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Time Robbers… Who/what is stealing your time and what can you do about it?

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Presentation on theme: "Time Robbers… Who/what is stealing your time and what can you do about it?"— Presentation transcript:

1 Time Robbers… Who/what is stealing your time and what can you do about it?

2 Time Robbers Time robbers steal valuable time away from us. Some of these time robbers are imposed upon us by others. These types of time robbers can fall anywhere between total control to no control. Other time robbers are self-inflicted. In other words, we rob ourselves of valuable time. As such most of these time robbers are within our total control. Lets begin by looking at those time robbers imposed upon us by others.

3 Interruptions Interruptions Unnecessary: Drop-ins or phone calls from individuals mistakenly assuming that you have information they need.Unnecessary: Drop-ins or phone calls from individuals mistakenly assuming that you have information they need. Necessary: Interruptions from individuals about those things which you have responsibility for.Necessary: Interruptions from individuals about those things which you have responsibility for. Untimely: Necessary but at an inconvenient time.Untimely: Necessary but at an inconvenient time. Possible Solutions… Possible Solutions… Unnecessary: Avoid or terminate immediately (in a pleasant manner, of course!) Unnecessary: Avoid or terminate immediately (in a pleasant manner, of course!) Necessary: Respond to the interruption: How can I help you? What can I do for you? In other words, try to get the individual to get directly to the point to save both of you time. Necessary: Respond to the interruption: How can I help you? What can I do for you? In other words, try to get the individual to get directly to the point to save both of you time. Untimely: Reschedule for another time. Untimely: Reschedule for another time.

4 Waiting for Answers Waiting for Answers Simply put, this is the time spent waiting for someone else to respond to our questions or requests. Simply put, this is the time spent waiting for someone else to respond to our questions or requests. Possible Solutions… Possible Solutions… Call person who you are waiting to hear from and stress the importance of the response. Call person who you are waiting to hear from and stress the importance of the response. If no response…take the issue to the next level for a response. If no response…take the issue to the next level for a response.

5 Unnecessary Meetings Unnecessary Meetings Over 11 million meetings are held each day in America. Many are too long or unnecessary. Over 11 million meetings are held each day in America. Many are too long or unnecessary. Possible Solutions… Possible Solutions… If you are running the meeting, create an agenda and stay focused. If you are running the meeting, create an agenda and stay focused. If you question your need to be at a meeting, check to see how essential your attendance is. If you question your need to be at a meeting, check to see how essential your attendance is. Remember…some meetings are necessary, so make the most of the ones you attend! Remember…some meetings are necessary, so make the most of the ones you attend!

6 Too Much Work Too Much Work Overload – youve got too much going on at once! Overload – youve got too much going on at once! Possible Solutions… Possible Solutions… The solution for this is simple…learn to say NO. Remember, you cant do everything. Rather than committing to many things and giving them a 50% effort, decide which things you have time for and give them a 100% of your time and energy. The solution for this is simple…learn to say NO. Remember, you cant do everything. Rather than committing to many things and giving them a 50% effort, decide which things you have time for and give them a 100% of your time and energy.

7 Equipment Failure Equipment Failure Computers, printers, cell phones, palm pilots…the list goes on. The more technology we have the greater our chances for the occasional glitch. Computers, printers, cell phones, palm pilots…the list goes on. The more technology we have the greater our chances for the occasional glitch. Possible Solutions… Possible Solutions… Preventative maintenance can be very helpful when it comes to all of the equipment we use. If you notice the slightest problem…deal with it before it escalates to something greater. Preventative maintenance can be very helpful when it comes to all of the equipment we use. If you notice the slightest problem…deal with it before it escalates to something greater. Many glitches are the result of a lack of planning on our part. Keep extra printer cartridges and other equipment supplies on hand to save time and avoid unnecessary stress. Many glitches are the result of a lack of planning on our part. Keep extra printer cartridges and other equipment supplies on hand to save time and avoid unnecessary stress.

8 Red Tape Red Tape Red tape is all of the policies, procedures, systems, etc. that we must go through to accomplish certain tasks. Red tape is all of the policies, procedures, systems, etc. that we must go through to accomplish certain tasks. Possible Solutions… Possible Solutions… Accept that red tape exists. Dont waste time worrying about those things that are out of your control. Accept that red tape exists. Dont waste time worrying about those things that are out of your control. Plan ahead! Be sure to make time to deal with all of the systems and procedures. Plan ahead! Be sure to make time to deal with all of the systems and procedures.

