shpe time management
DESCRIPTION
Workshop leveraged from many sources, discussing how to manage time to be more effective and productiveTRANSCRIPT
Time Management
RLDC 1Barry Cordero
SHPE National VP
Agenda
Gaining control of your dayHandling competing prioritiesGetting organizedManaging yourself and othersDon’t let stress control you
10 Golden Rules of Time Management
Identify how you spend your timeIdentify your “prime time”Do tomorrow’s planning tonightAsk yourself “why am I doing this right now?”Handle each item once
10 Golden Rules of Time Management
Plan your work but work your planDelegate whenever possibleDelegate wiselyIdentify high payoff items, spend the most time on thoseConcentrate on results, not on keeping busy
Identify your current chaosIs this you? Always Often Usuall
ySometimes
My desk is covered with piles of papers, files and books
My computer files are disorganized
My computer is not backed up
I’m often late and miss appointments
My email inbox is always full
I struggle with conflicting deadlines and demands on my time
I don’t know which are my real priorities
I start one task, get distracted and move to another
I always complete items right before they are due
TAKING CONTROL OF YOUR DAY
What are the biggest productivy killers?
Poor PlanningBe realistic
Personal DisorganizationDisorganization > Stress > More Disorganization > More Stress
ProcrastinationEasy to do (especially today)Focus on the feeling of completing tasks
Improve your personal effectiveness
Schedule personal time and stick to itBe results oriented and set real goalsFocus on one (or maybe two) tasks at a timeLet go of perfectionism
Strive for excellence
Mentally prepare
Mental Preparedness
Mental Preparedne
ss
Emotions
Environment
Body
Mind
• Take Pride in Accomplishments• Use hatred of guilt to motivate
• Clear away distractions
• Have all supplies needed
• Turn off phone• Close browser• Close email• “Do not disturb”• Good lighting• Comfort
• Exercise regularly• Sleep• Minimize stimulant use
• Shutoff Negative thoughts
• Visualize completion of goals
• Consider consequences of not doing now
Prevent chaos from interrupting
Announce time limit: “I only have 5 minutes”Use Walk-Talk method: “Can we talk while we walk?”Get to the point assertively “Maria, what can I help you with?” (use sparingly)
Try: “Sorry, I am way behind, what’s going on?”
MANAGING COMPETING PRIORITIES
Set Goals/ObjectivesUse SMART
Specific – Clearly what does done look likeMeasurable – Some way to determine if you’ve completedAttainable – Can actually be done in your term or with your time/resourcesRelevant – Related to your education or chapter successTimely – Have a date (or even time) to be done
Put your goals in writing
Non-Written goals are the first to be ignoredWriting goals with your chapter allows discussion and alignment about prioritiesAssign an owner to tasks/sub tasks in writing
Ensure there is agreement or nothing will happen
Managing conflicting priorities
II I
IV III
Urgency
Impo
rtan
ce
Delegate or put-off Delegate if possible
Prioritize and CommencePrioritize and Commence
DelegationWhy?
Allow others to develop skillsWork more efficiently, free up time to focus on Quadrant I/II
What to delegate?Routine stuffTechnical expertise itemsItems enjoyable to othersItems you know very well
Do not delegateLong range planningStrategic planningSelecting team membersRewarding team membersDifficult situations
9-Point Delegation ChecklistGive the necessary authorityProvide necessary resourcesProvide ALL pertinent informationCommunicate the objectiveMake expectations clearHold them accountableGain acceptanceEvaluateReward success
Let’s talk
Why do you hate delegating?
How could you overcome this?
GETTING ORGANIZED
Theory of contexts
The learning curve and switching task types Schedule your day around contexts
Maintain your tasks in this order
The problem with multitasking
Time to switch between mental processes is time-consuming and inefficientLeads to stress and irritabilityLeads to disorganization and errors
May be ok for simple, repetitive tasks
How do you rate?
Do you check your email every time you get a new one? Texts?Do you fear turning off your cell? Losing it?While talking to someone, do you text others?Do you text during lecture? Studying?
