No Time? Yes Time! Cut the Junk And Get More Done At Work and At Home.

Panelists:

Brandon Burling – Ticket Office Manager, Illinois State University, College of Fine Arts

Amy Constantine- Kline – Patron Services & Marketing Manager, MCG Jazz

April Moon – Ticketing Service Manager, The Corporation of Massey Hall & Roy Thomson Hall

Moderator:

Judi Pressman – Director of Marketing, Ticketpro Inc. (Canada)

NO TIME? YES TIME!

LET’S PLAY A GAME!

Jot down 10 things you did at work

yesterday (no order, no prompts, no

comments); on a sheet of paper.

Now on a separate piece of paper jot down the 5

topics that you expect to discuss at your next

appraisal/performance review.

WHAT DID YOU NOTICE?

Look at the two lists together and circle on the first list all the things which have a direct

link to the second list.

Did you recognize that you spend time on things which have little or no consequence

to your performance? Plot the list of 10 things on an "Importance/Urgency" grid. You

need to concentrate on the "important & urgent/non-urgent(therefore, planned)

activities.

PANELIST – BRANDON BURLING

“Building a schedule...and continually adding things on top of it.”

BRANDON BURLING

• Father of two boys

• T-Ball coach

• Avid runner and slow-pitch softball player

• Board Member and participant of Pekin Civic Chorus

• Die-hard St. Louis Cardinals fan

• I'm also a member of the INTIX Wellness Task Force and Chicago Conference committee

• Full-time ticket office manager for the College of Fine Arts at Illinois State University.

• Box office manager for the Illinois Shakespeare Festival

PANELIST – AMY CONSTANTINE- KLINE

“Staying on task: I cannot stay on task without

lists. With so many things to do, thinking linearly is

the only way for me to get things done.”

AMY CONSTANTINE-KLINE

• Mother of 1, wife of a UPS man with unpredictable hours

• Brownie Girl Scout leader

• Part-time runner / yogi

• Part-time Arts Consultant

• During baseball season, I’m a part-time ticket seller for the Pittsburgh Pirates. Who are better than the Cardinals, no matter what anyone says.

• Full-time patron services and marketing manager for MCG Jazz in Pittsburgh

• INTIX social media chair and wellness task force chair and am now a newly elected board member.

• INTIX Chicago programming committee

PANELIST – APRIL MOON

“At work and at home, my time is not my own”

APRIL MOON

• Mom of 3. Aged 14,8,5.

• Kids are active with the usual stuff: guitar lessons (1 kid), swim lessons (3 kids), Taekwondo (2 kids), house league and select hockey (1 kid, 2 teams), figure skating (1 kid)

• Husband works full time as Product Manager for a Ticketing Software company. His job requires business travel.

• OPTA- I have served as Executive and general Board member. Currently I am a link between INTIX and OPTA.

• INTIX- I am currently the Board liaison to the Education Committee. This committee is responsible for conference content and producing 3 webinars per year.

• I am an active Board member on a parent run daycare that manages a staff of 15, with an annual operating budget of $700,000. I have been on the board for 10 years, and have held

• I sit on the Junior school Parent council. Responsible for running the Fun Fair, which is a one day fundraising event for the school. It is the biggest source of revenue that we have. I have ran it for 9 years. I have grown the earned revenue from $3,000 to $20,000.

• High School Parent Advisory Committee member, in my first year.

APRIL MOON

• Ticketing Services Manager. Been at MH/RTH for 16 years. Job description is blurred. Generally I coach, hire, train full time staff and part time supervisors. Manage, build, and work about 45 events per year. Responsible for the execution of all events and promoter relationship thru the coaching of 3 Ticketing Services Coordinators who are solely responsible for show management from on sale to settlement on the night of the event. Act as Industry insider or specialist for department.

• Our department structure- 2 managers 6 full time staff with specific roles

Ticketing System Analyst Group Sales and Membership Coordinator Staff Supervisor 3 Event Coordinators

6 highly skilled supervisors who work part time 25 Customer Service Supervisors who work part time

BRANDON’S TIMELY ADVICE

What Makes Time So Special? Quotes

“Time is the coin of your life. It is the only coin that you have and only you

can determine how it will be spent.” – Carl Sandburg

“We must use time as a tool, not as a crutch.” – President John F. Kennedy

“Regret for wasted time is more wasted time….” Mason Cooley

BRANDON’S

TIMELY ADVICE

We’re All Given The Same Amount Of Time

Important to be effective with our time – not “busy”

Non-renewable resource – once it’s gone, we can’t get it back;

it’s what we make of it that determines its value

BRANDON’S

TIMELY ADVICE

WHAT IS IT THAT WE ULTIMATELY WANT?

