1. Managing Multiple Projects, Objectives and Deadlines Presented by Sherine Clarke Calvin College

2. Gaining Control of Your Workday Page 6

3. The 10 “Golden Rules” of Time Management 1. Know how you currently spend your time. 2. Identify your “prime time.” 3. Do tomorrow’s planning tonight. 4. Ask yourself “Why am I doing what I’m doing right now?” often. 5. Handle each piece of paper once.

4. The 10 “Golden Rules” of Time Management 6. Plan your work, but work your plan. 7. Delegate whenever possible. 8. Delegate wisely. 9. Identify your high-payoff items. 10. Concentrate on results, not on being busy.

5. Evaluate Your Time Log Conduct a time study to see where your time is going Conduct a time study to see where your time is going Evaluate how you're doing and where you can improve Evaluate how you're doing and where you can improve Eliminate what doesn`t work Eliminate what doesn`t work Be your own boss Be your own boss Ask yourself: Have I met my goals, and what changes can I make to achieve them? Ask yourself: Have I met my goals, and what changes can I make to achieve them?

6. Define Habit #1:Begin with the end in mind Habit #1:Begin with the end in mind Have an objective for the day Have an objective for the day Clearly identify what needs to be done today Clearly identify what needs to be done today Visualize success and put it in writing Visualize success and put it in writing Set a specific goal Set a specific goal I need to finish (or work on) in amount of time the task name today. I need to finish (or work on) in amount of time the task name today.

7. Four Principles for a Successful “To-Do” List Make it a project list Make it a project list Evaluate frequently—Ask yourself, “Is this still important?” Evaluate frequently—Ask yourself, “Is this still important?” Use it! Use it! In the morning In the morning Update each evening Update each evening After an interruption After an interruption Bored or torn between two tasks Bored or torn between two tasks

8. Concentrate on RESULTS!! Review past accomplishments as well as future things to do. Review past accomplishments as well as future things to do. Check off items as you complete them to give yourself a sense of accomplishment Check off items as you complete them to give yourself a sense of accomplishment Create an I`ve Accomplished file or system Create an I`ve Accomplished file or system Review your contributions with your boss Review your contributions with your boss

9. Eliminating the Big Three Productivity Killers 1. Poor planning 2. Personal disorganization 3. Procrastination

10. Plan Plan your next day today! Plan your next day today! Use one planning system for everything! Use one planning system for everything! Block off Strategic Reserve Time (SRT) Block off Strategic Reserve Time (SRT) major activities, emergencies, quick tasks, interruptions & thinking time major activities, emergencies, quick tasks, interruptions & thinking time

11. Plan (con`t) Plan for balance – family, fitness, social, etc. Plan for balance – family, fitness, social, etc. Create a Quick Task file Create a Quick Task file Routine requests or tasks Routine requests or tasks Create a Post-it Note folder Create a Post-it Note folder

12. Effective vs. Efficient Effective is doing the right things Efficient is doing the right things RIGHT!

13. Five Steps That Will Improve Your Effectiveness 1. Make the most of your unscheduled time 2. Be results oriented 3. Focus on one or two tasks at a time 4. Let go of perfectionism 5. Mentally prepare

14. Top Time Wasters According to America Online® and Salary.Com Surfing Internet for personal use Surfing Internet for personal use Talking with co- workers Talking with co- workers Conducting personal business Conducting personal business Daydreaming Daydreaming Running errands off- site Running errands off- site Making personal phone calls Applying for other jobs Planning personal events Arriving late and leaving early Others

15. Personal Action Plan Page 17 Dealing with Organizational Issues

16. The ACTION Plan A re measurable A re measurable C ompatible with your mission C ompatible with your mission T ime-specific T ime-specific I n writing I n writing O wnership and accountability O wnership and accountability N egotiated (agreed upon) N egotiated (agreed upon)

17. Action-Oriented Project Goal Send a man to the moon, return him safely to earth by the end of the decade.

18. Identifying and Setting Priorities

19. Important Urgent Important Not Urgent Urgent Not Important Not Urgent Not Important Managing Competing Priorities I. Necessity II. Proactivity & Balance III. Deception IV. Time Waster

20. II. Proactivity I. Necessity III. Deception IV. Time Waster Crisis Pressing problems One-time projects Wrong priorities Caused by procrastination Deadline-driven Planning (To do lists) Training or Cross training Relationship building Empowerment (mission) Rationalize the activity Confuse action & progress Interruptions Low priorities tasks Reports, emails & meetings Escape activity Trivial tasks Gossip Personal phone calls Personal emails & Web surfing Surfing the Net Busy work

21. How to Battle the Stressors 1.What is important and urgent ( I ) 2.What is important, but not urgent ( II ) 3.What is not important, but is urgent ( III ) 4.What is not important and not urgent ( IV ) 5.Make a prioritized action list 6.Determine the best time of day

22. Getting Organized Page 27

23. Divide and Conquer Grandiose Grandiose Organize the office Clean the garage Great Organize my files Toss /donate things that are no longer needed Good Good Organize top file drawer Sort “like” things together Go for it Go for it Organize my tax files Buy storage systems

24. Damming the Paper Flow T Toss what you don’t need. A Act on all paper immediately. M Make notes on correspondence that requires follow up. E Easiest way to communicate: by phone or face to face.

25. Active vs. Passive Passive Passive It was suggested by the boss that consideration be given to......... The room is being brighten by the lights. Active The boss suggested we consider...... The lights brighten the room.

26. When you communicate…… what percentage of your emotions is conveyed through your: what percentage of your emotions is conveyed through your:  Words  Verbal  Non-verbal 7% 38% 55%

27. Diplomatic way to confront someone F acts I mpact R eason R equest

28. Personal Action Plan Page 40 Improve Your Organization Skills

29. Project Management 101 Consistently deliver great performance

30. Project Management 101 Work Breakdown Structure (WBS) Work Breakdown Structure (WBS)

31. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

32. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) Tasks & Activities Schedule Approval

33. Work Breakdown Structure (WBS) Project Sub- Project Task Sub- Project Task

34. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) Assign Tasks & Activities Meet Communicate Put out fires

35. Project Management 101 Tasklist TaskTeTe Person Responsible Target Start Actual Start Target Finish Actual Finish 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

36. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

37. Predict & Prevent Baby Monster Patrol!!! What could go wrong with your project? What could go wrong with your project? Plan A Plan A Plan B Plan B Plan C Plan C

38. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

39. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

40. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

41. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

42. 5-Phase Project Management Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6)

43. Exercise Personality Style Inventory Page 51

44. Saying “No” USA nderstand ituation lternative