Business Professional Women Leadership Conference October 24-26, 2012 By Lisa Gebauer TIME MANAGEMENT WORKSHOP

Overview Time management training most often begins with setting goals. Setting goals results in a plan with a task list or calendar of activities. Effective time management requires personal reflection of goals and aspirations, personal motivation, delegation skills, organization tools, and crisis management.

Objectives  Identify strategies for setting goals, prioritizing and meeting objectives:  How do you spend your time?  What are your core values?  Goal Setting and Prioritization  Identifying and Reducing Time Wasters  Assess personal use of time and create an action plan for better time management

Self Assessment #1 Time Management Skills Assessment

Results in…  Inability to meet deadlines  Working 50 + hours per week  Losing sight of individual objectives and priorities  Making hasty decisions  Stress; may lead to absenteeism and health issues  Insufficient time spent with family (little or no social life)  Inability to prioritize  Inherent fear of delegation; unproductive  Messy desk  Excessive meeting time Poor Time Management Skills

The 86,400 Question

Eight Six Thousand Four Hundred Imagine each day your bank deposits $86,400 into your checking account with the requirement that you have spend it all in one day. You can’t carry over any money to the next day.

What would you do? SPEND IT! RIGHT?

What 86,400 means to YOU 24 hours per day X 60 minutes per hour X 60 seconds per minute = 86,400 S econds Each Day

 Spending your 86,400 seconds wisely and effectively  Goal Setting Establishing Direction

Goal Setting the SMART Way Specific Measurable Achievable Relevant Timed -Bound R M A S T

If you don’t have time for planning, you’d better find the time. Poor planning causes most time management issues Write detailed plan – 5 Ws & H, Act, and Review Planning Not everything you do is of equal importance. Understand what is important to you. Evaluate values Important vs. Urgent The key is not to prioritize what’s on your schedule, but to schedule your priorities. Priorities “Just DO it” vs “Just DON’T do it” Minimize distractions; wasteful tasks Decide, Start and Finish Don’t wait for the right moment Procrastination The Three P’s

Pareto 80/20 Rule 20 % Effort 80% Results

 20 percent REALLY MATTERS  20% of your tasks produce 80% of your results.  20% of a meeting gives you 80% of the information.  20% of your contribution produces 80% of the recognition you get.  20% of clients create 80% of your sales.  20% of the clothes in your wardrobe are worn 80% of the time!  80 percent of the time should be focused on the 20% of your work that really matters  During your day, identify and focus on those activities.  “Crisis” of the day or fire drills eat up precious time  Don't just "work smart", work smart on the right things. Pareto 80/20 Rule

TIME MANAGEMENT MATRIX

How do we spend our time?

Self Assessment #2 Covey Urgency Index Assessment

Does urgency control your life? Out of Control?In Control?

Covey Time Management Matrix Urgent and Important Important, But Not Urgent Urgent, But Not Important Not Urgent and Not Important Quadrant IQuadrant II Quadrant III Quadrant IV

Covey Time Management Matrix Quadrant I Fire Fighting Quadrant II Quality Time Quadrant III Distractions Quadrant IV Time Wasters

Covey Time Management Matrix Crises Pressing problems Deadline driven project, meetings, preparations Quadrant I Urgent and Important Fire Fighting Effects on you: Stress, Burn out, Always putting out fires, Tired & Overwhelmed

Covey Time Management Matrix Preparation Planning Relationship Building Self Development Develop and empower others (e.g. delegation) Purposeful activities: recreational, health, family, professional development Quadrant II Important, But Not Urgent Quality Time Effects on you: Clarity, Control, Discipline, Balance, Few crises

Covey Time Management Matrix Interruptions, some phone calls Some s, some reports Request for useless information A report due next week that no one will ever track or read A meeting this afternoon to decide on an issue that‘s already been decided Proximate, pressing matters Popular activities Quadrant III Urgent, But Not Important Distractions Effects on you: Short term focus, Letting circumstances take control, Feeling Victimized, Stress

Trivial or busy work Junk Mail Some phone calls Excessive online usage: web surfing, chatting, online shopping Excessive socializing or sleeping Excessive TV or video games Quadrant IV Not Urgent and Not Important Time Wasters Covey Time Management Matrix Effects on you: Dependent on others, Lack of accountability, Lacking vision and motivation

Quadrant 2 Self-Management  Connect with Vision/Mission  Identifying roles  Selecting goals  Scheduling  Daily Adapting  Evaluate

Types of Quad II Activities  Improving communication w/people  Better preparation  Better planning and organizing  Taking better care of self  Seizing new opportunities  Personal development  Empowerment  Quality time with those you care about  Delegation

Observations Where do I get the time to spend in Quadrant II? Primarily in Quadrant III Time spent in Quadrant I is both urgent and important – acknowledge that we need to be there. And we know we shouldn't be in Quadrant IV. The key is learning to see all of our activities in terms of their importance. Then we're able to reclaim time lost to the deception of urgency and spend it in Quadrant II.

Observations What if I'm in a Quadrant I environment?  Some professions are, by nature, almost completely in Quadrant I. For example, it's the job of firefighters, many doctors and nurses, police officers, news reporters, and editors to respond to the urgent and important.  However, for such professionals it's even more critical to capture Quadrant II time for the simple reason that it builds their capacity to handle Quadrant I. Time spent in Quadrant II increases our capacity to accomplish more.

Reflection List one activity in your professional life that you are NOT doing NOW that would give you tremendous benefit if you did it consistently and well. List one activity in your personal life that you are NOT doing NOW that would give you tremendous benefit if you did it consistently and well. If you know these things, why are you not doing them?

The Present

Yesterday is History Tomorrow’s a Mystery But Today is a Gift That’s Why They Call it The Present

Words from the Wise M. Scott Peck Until you value yourself, you will not value your time. Until you value your time, you will not do anything with it. Peter F. Drucker Until we can manage time, we can manage nothing else. Michael Altshuler The bad news is time flies. The good news is you’re the pilot. Stephen R. Covey The key is in not spending time, but in investing it.

In Closing Be empowered to make the personal changes today to living a “purposeful” life!

Thank You