BRANDON’S

TIMELY ADVICE

How We Live Our Life Is Our Choice

o Important to discover what our “life purpose” is – what “calls

us;” forces us to do our job (and do it well),

o It’s up to us to choose what to do with our time (being that

it’s limited)

o What ultimately matters to us?

o “Find our rhythm” and get the

most out of the time that we

have (both professional and personal)

BRANDON’S

TIMELY ADVICE

3 Steps

1) Discovery – Look at where we are now.

2) Intention,- Make a plan to get where we want to be.

3) Action – DO IT!

BRANDON’S

TIMELY ADVICE

And Schedule Everything!

BRANDON’S

TIMELY ADVICE

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Schedule Everything

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Get an App for Your Family Calendar

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

COZI

Allows for family schedule, to do list, grocery list.

We can all see the items and it’s FREE!

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Team*Snap

I schedule my Brownie troop this way and even collect payments

from them and it’s (sorta) FREE!

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Schedule Appointments With Yourself

• Schedule exercise

• Schedule phone calls to doctors, pharmacy,

etc.

• Schedule reminders

“How did you get that done in 365 days

(10 minutes, 1 hour, 1 day etc)?”

“I used every single one of them.”

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Multi-task Things That Make Sense

Call recorder app:

Call Recorder or Record My Call.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Single-task Items That Don’t Work

I cannot:

• Talk on the phone and write an

email at the same time.

• Have a conference call in the box

office.

• Listen to webinars and get other

things done.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Streamline Office Techniques

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Turn Off

Email notifications: no bing bongs, no corner notifier, no mimes.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Turn Off

• No social notifications

during working hours.

• Llama app

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Make your office comfortable for you.

Make it uncomfortable for others.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Keep Calls Short

• Stand during the call.

• Start by announcing goals for the

call.

“Hi, April. It’s Amy. This won’t take long.

I wanted to talk to you about our INTIX

presentation. Do you have 10 minutes?”

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Have something in view to do next

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

Take a Hint From Your Dog

• He always knows when it’s

time to play, time to eat, time

to sleep.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

• Don’t read time management books.

• If you have time to read about time management, then you’re already a pretty good time manager.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

No sitting

• Don’t sit down at

night until you are

done being productive

for the day.

AMY -- MANAGER,

MOM-AGER, WIFE-AGER

APRIL’S BALANCING ACT

Schedule Everything!

