Jeanie McHugo, PhD, PA-C Mike Roscoe, PhD, PA-C Program Directors 101 Time Management Jeanie McHugo, PhD, PA-C Mike Roscoe, PhD, PA-C

Description This session is designed to provide tools to manage busy and demanding schedules. Emphasis is placed on goal setting, prioritization of tasks and management styles. Participants will explore strategies for time management and tips for increasing productivity. © 2014 PAEA

Objectives Describe different strategies for effective time management Evaluate their time management style Apply time management strategies to reconcile shifting priorities within a day Analyze tasks common to program directors, prioritize those tasks, and develop a strategy to efficiently complete them Identify key components of effective goal setting © 2014 PAEA

Managing time sustains one’s wellbeing and balances work and personal needs Workbook: questions and biggest challenges about time management

Time Management Essential components of time management: Focus Plan Organization Take Action PAEA Copyright 2016 5

What does time mean to you? Focus Priorities manage time well maximize productivity put it in writing What does time mean to you?

Focus Personal planning systems Electronic calendars (shared or private?) Planners Notebooks Index cards PAEA Copyright 2016 7

Workbook: challenges to focusing activities What Does Time Mean To You Keep a time log Analyze the data How much time did I spend on important tasks? On time wasters? When was I the most/least productive? When and what were the worst interruptions? Did I use travel and waiting time productively? To what extent did I achieve my goals each day? What did you do that you should not have been doing? \ Workbook: challenges to focusing activities PAEA Copyright 2016 8

Plan How you plan is a good indicator of your relationship to results. Organize plan FOR results!! PAEA Copyright 2016 9

Plan Set goals - what would you like to accomplish? 10 PAEA Copyright 2016 10

Plan Backward – divide into smaller steps Aug 1 Sept 30 PAEA Copyright 2016 11

Prioritize Plan Do the most important things first Use the ABC system Make lists Weekly to-do list (no more than 3-4 major tasks) Consider a master list of everything you have to do. Do not let the list run your life, think strategically, write down your main priorities \ PAEA Copyright 2016 12

PLAN PAEA Copyright 2016 13

Plan Follow the 80/20 rule If you can figure out the 20% effort that will lead to 80% of your results, you’re definitely headed in the right direction. Focus on your “vital few” priorities. PAEA Copyright 2016 14

Workbook: how do I prioritize daily, weekly, monthly? Challenges? Plan Other Prioritizing Tips Record your priorities and always have them with you. Schedule unpleasant tasks early in the day. Defend your schedule!!!!! Use your peak times wisely. Schedule a daily quiet hour – stay TRUE to yourself!1 Mark Twain called this eating your ugliest frog Workbook: how do I prioritize daily, weekly, monthly? Challenges? PAEA Copyright 2016 15

Organize Disorganization - one of the top reasons people give for poor time management. Stay organized!!! Have a place for everything Keep a clean desk http://2.bp.blogspot.com/-2Y6CPmFo8x4/T5i-YoStglI/AAAAAAAAAOM/qyIhCN0-eys/s1600/Einstein+desk.jpg PAEA Copyright 2016 16

Organize Your Clean Desk Desk at home?? In-box Stacking trays Long term storage Assistant can help Desk at home?? PAEA Copyright 2016 17

Workbook: Are you organized? How can you become more so? Management for paper/e-mail Toss in garbage, recycle or shred box Delegate/forward to someone else Do/act on it now (then toss, file or delete) Follow up: store in temporary home until you need to act on it File in a permanent home where you can find it later Workbook: Are you organized? How can you become more so? PAEA Copyright 2016 18

Take Action Getting things done is never easy, many times we need to learn how to: Overcome and move beyond procrastination Hold better meetings PAEA Copyright 2016 19

Take Action Learn to say NO

Take Action Be Punctual know who runs the calendar for others always have something to work on while you wait PAEA Copyright 2016 21

Achieve a balance of life-long learner and information addict! Take Action Reduce Information Overload you may actually be addicted to information!!!! Achieve a balance of life-long learner and information addict!

Take Action

Take Action

Take Action Do One Thing at a Time Break the multitasking habit: Do not obey every thought. Work standing up occasionally. Give yourself deadlines. PAEA Copyright 2016 25

Take Action Delegate More/Better How to delegate If you have higher priorities that only you can carry out If someone else can do it quicker, better, and cheaper How to delegate Think of delegation as a kind of teaching. PAEA Copyright 2016 26

Hold Better Meetings Take Action only necessary meetings Schedule meetings at 11 am or 4 pm. Invite only critical people: 5-8 is an optimum Workbook: What/who are your resources to help you more effectively manage your time? PAEA Copyright 2016 27

THPs?? (take home points?) Summary Focus Plan Organize Take Action THPs?? (take home points?) PAEA Copyright 2016

References Levesque, L.C. (2001). Breakthrough Creativity. Palo Alto, CA: Davies-Black Publishing. Sundheim, D. & Dodd, P. (2005). The 25 Best Time Management Tools & Techniques. Ann Arbor, MI: Peak Performance Press. Inc. Kunich, K. & Leister, J. (2003). Survival Kit for Leaders; An interactive way for a leader to become and stay a survivor Skyward Publishing.

Acknowledgements A special acknowledgement to Grace Landel and Bob Philpot for former contributions on this topic. PAEA Copyright 2016 30