Time Management A leadership training lesson from The Pennsylvania State University. *This powerpoint should be used in conjunction with the Time Management lesson plan found at

Time Management: Overview  Introduction Introduction  Lesson Objectives Lesson Objectives Lesson Objectives  Lesson Content Lesson Content Lesson Content  Reflection Questions Reflection Questions Reflection Questions  Resources Resources

Introduction  Time is a limited and precious resource  There is no way to recover time that is wasted  You can’t Speed it up Speed it up Slow it down Slow it down Stop it Stop it  Leaders must find a way to make the most of it

Lesson Objectives  At the end of this lesson, you should be able to: Discuss ways in which individuals can save time and waste time Discuss ways in which individuals can save time and waste time Discover and discuss some ways that you can save time Discover and discuss some ways that you can save time Think about and articulate your priorities and how you prioritize your time Think about and articulate your priorities and how you prioritize your time Discover tools that they can utilize to help manage time effectively Discover tools that they can utilize to help manage time effectively

Time Wasters (From Don Clark of Big Dog Leadership)  Indecision  Inefficiency  Interruptions that do not pay off Sometimes interruptions are good and spark creativity Sometimes interruptions are good and spark creativity  Procrastination  Doing urgent rather than important tasks Follows procrastination Follows procrastination  Unrealistic time estimates  Crisis management

Time Wasters (From Don Clark of Big Dog Leadership)  Unnecessary errors Double check your work Double check your work  Poor organization  Ineffective meetings  Micro-management  Poor planning and lack of contingency plans  Failure to delegate, Also includes delegation of responsibility without authority Also includes delegation of responsibility without authority  Lack of priorities, standards, policies or procedures

Time Savers (From Don Clark of Big Dog Leadership)  Manage the decision making process (not the decision)  Do one task at a time  Establish priorities Daily, short term, mid-term, long-term Daily, short term, mid-term, long-term  When writing memos, letters, and s: Make them short Make them short Write them quickly Write them quickly  Get rid of unneeded things

Time Savers (From Don Clark of Big Dog Leadership)  Make deadlines for yourself and for your groups  Do not waste other people’s time  Make sure all meetings: Have a purpose Have a purpose Have a time limit Have a time limit Include only the necessary people Include only the necessary people  Eliminate busy work  Keep accurate calendars and stick to them

Time Savers (From Don Clark of Big Dog Leadership)  Know when to stop a task, policy, or procedure  Keep things simple Delegate everything possible and encourage teammates to take on responsibilities  Set aside time to complete high priority tasks  Reflect  Use checklists and to do lists  Change time priorities when you get new tasks

Avoid Wasting Time Butler and Hope (1996), Managing Your Mind 1.Get Started Get down to work quickly Get down to work quickly 2.Start a routine Plan a time every day to complete certain tasks Plan a time every day to complete certain tasks s, paper work, etc. s, paper work, etc. Use a day planner to help keep your scheduleUse a day planner to help keep your schedule 3.Do not say “yes” to too many things Spreads yourself to thin Spreads yourself to thin Makes you live someone else’s priorities Makes you live someone else’s priorities

Avoid Wasting Time Butler and Hope (1996), Managing Your Mind 4.Do not commit yourself to unimportant activities No matter how far ahead, it is still a commitment No matter how far ahead, it is still a commitment 5.Divide large tasks Small manageable goals and tasks Small manageable goals and tasks Smaller tasks fit more easily into a tight schedule Smaller tasks fit more easily into a tight schedule 6.Do not put unneeded effort into a project Learn to recognize each situation Learn to recognize each situation Put attention to detail only in situations that need it Put attention to detail only in situations that need it

Avoid Wasting Time Butler and Hope (1996), Managing Your Mind 7.Deal with it once and for all Schedule the appropriate amount of time for a task Schedule the appropriate amount of time for a task Don’t continually start and stop a task Don’t continually start and stop a task 8.Set start and stop times This will improve your scheduling This will improve your scheduling See if you can beat deadlines and work more efficiently See if you can beat deadlines and work more efficiently 9.Plan your activities Schedule a time to schedule your activities Schedule a time to schedule your activities

Priorities  Mind Tools (click to launch site) has developed a three step process to help discover what your priorities are (click to launch site)(click to launch site) 1. What do you enjoy? Enjoying what you do for a living or the organizations that you are a part of it integral to quality of life Enjoying what you do for a living or the organizations that you are a part of it integral to quality of life Know what you do and don’t like to do Know what you do and don’t like to do The more you like what you do, the more likely you are to do that job effectively The more you like what you do, the more likely you are to do that job effectively

Priorities 2. What are your strengths? Identify things that you are good at Identify things that you are good at Identify areas where you are more challenged Identify areas where you are more challenged Move into areas where strengths are showcased Move into areas where strengths are showcased

Priorities 3. Know how to be excellent at what you do. Ask: What is the purpose of my job? What is the purpose of my job? What are the measures of success? What are the measures of success? What is exceptional performance? What is exceptional performance? What are my priorities and deadlines? What are my priorities and deadlines? What resources are available? What resources are available? What costs are acceptable? What costs are acceptable? How does what I do relate to other people? How does what I do relate to other people?

Action Plans and To Do Lists What’s the Difference?  Action Plans Lists of tasks that must be done to achieve one goal Lists of tasks that must be done to achieve one goal Working in stages to concentrate on achieving goals Working in stages to concentrate on achieving goals A simple way to keep track of everything that must be done to achieve a goal A simple way to keep track of everything that must be done to achieve a goal  To Do Lists A list of tasks that must be completed A list of tasks that must be completed Keeps track in one place of all jobs that must be done Keeps track in one place of all jobs that must be done Can be prioritized so most important jobs are done first Can be prioritized so most important jobs are done first

Reflection Questions  Do you do any of the time wasters we listed? Why? Why?  What ways can you save yourself time? Which of the ways listed in the lesson would be easiest for you to implement? Which of the ways listed in the lesson would be easiest for you to implement? How can you make them work for you? How can you make them work for you?

Reflection Questions  How do you decide on your priorities? How do those compare with how you spend your time? How do those compare with how you spend your time?  Can you use any of the tools talked about in the lesson to help you save time? Which ones? Which ones? How will you use them? How will you use them?

Resources  Butler & Hope. (1996). Managing Your Mind. Oxford University Press  Clark, D. (1997). Big dog leadership. Retrieved October 5, 2003, from  Mind Tools ( ). Essential skills for an excellent career. Retrieved October 5, 2003, from