APRIL’S

BALANCING ACT

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Dec 1 2 3 4 5 6 7

Massey Hall St Michael's 7:30

Roy Thomson NGL 8 NGL 8 TSO 7:30pm TSO 7:30pm

WGT Dala 8

Holiday Party

PT Supervisor na na 9-3 IM/tr EE MH op-duty

PT Supervisor 5-bu 12-TSO duty

PT Supervisor 5-RTH bu 12-5 EM 3- WGT tr

PT Supervisor

PT Supervisor 4- RTH duty 4-RTH duty 9-2 tr prep

PT Supervisor RTH op tr-12 12-TSO tr RTH op-2

PT Supervisor

Ticketing Services Application Analyst 9-5 open 9-5 10-6 9-5

Ticketing Operations and Customer Relations Manager 9-5 9-5 9-5 9-5 9-5

Ticketing Services Coordinator open 9-3 open 10:30-630 off RTH op-TSO

Group Sales and Membership Coordinator vac vac 10-6 10-6 open

Ticketing Services Manager 9-5 tr KM 8-3 10-5 12-WGT duty 10-3 4- MH bu

Ticketing Services Coordinator 9-5 10-6 10:30-6:30 9-5 9-5

Ticketing Services Staff Supervisor 10- 6 9-5 9-5 open 8-4

Dec 8 9 10 11 12 13 14

Massey Hall St Michael's 3pm JLCO 8 Johnny Reid 7:30

Roy Thomson TSO 3pm TSO 8pm TSO 2/8pm Barra McNeils 8 Salvation Army 7:30pm

WGT The Bad Plus 8

PT Supervisor 9-5 LN open tr KM 12 tr - duty 10:30-6:30 IM/LN 4- RTH duty tr

PT Supervisor MH open 4-TSO eve duty MH bu tr

PT Supervisor 4- TSO duty TSO mat duty

PT Supervisor MH op-duty MH bu na

PT Supervisor 9-5 5-RTH bu MH duty RTH op-4

PT Supervisor 11-TSO mat duty RTH op-12 tr MH op-bu tr

PT Supervisor

Ticketing Services Application Analyst 10:30-6:30 9-5 8-4 9-5 10-6

Ticketing Operations and Customer Relations Manager 9-5 9-5 9-5 9-5 9-5

Ticketing Services Coordinator 9-5 open off 9-5 MH open tr 3-WGT duty

Ticketing Services Coordinator 9-5 tr 12-RTH duty tr off (14) RTH op- duty tr

Group Sales and Membership Coordinator open 9-5 9-5 9-5 open

Ticketing Services Manager 12- MH bu 10-5 8-4 8-2 open-3 8-3 3- RTH bu

Ticketing Services Coordinator RTH op-duty 3- MH duty 10-6 10-6 10-6 off (8)

Ticketing Services Staff Supervisor 9-5 8-4 10-6 9-5 9-5

APRIL’S

BALANCING ACT

LIVE BY THE CALANDER AT

WORK AND AT HOME!

Time For You

Book lunch in your calendar everyday

and take it away from your desk!

APRIL’S

BALANCING ACT.

Time With Others

Book coffee breaks and invite people to go with you. This will

keep you accountable to your breaks!

APRIL’S

BALANCING ACT.

Make to do lists and review them often

APRIL’S

BALANCING ACT.

Time Well Spent

Create your work target list for tomorrow

as the last task that you do today!

APRILS

BALANCING ACT

Use Technology!

APRILS

BALANCING ACT

E ngage, Coach and Delegate at Work and

at Home. It Takes A Village…..

APRILS

BALANCING ACT

Delegation is a cross-training tool!

APRIL’S

BALANCING ACT

Do what is important first!

APRIL’S

BALANCING ACT

O.K. To Say No

If you have to say no, follow it up with a suggestion of when you

could fit the task into your schedule or suggest a resource that

can complete the task!

APRIL’S

BALANCING ACT

Take A Leadership Role

Assign age appropriate jobs at home with all kids.

Co-lead and co-parent.

APRIL’S

BALANCING ACT

Family Structure

You cannot change or reorganize your family structure.

Use it to your advantage.

APRIL’S

BALANCING ACT

Double Dip… Always

APRIL’S

BALANCING ACT

Keep your task lists close!

APRIL’S

BALANCING ACT

Squeeze Out Every Minute Grocery shop on your lunch hour.

APRIL’S

BALANCING ACT

5 Minute Break Focus on any task that can be completed

while you wait for others!

APRIL’S

BALANCING ACT

IN CLOSING

Taking Charge – It’s All In the Planning!

IIN CLOSING

10 Thing To Remember About Time 1) Choose how to spend your time wisely.

2) Tackle tasks quickly, do not procrastinate.

3) If you feel procrastination creeping in, research new ways to get things done.

4) Dispose of tasks that cause clutter and hamper your progress.

5) Delegate whenever possible.

6) Promote yourself to leader.

7) Practise effective leadership at all times.

8) Build a network of contacts and resources to help you out.

9) Employee different strategies to suite your needs at different times.

10)Keep an open mind to new ways of doing things.

IN CLOSING

WORK TOOLS

1) Trello - free web-based project management

application

2) Hootsuite - social media management system

3) Todolist - online task management

4) TimeDriver – appointment scheduler

5) Rescue Time – keep track of where you (or your

team) are spending your time each day.

6) Pen and Paper – write it down

In Closing

IN CLOSING

10 Things To Remember about Life 1) Your state of mind is entirely up to you.

2) Spend time doing what makes you happy, joyful, fulfilled.

3) Plan for what you want to happen.

4) Monitor what you think and do, and make changes if you want to achieve better results.

5) Learn something new every day.

6) Try something new every day.

7) Have fun.

8) Hone the abilities of your unconscious mind.

9) Be open-minded and flexible.

10) Determine the personal benefits of everything you do and use these to motivate you to greater results.

Life Tools

1) Google Calendar

2) My Fitness Pal - keep track of workouts and

calories

3) ConZentrate:Om Meditation - reduced stress and

better concentration.

4) Remember the Milk – reminders from to-do list

5) Bill Tracker - stay on top of your bills

6) Whiteboard or Chalkboard

IN CLOSING

IN CLOSING

IN CLOSING

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No Time? Yes Time!