Managing Time (and Stress) by Managing Yourself!

Objectives Why Time and Stress go together Learn about appropriate event control Using planners and Outlook to your advantage Discuss where we spend our time Do and Don’ts for your environment Start a game plan to move forward Commitment and follow through

Benefits of Managing Time More productivity Fewer mistakes Less stress headaches/better health! More time to do a good job More success More time to do the things that matter the most Slide Show Notes Why do you need to know about time management? Because we want you to be able to manage your time well so that you can enjoy these benefits: More productivity; Fewer mistakes; Less stress; More time to do a good job; and More success. Think about situations in which good time management helped you do a difficult job better. Conversely, think about situations in which you lost control of your time. What were the consequences? Ask trainees for examples of situations in which good time management helped them do a difficult job better. Also ask for examples of situations in which they lost control of their time. What were the consequences?

Finding out what you CAN CONTROL can be enlightening. WHAT IS TIME? The basic Element of Time is an Event The key to managing time then, is appropriate Event Control Finding out what you CAN CONTROL can be enlightening.

Control Continuum No Control Total Control

Control Continuum No Control Line of Influence Total Control Adapt and Move on! Line of Influence Recognize and influence! Total Control

CIRCLE OF INFLUENCE Parents Team Members Personal Health Mortgage Car Payments Work and layoffs CIRCLE OF INFLUENCE Kids Little League Coaching Insurance payments Doing more with less Child’s Braces Stress related illnesses

“Nothing can make you feel inferior without your consent.” Eleanor Roosevelt

Commitment #1 Finish and Post your Circle of Concern -Spend the next 21 days only in your Circle of Influence paying attention to your language (proactive vs reactive)

Keys to using any Planner Effectively

Using a Paper Planner A B C Create your “to do” list and then prioritize it to be more productive!

Outlook layout Set all Appointments first Set Tasks with priorities

Monthly Calendars—great for big picture planning Weekly productivity report Site visit! Month End reports due

Let’s take a live look…

Get one Master planning system and use it daily, weekly and monthly Commitment #2 Get one Master planning system and use it daily, weekly and monthly

Control Your environment

…Don’t let it control you!

Assess your work environment and make adjustments if necessary Commitment #3 Assess your work environment and make adjustments if necessary

Pressing Problems Emergencies

Handle Emergencies Don’t drop everything Spend only as much time as necessary Return to your established schedule Think about why the emergency occurred Set a plan in place to reduce that future emergency Slide Show Notes Don’t let unexpected events throw a monkey wrench into your whole day. Here’s how to prevent that from happening: Except for the direst emergencies, most unexpected problems can wait a little while. Resist the temptation to drop everything and run to put out a fire. Finish what you’re doing first, give yourself time to think about an appropriate response, and take action to handle the problem. Spend only as much time as necessary on emergencies. Once the situation is under control, move on. Return to your established schedule and pick up right where you left off. Finally, take a moment to think about why the emergency occurred and if there is anything you can do to make sure such things don’t happen again. Anticipating problems is a key time management skill.

Pressing Problems Mail, e-mail, Other people’s minor issues

Common Time Wasters Reacting instead of acting Not thinking far enough ahead Inadequate preparation Reluctance to ask for help Not knowing what the goals are Slide Show Notes Let’s begin by identifying some common time wasters. See if you recognize any of these. Many people waste a lot of time reacting to what’s going on around them instead of determining how their time should be spent. They bounce from one task to another without making much headway on anything. Some people fail to put in enough time upfront planning their work—determining priorities, deciding how things will be done, anticipating problems, and so forth. But if you don’t plan effectively, you can’t work efficiently. Too often people don’t take enough time to prepare for a job. Instead of gathering all the equipment, materials, and information they need before they start, they jump right in and later waste time running around looking for the things they need to complete the job. For many people, the real king of time wasters is procrastination. They keep putting things off, wasting valuable time, and creating a situation in which they will later be pressed to get the job done without enough time to do it well or face the prospect of missing a deadline.

Pressing Problems Mail, e-mail, Busywork Other people’s minor issues

We Need To Live Above the Line Manage Focus Avoid Minimize

Commitment #4 Review your own Time Matrix and vow to live “above the line” Work on reducing your “Fire-Fighting” Moments

Developing Habits Habits Knowledge (what to, why to) Desire Skill (want to) Skill (how to)

Last commitments--- Start today, to manage yourself and model the behavior you would like to see with your staff Coach those that struggle with Time issues by sharing your ideas Sign up for Managing Time webinars, to share your success stories! Within 21 days, expect a survey on how you are doing creating new habits

Changing Behavior Hear an idea you like. 10% Consciously decide to adopt the idea. 25% Decide when you will do it. 40% Plan how you will do it. 50% Commit to someone else that you will do it. 65% Have a specific appointment at which time you will report whether or not you have done it. 95%

Remember to INFLUENCE others so that they too, can “Manage their Time” If you think you’re leading and no one is following, you’re just out for a walk. Remember to INFLUENCE others so that they too, can “Manage their Time”