Presentation on theme: "I’m Late, I’m Late For A Very Important date!"— Presentation transcript:
1 I’m Late, I’m Late For A Very Important date! What all the money in the world can’t buy you more time
2 Who are we?Rashonda Harris – Associate Director, Research Accounting Services, Temple UniversityAlbana Cejne – Associate Director, Temple UniversityRandi Wasik - Director of Administration and Finance, Department of Urology, Univ. of WAAllison: I have the perspective managing your time from the view of a central office. So many items are coming across our office for the entire campus and fires pop up all the time in the form of proposal deadlines, regulatory matters, compliance issues, meetings, project management, process review, etc.
3 Tempust FugitA Latin expression meaning “time flees” or as we know it “time flies”Virgil: “But meanwhile it flees: time flees irretrievable, while we wander around, prisoners of our love of detail.”How then do we maximize time to get the most out of the various pieces of our lives
4 CONCENTRATE ON RESULTS, NOT ON BEING BUSY 80:20 Rule or the Pareto Principle – typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effortWhen you know how to manage your time, you gain control – you need to choose what to work on and whenThere are a variety of ways to organize your day/life. Just as you have many facets to your life, there are many avenues for time management - you
5 PRODUCTIVITYProductivity – a measure of how much you accomplish – not how busy you areWork with intelligenceOrganize, organize, organize to be followed byPrioritize and re-prioritizeWorking smarter is an initiative of the UC System – coming from our Office of the President down to the campus levels. Making resources and online tools more accessible, streamlining procedures (e.g. indirect cost waiver requests), Implementing software such as KUALI on campuses to integrate systems that talk to each other.I have always prioritized my workload for the day or week, and I always have to shift those priorities as other things come up. BE FLEXIBLE and know where you can be flexible.
6 ACTIVITY LOGSActivity logs help you analyze how you actually spend your time – this can be very surprisingRecord ALL your activities over several days including not only what you are doing, but also how you feelAnalyze your activities looking for patterns, what points of the day do you seem to get the most done, your nutrition, breaks for a walk vs. talking, etc.
7 LEARN FROM YOUR LOGEliminate jobs that your employer shouldn’t be paying you to do – tasks that someone else in the organization should be doing or personal activitiesSchedule your most challenging tasks for the times of day when your energy is highest – your work will improve and take less timeTry to minimize the number of times a day you switch between types of tasks – block your workReduce the amount of time spent on legitimate personal activitiesKnow yourself. Are you more ambitious in the morning right after coffee? Are you more clear headed after a walk during lunch? When you identify which times of the day you are most productive you can make sure to tackle the more challenging tasks at an appropriate time. Fridays after 3pm, I make time to clean up , document our database/files with notes and s, any administrative task that needs to be done without much thinking.After my morning coffee, I do contract reviews/redlines.
8 TO DO LISTSA written list of tasks so you don’t forget anything importantHelp you beat work overloadReduce stress as you won’t feel as if you are forgetting somethingMake it intelligent so you focus your time and energy on high value activatesThis said, an effective to do list can be hard to createRight now, we use excel spreadsheets to track workload. We enter in “date received” and “last follow up date” to track how long we have had something
9 Preparing a To-Do ListWrite down all of the tasks that you need to complete. If they’re large tasks, break out the first action step and write this down with the larger task – ideally a task should take no more that 1 – 2 hours to completeRun through these tasks allocating priorities from A (very important) to F (unimportant)Run through the list till you have as even a spread in priorities as possible
10 Using your To-Do List Work through your list in order Give yourself “short” tasks along the way so you have a sense of accomplishment as you complete theseFor long-range/term tasks, use the list to spread the energy and resources needed out over timeUse software/whiteboards/calendars/etc. to help enhance your schedulingKnow what items on your list require input from other offices. Do you need to contact your Equipment Management Office or the Accounting Office to complete a task? It can be easy to get the ball out of your court and on to another so you can switch to another task while waiting for replies from other individuals/units.
11 Action plansAction plans are for projects – long range activities – short, medium and long term goalsThese need to be documented, discussed and managed along side of your to do listsView your to do list as the reminder for the myriad of small tasks we all must accomplish daily and action plans are for those tasks that could take a week or longerLarge projects are also on my to do list Fridays. If you know an item will take more than one attempt to complete it, make on-going calendar appointments on your Outlook/ calendar.
