Presented by Andy Willums Presented to Tampa Chapter IIBA Whats In It For Me Be able to focus your time and energy on the right things Personal and professional Save time stress worry ID: 714524
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Slide1
Time Management
Date: 1/13/2015 Presented by: Andy Willums Presented to: Tampa Chapter IIBASlide2
What’s In It For Me?
Be able to focus your time and energy on the “right” things
Personal and professional
Save time, stress, worry
Be more productive
Reduce chance of forgetting thingsSlide3
Time, Efficiency
Touch it Once rule (or at least minimal times)
File, read, act, delegate, toss, schedule for another time
How many items are in your email inbox?
Categories for personal goal setting
Are you busy or are you productive?
How many start or end each day planning?
If you’re not
xx
minutes early, you’re late!Slide4
Imposed Time Robbers
InterruptionsWaiting for answersUnclear job definitionUnnecessary meetingsToo much work
Poor communication
Shifting priorities
Equipment failure
Disorganized boss
Conflicting priorities
Red tape
Low company morale
Untrained staff
Peer/staff demandsLack of authorityInteroffice travelMistakes of othersRevised deadlinesMeetings
1994, Hyrum W. SmithSlide5
Self-Inflicted Time Robbers
Failure to delegatePoor attitudePersonal disorganizationAbsentmindednessFailure to listen
Indecision
Socializing
Fatigue
Lack of self-discipline
Leaving tasks unfinished
Paper shuffling
Procrastination
Outside activities
Cluttered workspaceUnclear personal goalsPerfectionismPoor planningPreoccupationAttempting too much
1994, Hyrum W. SmithSlide6
Biggest Time Robbers
Interruptions
Procrastination
Shifting priorities
Poor planning
Waiting for answers
1994, Hyrum W. SmithSlide7
Importance &
Value (in rank order)
Spouse
Financial security
Personal health and fitness
Children and family
Spirituality/Religion
A sense of accomplishment
Integrity and honesty
Occupational satisfaction
Love for others/ServiceEducation and learning
Self-respect
Taking responsibility
Exercising leadership
Inner harmony
Independence
Intelligence and wisdom
Understanding
Quality of life
Happiness/Positive attitude
Pleasure
Self-control
AmbitionBeing capableImagination and creativityForgivenessGenerosityEqualityFriendshipBeautyCourage
1992 survey by Franklin Quest Co.Slide8Slide9
Susan Reid's survey of 50 women entrepreneurs Slide10
10 Tips for Taking Control of Your Time
List everything you need to do today – in order of priority.
Make time for
important
things, not just urgent ones.
Write your goals. Then write the
steps
to your goals.
Set a starting time as well as a deadline for all projects.
Slice up big projects into bite-sized pieces.
If you run out of steam on one project, switch to another.
Say no to new projects when you’re already overloaded.
Trim low-payoff activities from your schedule.
For each paper that crosses your desk: act on it, file it, or toss it.
Use a Day-Timer system to manage your busy life.Slide11
GoalsSlide12Slide13
“The Time Famine”
Bad time management = stress
This is
life
advice
Randy Pausch, CMU, 2007Slide14
Two hours wasted per day
Messy deskCan’t find things
Missed
appointments
Unprepared for meetings
Tired/unable to concentrate
Randy Pausch, CMU, 2007Slide15
Goals, Priorities, and Planning
Why am I doing this? What is the goal?
Why will I succeed?
What happens if I
choose
not to do it?
Doing things right vs. doing the right things
100 things to do in my life
Randy
Pausch
, CMU, 2007Slide16
The 80/20 Rule
Critical few and the trivial many
Having the courage of your convictions
Good
judgment
comes from experience
Experience comes from bad judgment
Randy Pausch, CMU, 2007Slide17
Planning
Failing to plan is planning to failPlan Each Day, Each Week, Each SemesterYou can always change your plan, but only once you
have one
!
Randy
Pausch
, CMU, 2007Slide18
TO DO Lists
Break things down into small stepsLike a child cleaning his/her roomDo the ugliest thing first
Randy Pausch, CMU, 2007Slide19
Paperwork
Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a timeTouch each piece of paper onceTouch each piece of email once; your inbox is not
your TODO list
Randy Pausch, CMU, 2007Slide20
Scheduling Yourself
You don’t find time for important things, you make it
Everything you do is an
opportunity cost
Learn to say “No”
Randy Pausch, CMU, 2007Slide21
Interruptions
6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour
You must reduce frequency and length of interruptions (turn phone calls into email)
E-mail “ding” on new mail is an
interruption -> TURN IT OFF!!
Randy Pausch, CMU, 2007Slide22
Time Journals
It’s amazing what you learn!Monitor yourself in 15 minute increments for between 3 days and two weeks.
Update every ½ hour: not at end of day
Randy Pausch, CMU, 2007Slide23
Randy Pausch, CMU, 2007Slide24
Using Time Journal Data
What doesn’t need to be done? What can someone else do?
What can I do more efficiently?
How am I wasting other people’s time?
Randy Pausch, CMU, 2007Slide25
Avoiding Procrastination
Doing things at the last minute is much more expensive than just before the last minuteDeadlines are really important: establish them yourself!
Randy Pausch, CMU, 2007Slide26
Challenge People
People rise to the challenge: Delegate “until they complain”
Communication Must Be Clear: “Get it in writing” – Judge
Wapner
Give objectives, not procedures
Tell the relative importance of each task
Randy Pausch, CMU, 2007Slide27
Tools for Time Management
MS
Outlook
Smart Phone with apps
Evernote, Keep,
Wunderlist
,
etc
DayRunner
Wikis
MindMap
Sticky notes
Hand-written
ToDo’s
in a notepad
Combination
Work versus Personal?Slide28
Discussion Questions
Who begins and ends each business day by reviewing tasks, schedules, and priorities?
What can you do to be more effective with your time?
What kind of goals should you be setting?
How can you make
your organization
better?Slide29
Discuss Practical Application and Relevance
What does the information covered today mean to you?
What can you do with it?
Is it important to how you do your job?Slide30
Questions and Answers