Take control of phone callsScreen your calls
Phone on silentIgnore texts
Set time to make calls, respond to voicemail daily
Get to the point. Replace “how are you?” with “I need to talk to you about x”
Leave voicemails with availabilityAvoid phone tag
USE FOLDERS!Project foldersClass folders“projects on hold”“opportunities”
Use task management to respond to emails. Set date/time, etc. for responsesUse your calendar and alerts
Clarity in Communication Use simple words Use active voice
Active: “The email needs to be sent out by Friday”Passive: “Juan, please send the email before Friday”Active: “I made mistakes”Passive: “Mistakes were made”
Get Feedback: “What is your understanding of the task?”Try to use correct grammar, tense and good style to maintain credibility
Standardize your workTime Duration Task Conte
xtDays
6am Workout Out-About
MWFSu
7:30AM 30m SHPE Email Computer
Daily
4:30PM 30m SHPE Email Computer
Daily
12pm 1hr Review First Half Lecture notes Library
M-F
4pm 1hr Review Second Half Lecture notes Library
M-F
7p 30m Phone Calls Phone M-F
11p 30m Clean apartment Apt TRSu
11:30p 6.5hr Sleep Apt Daily
What are you going to do to get organized?
MANAGING YOURSELF AND OTHERS
Listeners: 5 typesPretend Listeners:
Nod, yes/no
Selective Listeners: Only when it interests them or to avoid caught
Attentive ListenersListen only to share their own experience
Interactive ListenersListen, paraphrase, question but still sellfish
Empathetic ListenersListen attentatively, question, try to truly understand the speaker
Exercise
Choose a listening typeOne speaks one listensSwitch roles
Excellence vs PerfectionPerfectionists
Miss a deadline bc it’s “not good enough”Wants everyone to believe they are perfectConstantly question own abilityRarely delegate bc nobody can do as wellOften stressed, easily burnt out
Excellence
Always doing their bestProvides exceptional performanceOpen to feedback to improveSets and meets realistic deadlinesDelegates when appropriateRelaxed and easy to talk to
USA method to saying “No”Understanding statement
“Regina, I know this problem is important”It is to them and maybe even to you, but not urgent or planned
Situation statement“I’m working on a report I promised myself I’d finish by 11am”
Action statement“Let’s get together at 2:15pm in the student center and discuss it”
Follow up with task owners
Schedule regular status meetingsThis is not micromanaging
Try to understand project progress and resource, time constraints
Prod by sharing own struggles
Offer support, suggestions for getting back on taskReassess deadlines
Manage yourself first
Put your grades above all elseGet help when you need itShare your schedule with othersHold others accountable and get them to hold you accountableStudy together, but stay focused (try lyric-free music)
Increase your valueKeep a positive attitudeIncrease skills in areas your boss and the org needs themLearn how to express your ideas clearly (practice if necessary)Be prepared: Arrive early and do your homeworkCompliment your boss and others on good workHelp your boss look good
Get Recognition at work
Speak up about your accomplishmentsPublish in the company newsletterParticipate in extracurricular activities (SHPE Professional Chapters)Volunteer in your community (SHPE)
MANAGING STRESS
How are you handling your stress?Question T/
F?
I feel too tired to work or do hobbies
I am late for work, class or appointments at least once a week
I often feel sad, depressed or bored
I am working longer and harder but not making any progress
I am frequently irritable, impatient, grumpy or short tempered
I have frequent headaches, stomach aches, recently gained/lost weight
I have a relationship that is troubling me.
I am hanging onto a relationship because I feel I have to
I often wish I was somewhere else
I am unable to relax without drugs or alcohol
I take myself and my image to others very seriously
I am under pressure to succeed all the time
Score
0-3: Cool cat3-6: In the frying pan6-10: In the fire burning10-12: Burnt and blackened
Stress affect mental and physical
Negative impact of stressLowered resistance to illness and diseaseLeads to loss in relationships• Stressed people are difficult to be around
and often don’t make effort to nurture relationships
Causes an out-of-control feeling• Make more mistakes, cause stress around
them• Susceptible to shutting down, affective
everyone
Handling “it”
Look at the situation, determine what “needs to be done”Consider available options
Is there a time frame?Are there others who can help?
Breathe…. Write a quick plan of actionDo your best to not sacrifice sleep and exercise for stress
11 step plan to avoiding burnoutFocus on you
Determine why you are always in a hurryDevelop a support group (someone to vent to)Determine how much sleep you need and do it regularlyEat nutritious foods, plan meals, drink waterExercise regularly
Control what you can
Focus on one task at a timeVisualize calmTake some time hourly to do nothing.. Breath, relaxSeek privacy whenever possibleAvoid stimulants and depressantsReject perfectionism
Final thoughts
Create a standard scheduleStay healthyDo the right stuff one at a timeAllow yourself to focusControl what you canCommunicate wellDon’t try to be perfect