12 Costing your timeThat’s right your time is valuable – to your employer, to your peers, to your friends and family and most importantly to youFigure out how much your time costs – your hourly wage and then apply this to your tasksThis is a surprising but another gauge when evaluating how you use your time
13 Multitasking – The Myth We all have been on a conference call and been quietly reading or or doing something elseWe have all typed while talking to someone in our officeThis does not boost productivity and does not show you value those around youStudies over the last decade show that multitasking can actually result in us wasting 20 – 40% of our time due to a lack of focusI have learned, and I wish I learned this back when I was in school, if you are going to do something then do it right! Focus on the task at hand and give your full attention to what is in front of you while you can (this is good for being at home, too. I am a working mom with a 2yr old at home and have found myself still reading through work s from my iphone and not paying attention to my family when I get home. Be sure to focus and devote time/attention to each task)
14 LeverageArchimedes: “Give me a lever long enough and a place to stand and I can move the earth.” or Randi: “If only I could rule the world even for just five minutes.”With a little thought, you can accomplish much more than you can without it. Without leverage you may work very hard, but your rewards are limited by the hours you put in. With leverage, you can break through and achieve much more.
15 Time Leverage Leverage Your Own Time; Practice effective time management. Eliminate unnecessary activities and focus your effort on the things that really matterLearn how to prioritize so that you focus your energy on the activities that give the greatest return for the time investedUse goal setting to think about what matters to you in the long term, set clear targets and motivate yourself to achieve those targetsHow many people in the audience have some supervisory role in their job? I manage two contracts and grants officers in SPA and I make sure to remind them to DELEGATE, DELEGATE, DELEGATE. We get hundreds of calls and s requesting help or information about a task that doesn’t really fall in our area of expertise, and we have received such extensive training for quality customer service that we try to do too much for people. Learn to realize what is in your realm of duties and know when to ask for help. Knowing when to ask for help is something I look for in employees. You feel confident that they know how to manage their time and resources.
16 Time Leverage Leverage Other People’s Time: Learn how to delegate work to other peopleTrain and empower others (through classes, team building, training, etc.)Bring in experts and consultants to cover skill or knowledge gaps – this does not need to cost money – use those around you to helpOutsource non-core tasks to people with experience to do them more efficiently
17 Other Forms of Leverage Resource Leverage: get the most from your assets and take full advantage of your personal strengthsKnowledge/Education Leverage: formal training and courses are the best basis from which to work and become efficient and effectiveTechnology Leverage: use the computer and all programs available to you to maximize your effectivenessUse technology when it helps and go back to old school ways (in-person meetings and phone calls) when is not helping. Sometimes a 30 min meeting with a PI will provide tremendous progress on a task that would have taken 15 s over the course of a week.
18 Organize, ORGAnize, ORGANIZE! Understand yourself and your thought processesOnce you understand yourself, set-up your files accordingly grouping like things togetherOrganize your like your hard copy filesSet-up pending filesUse a calendar as a reminder tool and scheduling tool – tickler filesPrioritizeI like using colors. I color-code s for certain categories like “TO BE DONE” “IMPORT THIS TO DOC FILE” “MEETING ITEM” “FOLLOW UP” and then I can arrange my s by category and see how many s require follow up on my part.
19 PrioritizeThis is the most essential skill you can have for both you and your teamWith good prioritization (and careful management), you can bring order to chaos, massively reduce stress and move towards a successful conclusion – without it you will flounder around, drowning in competing demandsPrioritize based on cost, external deadlines, time constraints, etc.
