Time Management
Overcoming the Challenge!
Volunteer Leaders Webcast Series
December 12, 2013
Sherry Johnson, SPHR
Field Services Director
Today’s Agenda
1. Where we stand with time today
2. Determining where your time goes
3. Prioritizing and work/life balance
4. The power of delegation
5. Ensuring clear communication
2
Time Management and Work / Life Balance
Overcoming the Challenge!
“No one has
enough time,
but everyone
has all there is.”
- Anonymous
3
The Pareto Principle
80/20 Rule
Are you feeling overwhelmed?
It’s time to organize and simplify your life!
4
Parkinson’s Law
The demand upon a resource tends to expand to
match the supply of the resource.
5
Analyze How You Spend Your Time
Activity
Start Time
Finish
Time
Time
Spent
Planned
Activity?
Notes
Telephone
Calls
Scheduled
Interviews
Employee
Meetings
Walk-in
Interviews
Special
Projects
Other
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The Future Comes Soon Enough
“ I never think
of the future.
It comes soon
enough.”
- Albert Einstein
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Using Key Goals to Focus on Your Priorities
8
Strategies for Optimizing Your Work Day
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Strategies for Optimizing Your Work Day
1. Balance your work and leisure time
2. Set your priorities
3. Manage your e-mails & telephone calls
4. Control interruptions
5. Schedule time for your work day
6. Delegate!
7. Find an organization system that works – and stick with it!
8. Handle paper once
9. Break a project into actionable pieces
10. Identify and challenge things that waste time and effort
11. Recondition the expectations of others
12. Batch routine work
13. Work in uninterrupted blocks of time
14. Re-clarify goals and priorities – daily!
10
Work / Life Balance
11
Slaves to the Clock
12
Ready, Set, GO!
13
Have the Discipline to Stay Focused
14
Delegation
15
Why to LEADERS delegate?
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The 10 Keys to Successful Delegation
1. Define the task
2. Select the individual
3. Assess ability and training needs
4. Explain why
5. State required results
6. Identify required resources
7. Agree on schedule
8. Support and communicate
9. Provide feedback on results
10. Repeat the process
17
Communicating
18
The Employee “Voice”
Figure 1: Organizational Communication Poll
HR
Professionals
3.00
Employees
My organization listens to what its staff has to say.
2.86
2.64
My organization addresses the issues that are most
important to me.
2.65
2.37
My organization is open to suggestions and improvements
offered by employees.
2.74
Note: Averages are based on a scale where 1 = strongly disagree and 4 = strongly agree.
Source: Parks, M. (2005). SHRM/CareerJournal.com 2005 organizational communication poll
findings. Retrieved July 6, 2007,
fromwww.shrm.org/Research/SurveyFindings/Pages/default.aspx.
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Communication Tips
1. Allow employees to question
2. Be clear and concise
3. Be open and honest
4. Use appropriate communication medium
5. Transmit the correct information
6. Adapt communication to reflect culture
20
Impact of Effective Communication
Fast Fact
• The 2003/2004 Watson Wyatt study found that
high levels of effective communication have a
positive impact on employee turnover.
• According to the study, companies that
communicate effectively are more likely to report
turnover rates below those of their industry peers
that communicate less effectively
(33.3 % versus 51.6%, respectively).
Source: 2003/2004 Watson Wyatt Effective Communication ROI Study—
Connecting Organizational Communication to Financial Performance.
21
Empowering Employees
1. Meaning: the importance of an employee’s work
2. Competence: belief in capacity to perform tasks
3. Self-determination: offering employees more control
4. Impact: value employee opinions
22
Summary
1. We have all the time there is, we need to use it!
2. Evaluate where your time goes
3. Set priorities around how you work
4. Delegate and empower your employees
5. Make your communication clear
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Resources
•
Article available on the SHRM Volunteer Leaders Resource Center (VLRC),
“Management Series Part I: Time Management Skills-Optimizing Your Effectiveness”
http://www.shrm.org/Research/Articles/Articles/Pages/Management_20Series_20Part_20I__20
Time_20Management_20Skills-Optimizing_20Your_20Effectiveness.aspx
•
“Time Management Training,” available through the SHRM Store; includes a companion
CD-ROM with ready-to-use presentations and electronic copies of all supporting material
http://shrmstore.shrm.org/time-management-training.html
•
Articles on the topic of “work/life balance” available on the
SHRM website
http://www.shrm.org/searchcenter/Pages/Results.aspx?k=w
ork/life%20balance
•
“Workplace Flex Toolkit” recently published on the
SHRM Workplace Flexibility Resource Page
http://www.shrm.org/hrdisciplines/benefits/Pages/workflex.as
px
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Going Forward – Look to SHRM for Support
www.shrm.org
25
Questions
26
Thank you!
Sherry Johnson, SPHR
Field Services Director
sherry.johnson@shrm.org
703-535-6255 (W)
@SHRMSherry
www.shrm.org
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