Time
Management
Time Management Numbers
6 = months waiting at red lights
9 = months opening junk mail
1 = year searching for misplaced items
2 = years returning phone calls
3 = years attending meetings
4 = years cleaning house
5 = years waiting in line
6 = years eating
86,400 or 1,440 =
0=
More Time Management Numbers
7.5 = months reading & disposing e-mail
5.7 = years worrying
4.0 = months preparing federal tax returns
3.3 = days applying deodorant
Time is not
manageable;
choices and
actions are.
Introductions
 Name
 Agency
 Job
 One indicator of either good or poor
time management
What value do we get
from managing our time?
• Productivity
• Peace of mind
(stress management)
Time Management House
Time Mgmt.
Techniques
Goals
or
Priorities
Mission or Purpose
Multitasking?
To do two things at
once is to do
neither.
--Publilius Syrus,
Roman slave,
first century B.C.
Efficiency
=
Doing Things Right
Effectiveness
=
Doing the Right Things
E
F
F
E
C
T
I
V
E
N
E
S
S
Right
Thing
Streamline
Right Thing
Right Way
Wrong
Thing
Wrong Way
Right Way
E F F I C I E N C Y
Working Smarter, Not Harder
fatigue
productivity
smarter, not harder
Planning
Prioritizing
Concentrating or focusing
most
important
one
thing
The “Dirty Dozen” Time Wasters
Time Waster
1 - Lack of goals, priorities and deadlines
2 - Working in a crisis mode
3 - Unclear communication: poor instructions, etc.
4 - Information or work process bottlenecks
5 - Overextended / inability to say no
6 - Unrealistic time estimates / attempting too much
7 - Cluttered work area and general disorganization
8 - Indecision and procrastination
9 - Drop-in visitors
10 - Telephone interruptions
11 - Meetings: poorly plan, poorly run, not necessary
12 - Poor delegation / excessive involvement in detail
Rank
Plan
Ahea
d
S M A R T Goals
S pecific
M easurable
A chievable
R elevant
T ime-bound
The 60 / 40 Rule
• Schedule activities for only 60% of your
working hours
• Plan on using the other 40% for:
- Dealing with unanticipated or crisis stuff
- Doing creative or leadership work
Time
Resources
(People/FTE, $$$)
Quality
(Results)
A place for everything, and
everything in its place.
This
Not This
A place for everything, and
everything all over the place.
Clutter
Clutter tends to
expand to fill
the space
available for
its retention.
Clutter Problem or Clutter?
1. Can you find what you need within 2 or 3
minutes?
2. When you’re away, can your co-workers
find what they need within 2 or 3
minutes?
3. Does your work area invite you to tackle
your job?
Managing Paper
One of your best time
management resources
is the recycle basket.
Be sure to put it to
good use. When
feasible, handle paper
only once. Avoid
shuffling back and forth
between stacks of paper.
Parkinson’s Law
The work you have to do
will expand to fit
the time available
to do it.
If everything is a priority,
then nothing is a priority.
Criteria to consider to determine true
priorities:
•
•
•
•
Mission impact?
Urgency (when needed)?
Who’s asking?
Consequences if not done?
The main thing
is to keep the main thing
the main thing.
-Henry Breckenridge
Instead of
“Analysis Paralysis”
Or
“Ready - Aim - Fire”
Try
“Ready - Fire - Aim”
Time Management Quotes to Live By
• Life offers two great gifts—time, and the
ability to choose how we spend it.
-Richard I. Winword
• A high quality of life has a lot more to do
with what you remove from your life than
what you add to it. -Cheryl Richardson
• Never get so busy making a living that you
forget to make a life. -Unknown