When You Don't Have Time to Manage Time!

Principles of Time Management

Goals for this Session is to …

Recognize the ways we waste time Organizing our workday effectively How to keep to our plans and schedules Provide a self-check time management tool

Ways We Waste Time …

Too Much Attention to Detail Short-term plans Not enough delegation Lack of communication No clear-cut goals Over-committing Indecision Poor organization

Planners and Organizers

Maintain a master calendar of events in your office Transfer this information into a pocket

organizer/smart phone Carry your organizer/smart phone with you Make a note of all additional tasks or commitments Update your master calendar from your

organizer/smart phone!

Planning

Make a daily list “5 before 11”

Make a weekly list Daily “planning” is reactive

Make a monthly/quarterly/annual list Update your lists at the start of each day

Prioritizing

Rank tasks in order of importance Allow time for the unexpected Make time for thinking and planning Stay flexible Understand you won’t finish everything

Defining Goals

Determine the desired end result and work backwards

Set short-term objectives for reaching goals, also called deliverables with TIMELINES

Adjust objectives as conditions change

Communication

Think about what you want or need to say Consider your audience's needs Ask for feedback and answer any questions

Decision-making

Make sure you have all the facts Consider the upside and downside outcomes Sleep on it Talk it over with someone Remember that you can change your mind

later

Delegation

Determine the task Select the right person

for the job Define the task Communicate the

requirements Observe progress and

provide support

On Top of Your Game

When do you have the most energy? When are there fewest interruptions? When can you schedule personal time?

Putting Things Off

Break a large task down into smaller parts Do the easy parts first Face unpleasant tasks head-on Break things into segments of time Celebrate small victories

Interruptions

Have limits Get to the point Deal with the interruption on the spot Conclude the conversation Let callers leave a message Find a quiet place outside the office

Phone Calls and E-mail and Text Messages and Instant Messages and Blackberry Messages and on and on and on!

Incoming calls Outgoing calls E-mail All other Messages

Meetings

Attend only essential meetings Come prepared and participate effectively Be on time Leave as soon as you can When you are chairing a meeting

choose a good time impose a time limit set a reasonable agenda

Paperwork

Act on it Put it aside File it Throw it away

Managing The People Who Control Your Time More Than You Do!

Boss Employees

Colleagues Clients

Handling Emergencies

Try not to drop everything Spend only as much time as necessary Return to your established schedule

Make Constructive Use of Commuting Time

Think Plan

Goals

Recognize the ways we waste time Organizing our workday effectively How to keep to our plans and schedules

Summary

Time is your most valuable asset Planning and organization are the keys to

managing your time Getting rid of time wasters allows you to

accomplish important tasks Control your schedule rather than let your

schedule control you

Time Management Audit Respond to each of the following with:

Always Usually Sometimes Seldom

1. I allow lots of time to get to work.

2. I use commuting and waiting time productively.

3. I know as soon as I am at work what my two or three priority tasks are for the day.

4. I instruct employees to place mail and messages in my “in” basket instead of on my desk.

Time Management Audit (cont.) 5. I get all of my work done during business hours

without taking it home or going in to work on weekends.

6. I handle a piece of paper no more than once before acting on it.

7.When I make a phone call or hold a meeting, I avoid chitchat and get right down to the business at hand.

8.My employees receive clear assignments, knowing what to do, the purpose of what they do, and the due date.

Time Management Audit (cont.)

9. I work hard to minimize interruptions.

10. I meet deadlines without working overtime.

11. I do my hardest tasks when my energy is at its peak.

12. I do work only I can do, like making decisions, and delegate other tasks to employees.

13. When I have a difficult task to do, I get started on it right away.

Time Management Audit (cont.)

14. The meetings I attend are worth attending.

15. I handle emergencies without upsetting my routine to a large extent.

16. I block off quiet time when I have a task to do that requires concentration.

17. I make my scheduled appointments without being reminded by someone else.

18. I have time for myself and my family as well as for my work.

Time Management Audit (cont.)

19. By the end of the day, I have accomplished all my top priority tasks.

20. My actions are determined primarily by me and not by circumstances or other people.