Transcript Slide 1

Time Management
National Training Department
WHAT YOU WILL LEARN
Critical Time Management Steps
Time Management Tips
The Six Step Process
The Clock and the Compass
Steps for Understanding Time
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CRITICAL TIME
MANAGEMENT STEPS
Keep a calendar
Keep accurate records to be transferred to
forms
Establish timelines to accomplish goals
Empower your staff
Refuse the temptation that you can do it
best
Manage your meetings... Agenda!
Avoid burnout
TIME MANAGEMENT TIPS
Make a list ... the night before
Had a thought? Write it down!
Focus on the goal
Schedule only 70% of your day
Delegate
Become a champion multitasker
TIME MANAGEMENT TIPS
Your time is worth what?
Organize your surroundings
Analyze your activities for next week
Problem solve
Skim information
Avoid Procrastination
THE CLOCK AND
THE COMPASS
The Clock
commitments
appointments
schedules
goals
activities
The Compass
vision
values
principles
conscience
direction
What we do and how
we manage our time.
What we feel is
important and how we
lead our lives.
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UNDERSTANDING TIME
Urgent
Not Urgent
important
not important
Quadrant I.
Manage
Quadrant II.
Leadership & Quality
Quadrant of Necessity
Quadrant of Focus
Quadrant III.
Avoid
Quadrant IV.
Avoid
Quadrant of Deception
Quadrant of Waste
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UNDERSTANDING TIME
Move into quadrant II
Quadrant I—manage: the quadrant of
necessity; things are both urgent and
important
Quadrant II—leadership and quality: the
quadrant of focus; things are important but
not urgent
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UNDERSTANDING TIME
Move into quadrant II
Quadrant III—(AVOID): the quadrant of
deception; things are urgent but not
important
Quadrant IV—(AVOID): the quadrant of
waste; things are neither important nor
urgent
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MOVE INTO QUADRANT II
How do I get there?
Use the six step process
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THE SIX STEP PROCESS
1.
Connect to mission
2.
Review roles
3.
Identify goals
4.
Organize weekly
5.
Exercise integrity
6.
Evaluate
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STEP 1: CONNECT WITH
VISION & MISSION
Consider the big
picture. The key to
this connection lies
in the clarity of your
vision around such
questions as:
 What is most
important?
 What gives your life
meaning?
 What do you want to
be and do in your life?
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STEP 2: IDENTIFY YOUR
ROLES
We have important roles at work, in the
family, in the community, or other areas of
our lives
Roles represent responsibilities,
relationships, and areas of contribution
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STEP 3: SELECT QUAD II
GOALS FOR EACH ROLE
What is the most important thing I could do
for each role this week that would have the
greatest positive impact?
Consider the relationships for each role
Review a “perhaps” list for ideas
Identify the steps that need to be taken to
achieve long-term goals
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STEP 4: ORGANIZE WEEKLY
Translating high leverage quad II goals
requires a framework
Most people are always trying to find time in
their overflowing quad I/III schedules
They move, delegate, cancel, and
postpone—all in hopes of “putting first things
first”
The key is in scheduling your priorities, not
prioritizing your schedule
STEP 4: ORGANIZE WEEKLY
Distinctive Elements of Effective Weekly Goals
They can be either an area of focus or a
specific activity
They are usually quad II goals rather than
typical “to-do’s” or daily action items
They are driven by conscience
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TIPS TO START YOUR DAY
Tip #1
Preview your schedule—get your bearings:
Review your compass
Look at the day in the context of the week
Renew your power to respond to changes in
a meaningful way
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TIPS TO START YOUR DAY
Tip #2
Prioritize: identify activities as QI or QII—
keeps QIII and IV out of your schedule
Emphasizes the importance paradigm
Keeps you aware of choices you make
must understand that prioritization includes
only items that you’ve put in the framework
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TIPS TO START YOUR DAY
Tip #3
T planning: time sensitive activities on the
right, any time activities on the left
Makes for effective schedule decisions
Helps you remain sensitive to commitments
Best use of your time: remember importance
rather than urgency!
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STEP 5: EXERCISE
INTEGRITY IN THE MOMENT
Should I carry out my plan or make
conscience directed changes?
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STEP 6: EVALUATE
To be successful, you
must make
successes of one
week the foundation
for the next. At the
end of the week, ask
yourself some
questions:
 What goals did I
achieve?
 What challenges did I
encounter?
 What decisions did I
make?
 Did I keep “first things
first?”
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STEP 6: EVALUATE
Different ways to evaluate:
Mark accomplished goals on weekly
compass
Keep a journal or daily log and review
Review past weekly compasses
Ask specific questions about your
performance and actions
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STEP 6: EVALUATE
Weekly evaluation:
What did I learn from the week as a whole?
Am I setting goals that are realistic but
challenging?
Have I been effective in work related
communications?
Have I been successful in maintaining a
Quad II perspective?
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Time Management
Exercise
Click on the link to take the
Personal Time Management
Chart and Exercise: 4 Steps to
Better Work-life Balance
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Click on the box to access the USCGAUX AUXWeb
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