READING / FOR WASTE BASKET, FOR RECYCLING

BOTTOM DRAWER

MAKE TELEPHONE / EMAIL TIME WORK FOR YOU

Emails and telephone calls can be a great time-saving tool

Set aside a period of time for emails and making and if possible, and receiving call

HOW TO CONTROL INTERRUPTIONS

Set a time limit and stick to it.Set the stage in advance: You are very

busy with a deadline in lightWith casual droppers-in, remain standing.Meet in other person’s officeGet visitors to the pointBe ruthless with time but gracious with

people.Have a clock availableUse a call-back system for telephone calls

YOUR CLERICAL ASSISTANT

Transform your celerical support into your Executive Assistant

Your EA can help you save time by Keeping unwanted callers at bay – by

diverting them to appropriate person. Minimizing interruptions; can arrange

meetings, tel calls Dealing with routine issues

COMMON TIME MANAGEMENT PROBLEMS: MEETINGS

Meetings are potential time wasters.Meetings are necessary evil; distractions

from one’s regular work.Try to say ‘No’ to a meeting where you are

not required.Agenda should be definite. Every one

should receive the agenda and relevant papers well in advance.

There should be a finishing time for meeting.

Meetings continued

Do not call a meeting unless it is necessary

Do not call a meeting if the task can be handled by a call or by a small group

Call only those who are involvedHave a written agenda and

circulate to all along with supporting papers

Do not over-pack the agendaAgenda should not have ‘other

items’Start on time, stick to agendaBeware of ‘Hijackers’

Meetings continued

Come prepared (with facts and figures)

Come on timeTalk to the point. Do not try to divert

the discussionDo not try to hijack the meeting

Meetings continued

PLANNING THE DAY

Prepare a list of priorities for the day based on urgency and importance

Get the timing rightMorning is the time for hard workInteresting work, meetings and social

events can take place in off-peak timeHave work-breaks to overcome fatigueLiving 100% in the present improves your

work output

WHAT IS A MONKEY?

A monkey is a next move or an opportunity, or problem which comes to us

‘Monkey Management’ helps to transform from a manager under time pressure to an effective one

MONKEY ON THE BACK

Some ‘Monkeys’ belong to us. However, greatest proportion belongs to subordinates.

Once we pick up ‘Monkeys’ from subordinates, they get the message that we want Monkeys.

By allowing ‘Monkey’ from your subordinates on to your back you volunteered for two things: Accepted responsibility for the problem from him. Promised him a progress report.

Now they will pressure you to do what actually is his job.

MONKEY-ON-THE-BACK

Sometimes colleagues also try to pass on their monkeys to you

Many Bosses are in the habit of passing their monkeys to staff

This snowballs to upward, sideward & downward leaping ‘Monkeys’. These take our all available time with no time to work on our own ‘Monkeys’

So be careful. Do not accept other’s monkeys

21 Time Management Ideas

SET THE TABLE – Decide exactly want you want. Write out goals and objectives before you begin.

PLAN EVERY DAY IN ADVANCE – Think on paper. Every minute you spend on planning you can save 5-10 minutes in execution.

APPLY THE 80/20 RULE - 20% of your activities will account for 80% of your results. Always concentrate on the 20%.

21 Time Management Ideas

CONSIDER THE CONSEQUENCES – Your most important task and priorities are those that can have the most serious consequences on your life or work. Focus on these

PRACTICE CREATIVE PROCRASTINATION – Deliberately put off those tasks that are of low value so you have time to work on what counts

USE THE ABC METHOD - Before you work on a list of tasks, take a few minutes to organize them by value and priority

FOCUS ON KEY RESULTS AREAS – Identify and determine those results that you absolutely, positively have to get done and work on them all day long.

THE LAW OF THREE – Identify the three things you do in your work that account for 80% or 90% of your contribution, focus on them.

PREPARE THOROUGHLY BEFORE YOU BEGIN – Have everything you need at hand before you begin. Assemble all papers, material, numbers etc. before you start.

21 Time Management Ideas, ctd.

TAKE IT ONE AT A TIME – You can accomplish the biggest and most complicated job if you complete it one step at a time.

UPGRADE YOUR KEY SKILLS - The more knowledgeable and skilled you become at your key tasks, the faster you will finish them.

LEVERAGE YOUR SPECIAL TALENTS – Determine what you are very good at doing, and throw you whole heart into those specific things very, very well.


IDENTIFY YOUR KEY CONSTRAINTS – Determine the bottleneck or choke points, internal or external, and focus on alleviating them.

PUT THE PRESSURE ON YOURSELF – Imagine you have to leave work for a month and work as if you had to get all you tasks completed.

MAXIMIZE YOUR PERSONAL POWER – Identify your periods of highest mental and physical energy each day and structure your most demanding tasks around these times.


MOTIVATE YOURSELF INTO ACTION – Be your own cheerleader. Focus on the solution not the problem

GET OUT OF THE TECHNOLOGICAL TIME SINKS - Use technology to improve the quality of your communication but don’t be its slave

SLICE AND DICE THE TASK – Break down large, complex tasks into manageable pieces


CREATE LARGE CHUNKS OF TIME – Organize your day around large time frames where you can concentrate to do important tasks

DEVELOP A SENSE OF URGENCY – Make a habit of moving fast on your key tasks. Become known as a person who does things quickly and well.

SINGLE HANDLE EVERY TASK – Set clear priorities, start immediately on your most important task and then don’t stop till it’s done.


Conclusion …

Develop the habit of eating your frog first thing every day

This is a learnable skill you can acquire through repetition. When you develop the habit of starting on your most important task before anything else, success is assured

In his book The Greatest Salesman in the World, Og Mandino gave 10 steps to success. The first being “I will form good habits and become their slave”

Personally, time management is a work in progress like being organized- you never really get there...just constant improvement and striving to be better

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