1. Effective Time Management

2. OBJECTIVES Describe Techniques for Improving Time Management
Identify Common Difficulties of Time Management
Identify Consequences of Poor Time Management
Explain Covey’s “First Things First” Philosophy

3. Introductions & Expectations
Please share the following information:
Name
Position
Length of time with Family and MWR
Your biggest Time Management challenge
Course Expectation(s)

4. Where are you now, in terms of how you spend your work day?
Time Sucker
Swamp
Cave of Games
Task Forrest
Mt. Success
Lounge Lizard
Lake
Where are you now, in terms of how you spend your work day?
Where do you want to be?
What’s the best way to get there?

5. Where Are You Now?
YOU ARE HERE

6. Exercise #1 This is a self-assessment
Place a check mark by statements that apply to you.
Do you think that has a positive or negative impact on your personal time management?
The point is to look at those characteristics and habit patterns that apply to you, and see if you can find room for increasing productivity

7. What does your typical workday look like?

8. Exercise #2 This is a self-assessment
Place a check mark by statements that apply to you.
Go back through the list and identify the biggest issues for you personally - What distracts you from staying on task?
Determining where you are is the first step in improving your TIME MANAGEMENT skills.

9. WHAT DO YOU WANT TO ACCOMPLISH?
WHERE DO YOU WANT TO BE?
WHAT DO YOU WANT TO ACCOMPLISH?

10. IMCOM
Mission:
IMCOM integrates and delivers base support to enable readiness for a globally-responsive Army
Vision:
Innovative professionals committed to effectively delivering services and facilities for our Army

11. USAG HUMPHREYS
MISSION:  USAG Humphreys provides essential community services, facilities and infrastructure for Soldiers, Families and Civilians while enabling the "Fight Tonight" capability.
VISION:  USAG Humphreys is a premier community providing First Class service and support to Soldiers, Families and Civilians.
GOALS: What are they?
VALUES: Loyalty, Duty, Respect, Selfless Service, Honor, Integrity, Personal Courage

12. What’s the Best Way to Get There ?
Time Sucker
Swamp
Cave of Games
Task Forrest
Mt. Success
Lounge Lizard
Lake

13. TIME MANAGEMENT
IMPORTANT
NOT IMPORTANT

14. COVEY’S TIME MANAGEMENT MATRIX
Urgent
Not Urgent
Not Important
Planning
Crisis Prevention Measures
Networking
Relationship Building
Professional Development
Personal Development
Important
Fire Fighting
Pressing Issues
Some Meetings
Some Phone Calls
Some Interruptions
Some Paperwork
Interruptions
Some Fire Fighting
Some Socializing
Paper Shuffling
Games / Puzzles
Some Reading I II
III IV
* Crisis Managers = 90%
* Heart of Effective Management
* Crisis Managers = 10%

15. QUADRANT I The Quadrant of NecessityII
III IV
Important - Urgent
Crisis & Emergencies
Requires Immediate Attention
Urgent & Consequential
Some People Struggle to Get Out
May Cause Stress / Burn-Out

16. QUADRANT III The Quadrant of DeceptionIV
Not Important - Urgent
Confused with Q1 Tasks
Urgent & Non-Consequential
Someone Else’s Priority
The Q3 Manager Neglects Q1&2 Tasks
May Lead to More Crisis

17. QUADRANT IV The Quadrant of WasteII
III IV
Not Important - Not Urgent
Not Focused on Mission, Goal, or Task
May Lead to More Crisis
Q1 Manager (Usually) Spends Time Here

18. QUADRANT II The Quadrant of Quality & Leadership
III IV
Important - Not Urgent
Most Important
Focus on Important Tasks That Matter
Most Often Neglected
- Q2 Tasks Never Become Urgent Until It’s Too Late
- Does Not Provide Instant Results
- Requires Investment of Time and Energy

19. QUADRANT RECAP QI TASKS: Urgent/Important - Manage Immediately.
QII TASKS: Not Urgent/Important - Focus Point – High Payoff From Investment.
QIII TASKS: Urgent/Not Important - Delegate to Other People.
QIV TASKS: Not Urgent/Not Important – Don’t Do Them Unless Directed By Leadership.

20. Exercise #3 Page 7 in the Participant Guide.II
III IV
Page 7 in the Participant Guide.
Fill in some of YOUR tasks/activities that fit into each quad.
Next, estimate what percentage of time is spent in each quad.
15 minutes to complete.

