Time Management:Time Management:No Time to Manage My Time!No Time to Manage My Time!

Debbie TamteDebbie Tamte--HoranHoranRegistrar, Muhlenberg CollegeRegistrar, Muhlenberg College

AACRAO 2009AACRAO 2009Wednesday, April 15, 10:30Wednesday, April 15, 10:30--11:3011:30

10021002

I have 2000 emails!I have 2000 emails!

Where do I find the time to do all Where do I find the time to do all this stuff?this stuff?

Wh did I t it?Wh did I t it?Where did I put it?Where did I put it?

How do “they” do it all?How do “they” do it all?

Today’s PlanToday’s Plan

Clean it upClean it upCollect Collect Process Process OrganizeOrganizeOrganize Organize Review Review DoDo

Take the time to know yourselfTake the time to know yourself

Clean It Up (Collect)Clean It Up (Collect)

Your headYour head

Your desk (credenza, floor, wall, Your desk (credenza, floor, wall, table bookcase briefcase etc )table bookcase briefcase etc )table, bookcase, briefcase, etc.)table, bookcase, briefcase, etc.)

Your computerYour computer

Your systemsYour systems

Change “stuff” into the work Change “stuff” into the work that must be done (Process)that must be done (Process)

What is it?What is it?

Do you need to do something Do you need to do something with it?with it?

If you said “No”If you said “No”trashtrashsomeday/maybe?someday/maybe?reference materialreference material

Processing your stuffProcessing your stuff

What is it?What is it?

Is it a Project you need to do?Is it a Project you need to do?a project is usually something that a project is usually something that requires more than one Actionrequires more than one Actionput it on a Projects listput it on a Projects list

What is the Next Action?What is the Next Action?

Will it take 2 minutes or less?Will it take 2 minutes or less?

Do it!Do it!

Will it take more than 2 minutes?Will it take more than 2 minutes?

Are you the right person to do Are you the right person to do It?It?

If t D l t itIf t D l t itIf not, Delegate itIf not, Delegate it

Put it on a Waiting ListPut it on a Waiting List

It will take more than 2 minutes It will take more than 2 minutes and I am the right personand I am the right person

Does it have more than one Does it have more than one step?step?

Put it on your Projects ListPut it on your Projects List

What is your Next Action?What is your Next Action?

Put it on your Actions ListPut it on your Actions List

Only one step? Put it on your Only one step? Put it on your Actions ListActions List

How many lists do I have?How many lists do I have?

Currently, we have three:Currently, we have three:Project list: all the projects you Project list: all the projects you currently need to docurrently need to doA ti li t ll th t tiA ti li t ll th t tiAction list: all the next actions Action list: all the next actions you need to take for each you need to take for each projectprojectWaiting list: all the things that Waiting list: all the things that have been delegated to othershave been delegated to others

Lists and More ListsLists and More Lists

If you really like creating lists, you If you really like creating lists, you may want to divide the Action may want to divide the Action List into smaller subsetsList into smaller subsetsCallsCallsAt ComputerAt ComputerErrandsErrandsAt OfficeAt OfficeAt HomeAt HomeAgendasAgendas

Why do I have to have a List?Why do I have to have a List?

Your mind Your mind –– a finite spacea finite space

Stress caused by your mind Stress caused by your mind t i t b thit i t b thitrying to remember everythingtrying to remember everything

Inability to choose wisely Inability to choose wisely between all that must be donebetween all that must be done

Why can’t I have One List?Why can’t I have One List?

One list is better than no listOne list is better than no listWhen everything is on one list, it When everything is on one list, it gets really long and things can gets really long and things can get lost on itget lost on itggUsually, one list just lists all the Usually, one list just lists all the projects. You still haven’t projects. You still haven’t thought about how to move the thought about how to move the project forward (one step at a project forward (one step at a time).time).

Do my lists have to be on paper?Do my lists have to be on paper?

No! Think of them as a reviewable set No! Think of them as a reviewable set of reminders. of reminders. Computer programComputer programPDAPDAPDAPDANotebooksNotebooksWhat works for youWhat works for youJust make sure you have them and Just make sure you have them and can get to them easily and frequentlycan get to them easily and frequently

Organizational ToolsOrganizational Tools

ListsListsCalendarCalendarComputer FilesComputer FilesFile FoldersFile Folders

someday/maybe filessomeday/maybe filesreference materialreference materialproject support materialproject support material

ReviewReview

Having the lists does nothing if Having the lists does nothing if you don’t review themyou don’t review themUse the lists to make informed Use the lists to make informed choices about what to dochoices about what to dochoices about what to dochoices about what to doReview them often enough so Review them often enough so that your mind doesn’t try to that your mind doesn’t try to take back the job of take back the job of remembering and remindingremembering and reminding

At least once a weekAt least once a week

Gather and process all your Gather and process all your “stuff”“stuff”Review your systemReview your systemU d t li tU d t li tUpdate your listsUpdate your listsGet clean, clean, current, and Get clean, clean, current, and completecomplete

Making informed decisionsMaking informed decisions

Use the information you have Use the information you have gathered to help you make gathered to help you make decisions about what you shoulddecisions about what you shoulddecisions about what you should decisions about what you should be doing now.be doing now.

FourFour--Criteria ModelCriteria Model

ContextContext

Time availableTime available

Energy availableEnergy available

PriorityPriority

HabitsHabits

Little things make a differenceLittle things make a difference

Slow and steadySlow and steady

Know YourselfKnow Yourself

Time Management PreferencesTime Management Preferences

Stop trying to fight who you areStop trying to fight who you are

Use Your Energy BoostersUse Your Energy Boosters

Changing activitiesChanging activitiesExercisingExercisingStretchingStretchingPlaying musicPlaying musicDrinking a glass of waterDrinking a glass of waterEating a highEating a high--energy snackenergy snackTaking a brief breakTaking a brief break

Final WordsFinal Words

You don’t manage 5 minutes You don’t manage 5 minutes and end up with 6 and end up with 6 –– You You manage your actionsmanage your actions

You will not be getting more You will not be getting more time time –– You will be managing the You will be managing the time you have bettertime you have better

Thank YouThank You

Debbie TamteDebbie Tamte--Horan, RegistrarHoran, RegistrarMuhlenberg CollegeMuhlenberg College(484) 664(484) 664--31903190tamtetamte--horan@muhlenberg.eduhoran@muhlenberg.edu