Time Management
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Characteristics Of Time
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There’s a finite amount of time.
It’s the same for everyone. Nobody
has more than anyone else.
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Non-renewable resource
Cannot be replaced, saved, made up, or
overspent
Thus, time is either used or wasted.
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How much is your time worth?
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Time is money, right?
Wrong! Money is time.
You can always get more money – time
is finite, scarcer, and more valuable.
How much is an hour worth to you?
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Time management helps you work
smarter, not harder.
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Smart time management helps you get
the right things done.
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Four Steps In Time
Management
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Planning
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Organizing
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Controlling (keeping track of it)
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Evaluating
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Planning
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Set goals (always time framed deadlined).
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Yearly – outcomes, projects, tasks, and
improvement areas
Monthly updates
Weekly planning
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Planning
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Remember the 80/20 rule: 80% of
your results come from 20% of your
activities.
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Do not get distracted. Focus is critical
to success.
Plan for the full range of your job
functions and activities to get the
results you’re expected to get.
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Results are politically defined.
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If you’re unsure about what results are
expected or about priorities, ask your
boss.
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“I didn’t have enough time” is a cop out –
you’re blaming time, being a victim of time.
Don’t be a victim, take responsibility for
managing and controlling your time.
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According to boss’s or team’s priorities, not
yours.
Take responsibility for results as the
organization, boss, or team defines them.
Take responsibility for being on time.
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Self-Management
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People who are habitually late or
constantly procrastinate:
1.
2.
3.
4.
5.
Arrogant: Try to establish power
consciously.
Poor self-image: Try to establish power
subconsciously.
Unhealthy fear of failure
ADHD
Are you in denial about any of the
above problems?
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Self-Management
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Overcome these problems with selfdiscipline:
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Time management and priority setting
Professional help (yes, a therapist)
Don’t procrastinate on getting started
or getting help in managing your time.
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Planning Tools
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To-Do list
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Action folder
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Management folder
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Project folders
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Calendar
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Only one, synch in the cloud
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To-Do List Problems
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The longer, the worse – depressing.
Unconscious, stupid tricks we play
on ourselves:
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Do lots of little things first to give
ourselves achievement feedback.
Do the easiest things first.
Do the most fun things first.
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To-Do List Solutions
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Scrub it every week to keep it short.
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Put a deadline on all items.
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Prioritize all items 1,2,3 (boss’s or
team’s priorities).
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Listen to boss or team carefully.
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Listen for stuff you don’t want to hear.
Don’t listen defensively – it’s not personal
criticism, it’s improvement advice.
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Weekly Planning
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Look at last week’s calendar for
appointments, tasks, meetings, and
stuff that needs to be carried over to
the new week.
Look at what you have scheduled for
the upcoming week.
Synthesize.
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Daily Planning
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Daily plans are most useful if you
have sovereignty over your time.
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Often not necessary for routine daily
tasks.
Set a time for your daily planning
(first thing in the A.M. is usually
best).
Look at your email, then delete,
refer, or act on it.
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Daily Planning
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Delete as much email as possible
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Unsubscribe to emails you don’t need.
Refer – Forward emails to appropriate
people for action.
Act – Respond immediately if it takes
less than two minutes.
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Daily Scheduling Tips
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Be tough on yourself – do the
hardest, nastiest things first.
Save the easiest, most fun tasks for
last in the day – look forward to
them.
On every activity, ask “how is this
helping me achieve my goals?”
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You distract yourself.
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Daily Scheduling Tips
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Break big jobs into smaller chunks
and work uninterrupted:
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Close your email program and browser.
Shut down your smartphone.
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Unless you’re expecting an important call.
No email, texts, Facebook, or Twitter
during chunking.
Each chunk completed builds
momentum.
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Don’t attempt too much. Make
yourself feel like a winner.
Allow for interruptions. If you’re a
manager or team leader, leave onequarter of your time unscheduled.
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If you’re not a manager, leave oneeighth unscheduled.
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Daily Scheduling Tips
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Set a time limit on each
appointment or meeting.
If you add something during the day,
drop something.
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Ask boss which ones to drop.
Set a time for callbacks.
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Best time for callbacks is when
assistants aren’t around — before 9:00
A.M. or after 5:30 P.M. (no-screening
time).
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Working Your Plan
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The number-one time management
rule:
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Do one task until it’s finished.
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We interrupt ourselves (email notifications,
texting, Facebook).
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Focus intensely.
Champion athletes know the value of
focused concentration.
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Follow-Up
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Conduct a desk check at the end of
the day.
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No random piles of stuff — have
organized piles.
No Post-Its all over the place.
What color is your desktop?
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If you don’t know or can’t see your desktop,
you’re not well organized.
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Organize Your Desk and
Computer
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Use a headset if you’re on the phone
a lot so you can take notes.
Write everything down.
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How you are most comfortable – typing
or writing?
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If writing, use notebooks of some kind so you
can save them and refer to them later.
Work space uncluttered
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Clutter is distracting.
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Organize Written
Communications
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Analyze repetition: use forms,
templates.
Analyze correspondence.
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Have separate files and templates for
emails and paragraphs you write often.
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Organize Everyone’s Time
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Use no-interrupt hours.
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Use quiet hours.
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Manage Your Boss
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Get specific instructions.
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Get agreement on priorities.
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Expand autonomy parameters – gain
trust.
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Difficult with control freaks.
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Evaluating
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Time logs (every six months)
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Time logs must be accurate.
Analyze logs carefully and identify the
biggest time wasters:
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Overextended lunch and coffee breaks?
Extended, unproductive phone
conversations?
Inconsequential personal discussions, texts,
Facebook, etc.?
Remember, we distract ourselves.
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Evaluating
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Look at your time log and ask these
questions:
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“Am I doing the right things?”
“Could I have done things in less
detail?”
“What kind of interruptions? How long
did it take me to recover?”
“How long were my conversations?”
“Did I say ‘no’ often enough?”
“Did I go to too many meetings?”
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Poorly run meetings?
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Remember, you’re the one who
makes yourself unhappy with
unreasonable expectations and
disorganization.
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Create a time-management system that
is right for you.
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Trial and error
Get organized and smell the flowers
– lower stress … be happier.
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