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I’m Late, I’m Late For A Very Important date!

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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 University Albana Cejne – Associate Director, Temple University Randi Wasik - Director of Administration and Finance, Department of Urology, Univ. of WA Allison: 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 Fugit A 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

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 effort When you know how to manage your time, you gain control – you need to choose what to work on and when There 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 PRODUCTIVITY Productivity – a measure of how much you accomplish – not how busy you are Work with intelligence Organize, organize, organize to be followed by Prioritize and re-prioritize Working 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 LOGS Activity logs help you analyze how you actually spend your time – this can be very surprising Record ALL your activities over several days including not only what you are doing, but also how you feel Analyze 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 LOG Eliminate jobs that your employer shouldn’t be paying you to do – tasks that someone else in the organization should be doing or personal activities Schedule your most challenging tasks for the times of day when your energy is highest – your work will improve and take less time Try to minimize the number of times a day you switch between types of tasks – block your work Reduce the amount of time spent on legitimate personal activities Know 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 LISTS A written list of tasks so you don’t forget anything important Help you beat work overload Reduce stress as you won’t feel as if you are forgetting something Make it intelligent so you focus your time and energy on high value activates This said, an effective to do list can be hard to create Right 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 List Write 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 complete Run 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 these For long-range/term tasks, use the list to spread the energy and resources needed out over time Use software/whiteboards/calendars/etc. to help enhance your scheduling Know 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 plans Action plans are for projects – long range activities – short, medium and long term goals These need to be documented, discussed and managed along side of your to do lists View 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 longer Large 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 time That’s right your time is valuable – to your employer, to your peers, to your friends and family and most importantly to you Figure out how much your time costs – your hourly wage and then apply this to your tasks This 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 else We have all typed while talking to someone in our office This does not boost productivity and does not show you value those around you Studies over the last decade show that multitasking can actually result in us wasting 20 – 40% of our time due to a lack of focus I 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 Leverage Archimedes: “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 matter Learn how to prioritize so that you focus your energy on the activities that give the greatest return for the time invested Use goal setting to think about what matters to you in the long term, set clear targets and motivate yourself to achieve those targets How 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 people Train 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 help Outsource 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 strengths Knowledge/Education Leverage: formal training and courses are the best basis from which to work and become efficient and effective Technology Leverage: use the computer and all programs available to you to maximize your effectiveness Use 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 processes Once you understand yourself, set-up your files accordingly grouping like things together Organize your like your hard copy files Set-up pending files Use a calendar as a reminder tool and scheduling tool – tickler files Prioritize I 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 Prioritize This is the most essential skill you can have for both you and your team With 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 demands Prioritize based on cost, external deadlines, time constraints, etc.

20 Prioritization Tools Paired 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 analysis Grid Analysis: when you have many factors to consider, lay all the factors out and then set the action items Action 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 reward Take 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 Scheduling Be Realist- Understand what you can actually achieve with your time. Plan to make the best use of the time available Leave enough time for things you absolutely must do Preserve contingency time to handle the unexpected Minimize stress by avoiding over-commitment to yourself and others Just 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 interruption Put your phone to work for you: use divert if you are under a deadline; get a “spy” phone Catch your breath: do not react to urgent demands, take a deep breath and assess the situation/request We 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-up Ask your supervisor and peers to help Available and Unavailable time: let people know when you are available and unavailable Invitation Only time: For those you talk with most often, schedule regular meeting time; make a list of discussion items for the meeting time If 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 it Say this right off the bat so they know to get their question out quickly.

25 Employee Time Drains Lateness 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 behavior Organizing 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 organization Concise conversations – a must Last 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.

26 Minimize Distractions
schedule times; turn off Disorganization Instant Messaging Phone Calls The Internet Other People Work Environment Tiredness

27 Improve Your Concentration
Environment – comfortable; put up pictures; shut out distractions Nutrition – drink water; eat breakfast; talk walks – get up Mindset – set aside time to deal with worries; focus on one task at a time; switch between low and high attention tasks; prioritize Take short breaks Do hard tasks when you are most alert Reward yourself Taking walks really helped me with managing stress and improving my quality of work.

28 Personal Goal Setting Goal setting is a powerful process for thinking about your ideal future and for motivating yourself to turn your vision of this future into a reality By setting sharp, clearly defined goals, you can measure and take pride in the achievement of those goals Start with your “big picture” goal(s) – 10 years out and then break these down into the smaller and smaller targets

29 Personal Goal Setting Stay the course – review and update daily your short term objectives and periodically review the long term plans Smart 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 statement Be precise Set priorities Write goals down Keep operational goals small Set performance goals, not outcome goals Set realistic goals

31 5 Golden Rules of Goal setting
Set Goals That Motivate You Set SMART Goals Set Goals in Writing Make an Action Plan Stick With It – remember The Little Engine That Could


33 Rashonda Harris – Rashondajh@tample. edu Albana Cejne – albana@temple
Rashonda Harris – Albana Cejne – Randi Wasik –

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