21. Getting More Time for Quadrant II
The effective manager spends most time here.
“Can’t” ignore Q1.
Only place to get more time for Q2 is from Q3 & Q4.
No ideal % of time for Q2.
Schedule time for Q2.
As you spend more time in Q2, Q1 “should” shrink. I II
III IV
Important - Not Urgent

22. The Q2 Tool
Identifying Roles
Selecting Goals
Scheduling
Adaptation

23. Sample Roles & Goals Inventory Manager 100% Accountability
Program Manager
Customer Service Manager
100% Accountability
Complete Business Plan
100% of Staff Members Trained

24. Identifying Roles & Setting Goals
Exercise #4
Identifying Roles & Setting Goals
Page 8 in your Participant Guide.
Identify some of YOUR roles.
Identify at least one goal associated with each role.
10 minutes to complete.

25. Scheduling Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
For the week of:
Sun Mon Tue Wed Thu Fri Sat
Review Daily
Focus Here
Enter Daily Priorities Here
Enter
Weekly
Priorities
Here
How much of your day can you actually control?
Sun Mon Tue Wed Thu Fri Sat
Expands
Planning
Horizon
List Appointments Here

26. Adaptation Rigidly adhering to a goal or task may be harmful.
Circumstances change, you may need to adapt.
Be open to change that alters/supports the mission.
Make use of spare time.

27. Elements of Time Management
“First Things First”
Planning
Prioritizing
Organizing
Other Things To Consider
Delegating (Gopher vs. Stewardship)
Saying “No”
Pareto Principle

28. Gopher Delegating Go for this…go for that…do this…do that…
Accomplishes Little
Little to No Value for Time Management

29. Stewardship Delegating
Focused on Results
Provides Choices
Employee is Responsible for Outcome
Takes time to Develop but the End Results will provide Free Time!

30. DON’T GET BOGGED DOWN IN TIME SUCKER SWAMP!
Invisible Horses
Outdated and/or Ineffective Tasks
Zero Value Tasks
Enjoyable, but a ‘Non-Value Add’ to the Mission, Goal, or Tasks
‘Spinning your wheels’
DON’T GET BOGGED DOWN IN TIME SUCKER SWAMP!

31. Exercise #5 Page 12 in your Participant Guide.
Identify at least two invisible horses that are present in your work.
Next, identify why you continue to do it after it no longer has value to the mission.
5 minutes to complete.

32. Exercise #6 Page 13 in your Participant Guide.
Identify at least four zero value tasks you/your staff perform.
Next, identify which quadrant/category each fall into (Q1, Q2, Q3, Q4).
5 minutes to complete.

33. COVEY’S TIME MANAGEMENT MATRIX
Urgent
Not Urgent
Not Important
Planning
Crisis Prevention Measures
Networking
Relationship Building
Professional Development
Personal Development
Important
Fire Fighting
Pressing Issues
Some Meetings
Some Phone Calls
Some Interruptions
Some Paperwork
Interruptions
Some Fire Fighting
Some Socializing
Paper Shuffling
Games / Puzzles
Some Reading I II
III IV
* ELIMINATE *
* BE PROACTIVE *
* MINIMIZE *
* AVOID *

34. REASONS FOR NOT SAYING NO
Don’t want to let someone down.
You want to be kind.
Want to be seen as a member of the team.
Don’t know how to say no.
Don’t want to say no.
Easier to say “no” down the chain, then up the chain.

35. KEY TAKE-AWAYS Time Management Mapping Tips & Tools
Knowing where you are
Identifying where you are going
Determining the best way to get there
Tips & Tools
Doing “First Things First”
The Q2 Tool (Identifying Roles, Selecting Goals, Adaptation)
Elements of Time Management
Plan, Prioritize, Organize, Delegate, Invisible Horses, Say ‘No’

36. OBJECTIVES Describe Techniques for Improving Time Management
Identify Common Difficulties of Time Management
Identify Consequences of Poor Time Management
Explain Covey’s “First Things First” Philosophy

37. End of Course Survey

38. Exercise #7 – Action Plan
Page 33 in your Participant Guide.
Select a project start date.
Develop at least one action to improve YOUR time management.
Create at least one measure of success.
15 minutes to complete.

39. MG Robert M. Joyce School for Family and MWR
Comm:
DSN:
2280 Signal Road, Bldg 4022
Fort Sam Houston, Texas 78234