time management - 1 january 5, 2005 bill mygdal, edd

Time Management - 1

January 5, 2005Bill Mygdal, EdD

Topics For Today

Objectives of seminarYour time management issuesRationale -- why bother?Temperament exerciseTwo questionsUrgency IndexTime management quadrants Two observations

Objectives

Fellows will be able to:• Appreciate how temperament

type influences time management choices.

• Describe and appreciate Covey's time management matrix.

• Determine whether or not they have an "urgency addiction.”

Objectives

• Determine how much of their time they spend in each of the four time management quadrants each week.

• Improve their Quadrant II time management skills.

• Use visualization, reflection, journal writing and other methods to develop a personal mission statement.

Why Bother?

1. Productivity -- "There is always enough time to accomplish the important things in your life."

2. Job satisfaction3. Interpersonal

relations

Why Bother?

4. Reduced time anxiety

5. Better health 6. Self-management

a. What we do is what we are --

b. When your time's up -- you're done! (Ben Franklin)

Why Bother?

7. Paradox -- Everyone has all the time there is, yet a) Some people never

have enough b) While others get

done most of the goals they aspire to

Why Bother?

8. Myths: 1. busy = good job2. more time =

better product / effort

9. Truth: 1. Work can expand

to fill the time available (Parkinson’s Law)

Temperament and Time -- SJ’s

Assets Best organizedMost grounded in sensate realityMost realisticCan throw things out

LiabilitiesRigid about schedulesHooked on responsibilityCan’t relaxHate to wait for others

* Sandra Krebs Hirsch. Using the MBTI in Organizations. Consulting Psychologists’ Press.

Temperament and Time -- SP’s

AssetsMeet immediate needs of situationRespond quicklyHandle emergencies wellAdapt to scheduled changes

LiabilitiesScatter their effortsChange directionsAct as if there’s always tomorrowAre bowled over by the moment


Temperament and Time -- NF’s

AssetsSensitive to people and their timeGive people all the time they needSpend time in rich full social lifeUse time for finding life’s purpose

LiabilitiesCan’t say noFeel guilty if don’t give others timeNeglect own time needsSpend time with people first, task later


Temperament and Time -- NT’s

AssetsThink of time as conceptual, impersonalPlan time step-by-stepProportion time fairly to individualsUse time precisely

LiabilitiesFeel no need to act after thinking through somethingDevote themselves to intellectual work with no playHave no time for others’ prioritiesForget to include others’ commitments in planning


Presidential Temperaments*

SJ (Guardian) George WashingtonNT (Rationals) Thomas Jefferson

Abraham LincolnSP (Artisan)Theodore Roosevelt[NF (Idealist) No Idealist Presidents!]

* from www.keirsey.com

The Urgency Index

What are your self-ratings?

Surprises?Discussion?

0 – 25 Low urgency mind-set

26 – 45 Strong urgency mind-set

46+ Urgency addiction

Two Questions from Stephen Covey

What is the one activity that you know if you did superbly well and consistently would have significant positive results in your professional or work life?

What is the one activity that you know if you did superbly well and consistently would have significant positive results in your personal life?

Covey’s Time Mgt. Quadrants

Urgent Not Urgent

Important

Quadrant ICrisesPressing problemsDeadline-driven problems,

meetings

Not Important


Urgent Not Urgent

Important


meetings

Quadrant IIPreparation, preventionPlanning, clarify valuesRelationships,

empowermentRe-creation

Not Important


Urgent Not Urgent

Important


meetings



Not Important

Quadrant IIIInterruptions, some phone

callsSome mail, e-mail,

meetingsPressing matters, popular

activities


Urgent Not Urgent

Important


meetings



Not Important




activities

Quadrant IVTrivia, busywork, some callsEscape activities, some mailExcessive TV, time wasters

Two Observations

1. Where do I get the time to spend in Quadrant II?

• The primary place is Quadrant III • Time spent in Quadrant I is both urgent and

important -- we already know we need to be there. • And we know we shouldn't be in Quadrant IV. But

Quadrant III can fool us. The key is learning to see all of our activities in terms of their importance.

• Then we're able to reclaim time lost to the deception of urgency and spend it in Quadrant II.

Two Observations

What if I'm in a Quadrant I environment?• Some professions are, by nature, almost

completely in Quadrant I. For example, it's the job of firefighters, many doctors and nurses, police officers, news reporters, and editors to respond to the urgent and important.

• For these people it's even more critical to capture Quadrant II time for the simple reason that it builds their capacity to handle Quadrant I. Time spent in Quadrant II increases our capacity to do.

Summary

Temperament and personality factors make a huge difference in your time management choicesFind an approach that works for YOU and respects your preferences.Ask yourself “What’s the best use of my time RIGHT NOW?”Work on spending more time in Quadrant II – where you address tasks that are important but not urgent.

