1. Time Management Super Powers: Overcome the time-destroying forces of evil

2. Introductions David Mineo Managing Director DLMineo Consulting, LLC David.mineo@dlmineo.com Brigette Pfister, MHRD, CRA Director of Sponsored Programs for Humanities & Sciences Virginia Commonwealth University bspfister@vcu.edu

3. Today’s Agenda  What is time management?  The forces of evil  Monkeys and other problems  Learning new habits  How to use your powers for good

4. Remind you of anyone?

5. Burnout is real

6. You need Time Management Super Powers!

7. What is time management?  The process of planning and consciously controlling the amount of time spent on specific activities, especially to increase productivity  Time management is self-management

8. The Forces of Evil  Email and instant messaging  Meetings  Interruption  Multi-tasking  Facebook and other social media

9. The Forces of Evil  Disorganized work space  Fires and other crises  Poor boundaries  Inability to delegate

10. Monkeys and other problems Management Time: Who’s Got the Monkey? Oncken and Wass, 1974 Defined problems using “monkey on your back” metaphor

11. The care and feeding of Monkeys  Rule 1: Monkeys should be fed or shot.  Rule 2: The monkey population should be kept below the maximum number you have time to feed.  Rule 3: Monkeys should be fed by appointment only.

12. The care and feeding of Monkeys  Rule 4: Monkeys should be fed face to face or by phone, but not by mail.  Rule 5: Every monkey should have an assigned next feeding time and degree of initiative.

13. Not My Circus, Not My Monkeys!

14. Learning New Habits  Identify what you want to change  What am I doing?  Why am I doing it?  Will it help me reach my goals?  Start Small  Focus on  Things you can control or change  Things that are important to your job

15. Who Controls Your Time?  Keep a daily time log for a week  Discover who is really running the show!  Determine where you are wasting time and how to stop  Streamline procedures and write them down

16. Learning New Habits  Write it down  Define your goals  Be honest and realistic  Start strong  Stick with it

17. SMART Goals  Specific  Measureable  Achievable  Realistic  Timed

18. Remember…  If you don’t have time to do it right, when will you have time to do it over?

19. How to Use Your Powers for Good  Plan Ahead  Take control of your time  Use daily task lists  Prioritize tasks  Primary  Secondary  Tertiary

20. Six Questions to Plan Your Day  What results do I intend to achieve?  What must I do to get those results?  What are the priorities?  How much time will each activity require?  When do I do each activity?  How much flexibility must I allow for the unexpected things I can’t control?

21. Important vs Urgent  Four Categories of Activity:  Crisis (Important and Urgent)  Work to Do (Important but not Urgent)  Trivial Work (Urgent but not Important)  Time-Wasters (Not Important or Urgent)

22. How to Use Your Powers for Good  Get Organized  Find a system that works for you  Electronic (Outlook, MS Project, Google Apps)  Paper (Franklin Covey, the good old fashioned legal pad)  Organize your calendar and set reminders  Be Consistent– Standard Operating Procedures are really helpful!

23. How to Use Your Powers for Good  Workload Management  Don’t Overbook Yourself!  Pad your calendar to allow for travel time, bathroom breaks, and sanity checks  Make Commitments Carefully  Let Others Deal With Their Own Stuff  Do One Thing at a Time  Manage Expectations  Remember, it’s called the extra mile for a reason!

24. How to Use Your Powers for Good  Reduce your stress level  Take breaks  Eliminate distractions  Don’t leave your email open!  Stay off social media during the workday  Close your door if you have to  Learn to use your “No”

25. How to Use Your Powers for Good  Declutter  Clutter = Unmade Decisions  Procrastination = Fear  Put Things Away Every Day

26. How to Use Your Powers for Good  Four Things You Can Do With A Piece of Paper:  Dump it  Delegate it  Do it  Delay it

27. Streamline Your Decision Points  Save your brain power for the big stuff!  Eliminate the non- essentials  Never Reinvent the Wheel  Eliminate frivolous decision points in your day

28. Questions?

29. Time Management Super Powers: Overcome the time-destroying forces of evil Wait.. does this mean I have to do my own work now??