Transcript Time Management

Time Management
Learn at Lunch
December 11, 2007
Score
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45 - 50 points: You're on your way to becoming
University President!
38 - 44 points: You probably own a Franklin
Planner and have organized your sock drawer.
30 - 37 points: You are managing your time fairly
well, but sometimes feel overwhelmed.
25 - 36 points: Your career is likely to be stressful
and less than satisfying unless you take steps to
begin to manage your time more effectively.
less than 25 points: Your life is one long roller
coaster ride, out of control. Pay close attention to this
presentation
Analyze Your Time
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Set some time aside to review and
prioritize demands-on way to work
Identify a small chunk of a difficult task
and deal with it NOW
Always delegate tasks which are not
time-efficient for you to do
Keep a time log-q30 minutes for a few
weeks
Examine Whole Life
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Recognize what’s important
Schedule important things first
“Doing more things faster is no substitute
for doing the right things.”
Stephen Covey
First Things
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Identify the 5 most important things in
your life—people, possessions, concepts
Prioritize these
Look at them and see what they have
to do with
Develop some goals using your
priorities
Prioritize
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Classify your goals as A-B-C and your
tasks within each goal similarly
A=Urgent, difficult
B=mid-level-likely to be most of
day’s work
C=Non-urgent, do when time allows
Build in some quiet time-close your
door
Set realistic deadlines
Prioritize
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Resist the temptation to spend time on
low-priority tasks simply because they
are easier, more pleasant or faster
Resist procrastination
Don’t wait for motivation—just get
started
Determine what is important and what
is urgent
Time Management Matrix
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Quadrant 1
URGENTIMPORTANT
Crises
Pressing Problems
Deadline-Driven
projects, meetings
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Quadrant 2
NOT URGENTIMPORTANT
Preparation
Prevention
Planning
Relationships
True re-creation
Empowerment
Time Management Matrix
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Quadrant 3
URGENTNOT IMPORTANT
Interruptions
Some Phone Calls
Some mail
Many pressing
matters
Many popular
activities
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Quadrant 4
NOT URGENTNOT IMPORTANT
Trivia, busywork
Some Phone Calls
Escape activities
Excessive TV
Irrelevant Mail
Set Goals to Choose Tasks
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Focus on outcome
Don’t underestimate time needed
Allow time for crises, problems,
unexpected
Break goals down into manageable
tasks
If you know what you want to
accomplish, it is easier to say “no” to
other things
Strategies
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Make a “to do” list and update it several
times a day
Keep your desk clear of everything
except current project
Clean up daily before going home
Keep drawers organized
Keep pens, pencils, glue, clips, tape,
scissors , markers accessible and
together
Managing Procrastination
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Recognize you are doing it
Work out why you are doing it
Task too difficult/overwhelming
Break into smaller parts
Task too unpleasant
Reward yourself
Enlist peers
Visitors
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You don’t need to welcome casual
visitors
Remove seating area
Close the door
Stand when they enter
Don’t make eye contact
Be assertive-say you are busy and will
see them later
Phone Interruptions
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Have someone screen calls or use voice
mail
Set a time to return calls
Make a list of things to discuss
Have calendar handy when you return
calls
Don’t double-handle
Take Care of Self
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Don’t miss meals
Schedule regular breaks
Plan for the week
Identify your peak time and do most
important tasks then
Organize Desk and Paperwork
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Note action needed
Handle, file or delegate
Throw away everything else
Position clock so it is visible to visitors
and self
Working With Your Chair
Do’s
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Arrive promptly and be prepared with
documentation
Take relevant notes
Hold questions to avoid interrupting
Work out whether your chair prefers
written or spoken information
Working With Your Chair
Don’ts
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Don’t present problems without offering
some possible solutions
Don’t be late
Don’t mistake occasional
thoughtlessness for malicious intent
Time flies; you must be the
navigator
“You cannot kill time without
injuring eternity”
H.D.Thoreau