9 Staff and Resident Demands Staff and Resident Demands Many Resident Directors like to have an open door policy…which is great! However keep in mind that this level of availability will lead to an increased level of requests and demands. Many Resident Directors like to have an open door policy…which is great! However keep in mind that this level of availability will lead to an increased level of requests and demands. Possible Solutions… Possible Solutions… Plan your day properly so youll know what you will and will not have time for. Be honest with residents and staff. If your day is really hectic and their request can be taken care of tomorrow, let them know that youll take care of it the next day. Dont promise something you cant deliver. Plan your day properly so youll know what you will and will not have time for. Be honest with residents and staff. If your day is really hectic and their request can be taken care of tomorrow, let them know that youll take care of it the next day. Dont promise something you cant deliver. Crisis situation? Determine what you can eliminate from your schedule to effectively handle the crisis. Crisis situation? Determine what you can eliminate from your schedule to effectively handle the crisis.

10 Disorganized Supervisor Disorganized Supervisor You are an organized individual. Your supervisor is not very organized at all. The result: STRESS! You may also get stressed when working with staff members and co-workers who are less than organized. You are an organized individual. Your supervisor is not very organized at all. The result: STRESS! You may also get stressed when working with staff members and co-workers who are less than organized. Possible Solutions… Possible Solutions… Communication is the key. Make sure that your supervisor knows what you are doing and that you understand what he/she expects. Ask questions if the information provided by your supervisor is not thorough enough to meet your needs. Communication is the key. Make sure that your supervisor knows what you are doing and that you understand what he/she expects. Ask questions if the information provided by your supervisor is not thorough enough to meet your needs.

11 Self-inflicted Time Robbers Those things that we inflict upon ourselves also rob us of valuable time. Those things that we inflict upon ourselves also rob us of valuable time.

12 Procrastination Procrastination Procrastination is the most common time robber – putting things off until later. Why do we do this? Some tasks are unpleasant or require us to leave our comfort zone. As such we avoid them thus delaying their completion. Procrastination is the most common time robber – putting things off until later. Why do we do this? Some tasks are unpleasant or require us to leave our comfort zone. As such we avoid them thus delaying their completion. Possible Solutions… Possible Solutions… Dont invite interruptions Dont invite interruptions Break things down into small tasks Break things down into small tasks Set deadlines for yourself Set deadlines for yourself Dont let perfectionism get in the way Dont let perfectionism get in the way Do the unpleasant part of the task first Do the unpleasant part of the task first Reward yourself when youve completed the unpleasant task Reward yourself when youve completed the unpleasant task

13 Personal Disorganization Personal Disorganization Where did I put my keys? What did I do with my cell phone? I know I put that report somewhere on my desk. The more disorganized we are, the more time it will take to accomplish tasks. Where did I put my keys? What did I do with my cell phone? I know I put that report somewhere on my desk. The more disorganized we are, the more time it will take to accomplish tasks. Possible Solutions… Possible Solutions… Put things that matter in some sort of order that makes sense to you. Put things that matter in some sort of order that makes sense to you. Stick with your organizational plan. Even when you may be in a rush, the extra minute or two it takes to put something in the right place will save you a lot of time in the long run. Stick with your organizational plan. Even when you may be in a rush, the extra minute or two it takes to put something in the right place will save you a lot of time in the long run.

14 Absentmindedness Absentmindedness Have you ever uttered the following, Oh, Ill remember that, only to find out a few hours or days later that your memory wasnt as great as you thought it might be? Forgetfulness can result in lost time. Have you ever uttered the following, Oh, Ill remember that, only to find out a few hours or days later that your memory wasnt as great as you thought it might be? Forgetfulness can result in lost time. Possible Solutions… Possible Solutions… Dont rely on your memory. Write things down so that you will remember them. Dont rely on your memory. Write things down so that you will remember them. Develop a system for following-up on all of the reminders you write down each day. Develop a system for following-up on all of the reminders you write down each day.