For January 20

Take your time log and identify what percentage of your time is spent in each of the 4 quadrants. (next slide)Read “The Passion of Vision” and “Quadrant II Organizing” in Covey bookComplete 80th birthday visualization exercise – what will your eulogists say about each of your life roles?Identify at least 3 life roles and 2 Quad II goals for each of these roles.

Time Management Quadrants

Urgent Not Urgent

Important

Quadrant I % time?

CrisesPressing problemsDeadline-driven problems,

meetings

Quadrant II % time?

Preparation, preventionPlanning, clarify valuesRelationships,


Not Important

Quadrant III% time?

Interruptions, some phone calls

Some mail, e-mail, meetings

Pressing matters, popular activities

Quadrant IV % time?

Trivia, busywork, some callsEscape activities, some mailExcessive TV, time wasters

Visualization: Tributes at your 80th Birthday

Role 1

Role 2

Quadrant II goals for these roles?

Role 1

Role 2

Time Management - 2

January 18, 2005Bill Mygdal, EdD

Topics For TodayYour time management issuesQuadrant analysisVisualization exercise – what will you have achieved / realized?Your quadrant II goalsPersonal Missions / PrioritiesInteractive Summary

Your time management issues


Urgent Not Urgent

Important


meetings



Not Important




activities

Quadrant IVTrivia, busywork, some callsEscape activities, some mailExcessive TV, time wasters

Quadrant analysis

Where does your time go? Quad I Your %age? Group mean? Quad II Your %age? Group mean? Quad III Your %age? Group mean? Quad IV Your %age? Group mean?

Quadrant analysis

How can you consolidate blocks of time? Scheduling authority – delegate, pull back? Ask for more time Work at home; telecommute Use half day off for personal (or

professional) Quad II stuff Use your vacations; if you get special days

off (i.e. your birthday) take them Your ideas?

Don’t get stuck in Quad III

Do adequate (not excellent) job with routine tasks (Perfection is the enemy of the good)Complete routine stuff RIGHT AWAYHandwrite responses on letters; use e-mail.Move around building; use personal contact to persuade, assess, coordinate, assign tasks.Stand-up meetingsCome in an hour earlyOther?

80th Birthday Exercise

What are some roles you identified?What tributes would you like to hear?What contributions would you like to be remembered for?


Role 1

Role 2


Role 3

Role 4

Personal Mission Statement Think about your desired tributes and extract three roles for your personal mission statement. Ask and record the following: "What's the greatest thing I could do in each role this week in order to have the greatest positive impact on this role?“Talk with colleagues about some of your Quadrant II goals you are comfortable discussing

Personal Missions / Priorities

"Coach Landry was always able to keep things in perspective. He knew what was important to life, and he helped us under-stand that his road was the high road.”“He didn't dwell on defeat. He looked to the next play, the next game, the next season. He was our rock, our hope, our inspiration. He was our coach.”-- Bob Lilly


In 1979 a 14-year-old boy named Paul lay dying in a New York City hospital in 1979. The boy, a Cowboys fan, got a telephone call one day from a man who introduced himself as Tom Landry. He shortly introduced his quarterback, Roger Staubach, to the ecstatic youth.


"Later that year," Paul’s father wrote, "my son died.” “Tom, you might think your phone call was a small thing.” “But my wife and I hold it in our hearts as a cherished memory of a moment of pure joy for Paul that brought him an enduring source of strength.”


“Hope begins in the dark, the stubborn hope that if you just show up and try to do the right thing, the dawn will come. You wait and watch and work: you don’t give up.”

-- Anne Lamott


“The very least you can do in your life is to figure out what you hope for.” “And the most you can do is live inside that hope.”

-- Barbara Kingsolver

Interactive Summary

Objectives of seminar• Effect of temperament on time management

choices?• Usefulness of time management matrix?• Urgency addiction? Seduction of the urgent?• How improve Quadrant II skills?• How develop mission / priorities --

visualization, reflection, journal writing. Other?

• What one or two new t.m. approaches will you try in the future?

Summary Tips from Alan Lakein:

1. List your goals/set your priorities

2. Start with A's, not with C's.

3. Make a daily "To Do" List.

1. List your goals/set your priorities – and review them frequently

2. Generally I agree. (also, “Eat your peas, then have ice cream.”) But keep working – even if you sometimes start with C's.

3. Keep an on-going "To Do" List.

WKM Comments:

Summary Tips from Alan Lakein:

4. Ask yourself: "What is the best use of my time -- right now?”

5. Handle each piece of paper only once.

6. Do it NOW

4. Ask yourself: "What is the best use of my time -- right now?”

5. Use a “compost pile.” I don’t have no stinking mail pile.”

6. Do it NOW if possible, but accept variable work rhythms

WKM Comments:

time management - 1 january 5, 2005 bill mygdal, edd

Documents

time needs

time neglect

time management skills

reduced time anxiety

coveys time management

social life use time

edd slide

temperament code