Effective Time Management

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

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

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?

Where Are You Now? YOU ARE HERE

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

What does your typical workday look like?

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.

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

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

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

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

TIME MANAGEMENT IMPORTANT NOT IMPORTANT

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%

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

QUADRANT III The Quadrant of Deception IV 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

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

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

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.

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.

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

The Q2 Tool Identifying Roles Selecting Goals Scheduling Adaptation

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

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.

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

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.

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

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

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

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!

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.

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.

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 *

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.

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’

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

End of Course Survey https://www.imcomsurveys.com/se/724B33875AC6E919

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.

MG Robert M. Joyce School for Family and MWR Comm: 210-466-1050 DSN: 312-450-1050 www.imcomacademy.com 2280 Signal Road, Bldg 4022 Fort Sam Houston, Texas 78234