20 Prioritization ToolsPaired Comparison Analysis: compare items on your list and decide which is the most important and then set-up the to do list based on that analysisGrid Analysis: when you have many factors to consider, lay all the factors out and then set the action itemsAction Priority Matrix: allows you to select “quick” wins that will give you the greatest rewards and “hard” drags which will soak up time and reap little rewardTake on no more than three major tasks at any one time – research has proven beyond three we loss the ability to be successful
21 Effective SchedulingBe Realist- Understand what you can actually achieve with your time. Plan to make the best use of the time availableLeave enough time for things you absolutely must doPreserve contingency time to handle the unexpectedMinimize stress by avoiding over-commitment to yourself and othersJust last week, I wrote down a “to do list” that was completely unrealistic and it actually made me feel bad that I couldn’t get anywhere near completing 50% of the tasks. Even as I wrote it out, I thought to myself, “just item #1-3 will take me all day!” but I continued to add 20 more to the list. NOT REALISTIC and was not my most productive day in the office.Be sure to tell someone a realistic time of when you will respond or get something done. Don’t say “I will have this back to you by the end of the day” if you can’t. That hurts your professional relationships and people will begin to view you as unreliable.
22 Managing Interruptions Keep an interrupters log: Person, date and time, description, rating – valid/urgent/etc.Analyze and conquer interruptions: review your log; politely but assertively deal with your main offenders; could you pre-empt a truly urgent interruptionPut your phone to work for you: use divert if you are under a deadline; get a “spy” phoneCatch your breath: do not react to urgent demands, take a deep breath and assess the situation/requestWe have a system in our office that another officer is supposed to call someone if this “specific individual” is talking in our office for more than 5 mins. Everyone has that “one person” that likes to talk and can go on and on telling stories. When the phone rings, we know our person will leave so that is a method we go with to help our colleagues get out of a situation when they need to move on and get back to work.
23 Managing Interruptions Just say “NO”: if you are facing a deadline or a truly urgent request, it is ok to say no, but be courteous and sincere and offer a reason and a promise to follow-upAsk your supervisor and peers to helpAvailable and Unavailable time: let people know when you are available and unavailableInvitation Only time: For those you talk with most often, schedule regular meeting time; make a list of discussion items for the meeting timeIf someone comes in with a question, and you know they tend to take up a lot of your time talking, let them know right at the beginning that you have time to help for 5 mins and then you have a call to make or a meeting. (this is continued on next slide)
24 Managing Interruptions Uncontrollable interruptions: for your frequent offenders you can say things such as “I only have five minutes right now” and stick to it; do not ask them to sit; get right to the point and if you can solve it prior to the end of the story – do itSay this right off the bat so they know to get their question out quickly.
25 Employee Time DrainsLateness can be a drain on your time – they are late to work, late with a report, etc. – deal with this directly, set guidelines and if not met/changed engage in corrective behaviorOrganizing disorganized people – if you have a peer or employee who is disorganized they can hinder your success as you will need to spend time making up for the lack or organizationConcise conversations – a mustLast min or late proposals submitted to our office can cause problems with the submission and at the award stage if we didn’t have time to complete a full review. Univ of WA has a policy that proposals that are last min require a waiver or exceptional approval. UCI is going to reach out to more “repeat offenders” of last min/late proposals to see how we can improve.
27 Improve Your Concentration Environment – comfortable; put up pictures; shut out distractionsNutrition – drink water; eat breakfast; talk walks – get upMindset – set aside time to deal with worries; focus on one task at a time; switch between low and high attention tasks; prioritizeTake short breaksDo hard tasks when you are most alertReward yourselfTaking walks really helped me with managing stress and improving my quality of work.
28 Personal Goal SettingGoal setting is a powerful process for thinking about your ideal future and for motivating yourself to turn your vision of this future into a realityBy setting sharp, clearly defined goals, you can measure and take pride in the achievement of those goalsStart with your “big picture” goal(s) – 10 years out and then break these down into the smaller and smaller targets
29 Personal Goal SettingStay the course – review and update daily your short term objectives and periodically review the long term plansSmart Goals:S – Specific (or significant)M – Measurable (or meaningful)A – Attainable (or action-oriented)R – Relevant (or rewarding)T – Time-bound (or trackable)
30 Personal Goal Setting Additionally: State each goal as a positive statementBe preciseSet prioritiesWrite goals downKeep operational goals smallSet performance goals, not outcome goalsSet realistic goals
31 5 Golden Rules of Goal setting Set Goals That Motivate YouSet SMART GoalsSet Goals in WritingMake an Action PlanStick With It – remember The Little Engine That Could