Time Management “Putting First Things First” Jeff Hornsby, Ph.D., SPHR Department of Management Ball State University Muncie, IN 47306 765.285.5306 [email protected] Objective… The objective of this session is to help each person become better stewards of his or her time both during work and non-work hours. Specific strategies for setting goals, prioritizing activities and meeting objectives will be discussed. Each participant will have the opportunity to assess his or her own personal use of time and create an action plan for better time stewardship. Case Exercise A Day in the Life of Chuck Stoneman The Clock and the Compass The Generations of Time Management Key Topics How do you spend your time? Goal Setting and Prioritization Identifying and Reducing Time Wasters Productivity, Effectiveness, and Efficiency Take a few minutes and define these terms! – Productivity – Effectiveness – Efficiency Time Management and the Seven Habits The Seven Habits Habit 1: Habit 2: Habit 3: Habit 4: Habit 5: Habit 6: Habit 7: Be Proactive Begin with the End in Mind Put First Things First Think Win/Win Seek First to Understand ... Synergize Sharpen the Saw First Three Habits Be Proactive - “I can change” Begin with the End in Mind - “Vision of what we can become” Put First Things First - “Independent will towards becoming principle centered” Identify Your Zone of Peak Performance Personal Mission Organizational Environment/Culture Job Requirements Personal Mission Statement A personal mission statement is your philosophy or creed about what you want to be and to do. It encompasses the values and principles upon which being and doing are based. (Paraphrased from Steven Covey) Two examples of Personal Mission Statements See your handouts! What is your personal mission statement? While you may not be able to finish it here, please write a brief paragraph which you think summarizes your mission. Organizational Culture Define your culture…. Job Requirements Job Descriptions Manager Instructions Being part of a team What is your zone of peak performance? Your zone of peak performance is your place to stand. It incorporates all the principles upon which your life is built including church, job, relationships, money, etc. Personal Mission Your Zone of Peak Performance Organizational Culture Job Requirements How We Spend Our Time Simply put, there are two factors that define an activity: – Urgency – Importance How much does urgency control your life? The Urgency Index Time Management Matrix Urgent Important I - Activities: Crises Pressing Problems Deadline Driven Projects 3 - Activities: Interruptions, phone calls Some mail, some meetings Not Important Popular activities Pressing matters Not Urgent 2 - Activities: Prevention Planning Relationship Building New Opportunities 4 - Activities: Trivia, busy work Some mail Some phone calls Time wasters Effective Management is Putting First Things First “The successful person has the habit of doing things that failures don’t like to do. They don’t like doing them necessarily either, but their disliking is subordinate to the strength of their purpose.” Where do you spend your time? Time log exercise described at the end of class… Types of Quad II activities Improving communication w/people Better preparation Better planning and organizing Taking better care of self Seizing new opportunities Personal development Empowerment Quadrant 2 Self-Management Connect with Vision/Mission Identifying roles Selecting goals Scheduling Daily Adapting Evaluate “The key is not to prioritize what’s on your schedule, but to schedule your priorities.” Establishing a Direction: Goal Setting and Time Management Setting Priorities Priority A--Must do Priority B--Should do Priority C--Nice to do Every thing else is a time waster! SMART: Characteristics of High Quality Goals Specific--Not general. Get commitment. Write out your goals. Measurable--Assess goal accomplishment Achievable/Attainable--Resources and tools need to exist. Need to be challenging! Realistic--In congruence with organizational culture and resources. Time Specific--Goals are deadline sensitive. Goal Statement Example To return calls from clients every day by 4:30. To provided requested information to subordinates by the end of the workday. To reduce waste by 10 percent. What are some goals you need to work on? Scheduling through Prioritization and Organization Capturing Every Task and Idea: The Master To Do List – Based on Goals Building a High Impact Week Weekly Planning Focused Daily To Do List Techniques for Prioritizing Agreement with mission Deadline/Payoff Tools for Prioritization and Organization Calendar/Planning Systems – paper vs. electronic – Outlook – PDAs – Others Typical Time Wasters When thinking about your day…. What activities take the majority of my time during the day? What activities need to be given more time? What activities should be given less time? (These are typically time wasters!) Typical Time Wasters--Self Generated Disorganization Procrastination Inability to say no or to delegate Gossip Unnecessary perfectionism Typical Time Wasters-Organization Generated Paperwork Visitors Telephone calls Drop-in interruptions Junk Mail e-mail/Internet Waiting for someone Unproductive meetings Crises Coffee klatch Unused reports Techniques for eliminating time wasters Controlling Drop-ins Streamlining and organizing paperwork (Chicken pox) Saying no (The five A’s) Always say it early Acknowledge the importance Assertively decline Account for your resources Alternative solutions Minimizing drop-ins Managing procrastination Conclusions--Six Tips... Continually review personal mission and where you fall in the “zone of peak performance.” List and prioritize weekly objectives. – Follow the Time Management Commandment Make a daily “to do” list and prioritize it. Conclusions--Six Tips... Devote primary attention to your A’s. Handle each piece of paper only once. Continually ask, “What is the best use of my time right now?” and do it! “The best way to begin, is to begin.” Marie Edmond Jones Time Log Exercise Take a few minutes and trace your Monday. – Start at 7:00 and stop at 5:00 Questions... Which part of the day was most productive? Which was least productive? What are the recurring patterns of inefficiency (e.g., waiting for something, searching for something or interruptions)? Questions... Where are your opportunities for increased efficiency? On average, what percentage of work time are you productive? (Be honest!) What is your reaction to this figure? Thank you very much!!!!!!!