Presentation on theme: "Time Management Super Powers: Overcome the time-destroying forces of evil."— Presentation transcript:
Time Management Super Powers: Overcome the time-destroying forces of evil
Introductions David Mineo Managing Director DLMineo Consulting, LLC David.firstname.lastname@example.org Brigette Pfister, MHRD, CRA Director of Sponsored Programs for Humanities & Sciences Virginia Commonwealth University email@example.com
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
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
The Forces of Evil Email and instant messaging Meetings Interruption Multi-tasking Facebook and other social media
The Forces of Evil Disorganized work space Fires and other crises Poor boundaries Inability to delegate
Monkeys and other problems Management Time: Who’s Got the Monkey? Oncken and Wass, 1974 Defined problems using “monkey on your back” metaphor
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.
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.
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
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
Learning New Habits Write it down Define your goals Be honest and realistic Start strong Stick with it
Remember… If you don’t have time to do it right, when will you have time to do it over?
How to Use Your Powers for Good Plan Ahead Take control of your time Use daily task lists Prioritize tasks Primary Secondary Tertiary
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?
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)
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!
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!
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”
How to Use Your Powers for Good Declutter Clutter = Unmade Decisions Procrastination = Fear Put Things Away Every Day
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
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