15 Socializing Socializing When you live and work in a residence hall, socializing with others is a given. As an RD, you need to invest a certain amount of time socializing with your staff and residents. Not all socializing is bad – but too much is unproductive. When you live and work in a residence hall, socializing with others is a given. As an RD, you need to invest a certain amount of time socializing with your staff and residents. Not all socializing is bad – but too much is unproductive. Possible Solutions… Possible Solutions… Monitor how much time you spend socializing. If you find yourself running late or getting a late start on work projects, tasks, etc. because youre socializing too much, you need to develop a plan to limit your socializing. Stick to your plan to avoid being robbed of valuable, productive time. Monitor how much time you spend socializing. If you find yourself running late or getting a late start on work projects, tasks, etc. because youre socializing too much, you need to develop a plan to limit your socializing. Stick to your plan to avoid being robbed of valuable, productive time.

16 Fatigue Fatigue Youre tired. You dont have a lot of energy. Its hard to be productive when youre exhausted. Youre tired. You dont have a lot of energy. Its hard to be productive when youre exhausted. Possible Solutions… Possible Solutions… Schedule time for physical activity. Exercise will give you the energy boost you may need. Avoid the urge to remove time scheduled for exercise to accommodate others needs. Schedule time for physical activity. Exercise will give you the energy boost you may need. Avoid the urge to remove time scheduled for exercise to accommodate others needs. Eat well. Eat well. Try to get enough sleep. Try to get enough sleep.

17 Lack of Self-Discipline Lack of Self-Discipline You know what you need to do, yet you seem to have a hard time accomplishing things. A lack of self- discipline not only prevents us from getting things done, but it is not good for our self-esteem. You know what you need to do, yet you seem to have a hard time accomplishing things. A lack of self- discipline not only prevents us from getting things done, but it is not good for our self-esteem. Possible Solutions… Possible Solutions… Start small – try to break large tasks into small steps so they dont look so overwhelming. Start small – try to break large tasks into small steps so they dont look so overwhelming. Set tasks and work to accomplish them. Take things one at a time. Set tasks and work to accomplish them. Take things one at a time. Recognize how good it feels to get something done! Recognize how good it feels to get something done!

18 Paper Shuffling Paper Shuffling RDs tend to deal with lots and lots of paperwork. Handling paper too many times is time consuming. RDs tend to deal with lots and lots of paperwork. Handling paper too many times is time consuming. Possible Solutions… Possible Solutions… When you receive paperwork, mail, etc. place it into one of three stacks: (1) VIP –Very Important Paperwork (2) Important (3) Trivial When you receive paperwork, mail, etc. place it into one of three stacks: (1) VIP –Very Important Paperwork (2) Important (3) Trivial Deal with VIP paperwork first. If time permits, take care of the Important paperwork next. Trivial items should take little to none of your time. Deal with VIP paperwork first. If time permits, take care of the Important paperwork next. Trivial items should take little to none of your time.

19 Poor Planning Poor Planning If you fail to plan, you plan to fail. If you fail to plan, you plan to fail. Trying to pull things together without any plan or direction is time consuming. Trying to pull things together without any plan or direction is time consuming. Possible Solutions… Possible Solutions… Plan and prioritize your time and tasks. Plan and prioritize your time and tasks. The extra time you commit to planning each week will save you time in the long run. The extra time you commit to planning each week will save you time in the long run.

20 Perfectionism Perfectionism These copies are not centered…Ill have to do them over. These copies are not centered…Ill have to do them over. The e on this poster doesnt look right. Ill have to re-do the poster. The e on this poster doesnt look right. Ill have to re-do the poster. Sound familiar? Perfectionism is said to be paralyzing at times as it can slow down or even put a stop to productivity. Sound familiar? Perfectionism is said to be paralyzing at times as it can slow down or even put a stop to productivity. Possible Solutions… Possible Solutions… Do the job/task to the best of your ability and move on. Do the job/task to the best of your ability and move on. Dont dwell on minor imperfections. Chances are great that you may be the only one who notices them. Dont dwell on minor imperfections. Chances are great that you may be the only one who notices them.

21 This information provided as part of a self directed training class for Hall Directors offered as part of The Residence Hall Manager Service on www.reslife.net.www.reslife.net For a free trial of this service and more information on this course, click on the link below: http://reslife.net/html/about_rhm.html


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