Time Management Strategies Proven Techniques for Successfully Increasing Your Personal Productivity NCURA PRA Conference 2013

“Time is currency: it is not passed, but spent.” E.P. Thompson (English historian) “ There will be no crisis this week… my schedule is full!” (unknown)

1. Differences between being efficient and being effective Multitasking… “Do two or more things simultaneously, and you’ll do none at full capacity.” Clifford Nass, Stanford University

Helpful articles on multitasking ing-is-bad-for-you_n_ html bad.html ing-is-bad-for-you_n_ html bad.html

2. Identify which tasks are the most important and the least, and then complete them according to your priorities Create a task list, print it, and keep it with you Update the list daily; revise status weekly Prioritize tasks by deadline and level of importance Identify the best time of day for you to perform various tasks (reading, editing, phone calls, ) Allocate time on your calendar for priority tasks

SMART Tasks S = Specific M = Measureable A = Achievable R = Relevant T = Timely

3. Identify your “time robbers” and discover how to defeat them Common Distractions Internet surfing Cell phone messaging iPad apps Constant Office conversations Eating at your desk Fear of imperfection Not knowing which project to work on Lack of motivation

Stress Symptoms Physical Emotional Headaches Fatigue Anxiety Depression Inability to focus Panic Fear Frustration Disrupted sleep Feeling overwhelmed Mental exhaustion Too much to do

Pareto Analysis: The 80/20 Rule - Joseph Juran 20% of your vital tasks yield 80% of your results 80% of problems are produced by 20% of causes

Stephen Covey’s Four Quadrants URGENT IMPORTANT NOT URGENT NOT IMPORTANT

Strategies Know your job role and how your manager is measuring your performance 2.Focus on your important and urgent activities 3.Reduce and manage interruptions in the workplace 4.Organize yourself and your workspace 5.Get specific about your next action 6.Too much to do and not enough time: delegation may be the key 7.Do it now: Overcoming procrastination

Keep Your Balance - Lawrence Fine Physical: exercise, nutrition, sleep Intellectual: cultural, aesthetic Social: intimate and social relationships Career: school and career directed work Emotional: expression of feelings, desires Spiritual: quest for meaning

4. Making Time Management a Habit for Yourself and Colleagues Communication: - Projects & Priorities Project Management: - Identify one process in your office for improvement - Identify major tasks required to achieve the desired outcome - Which of those are in your control? - Set a deadline - Create a timeline outlining milestone activities Technology: - Google Docs, Dropbox, Wikispaces

5. Control Your Time at Work and at Home Technology: “TO DO” lists (mobile apps) Any.do; ColorNote; Team Tasks; Things; Toodledo Supportive Work Environment Flexibility; wellness programs; stress reduction; professional development; mentors; breaks Re-energize: Creativity and Quiet Time Julia Cameron, “The Artist’s Way” Mark Bryan, “The Artist’s Way at Work”

Final Message There are many things in research administration you can’t control, but you can control your response. TIPS End-of-day notes / Friday wrap-ups / prioritize tasks / block time for most important tasks / track progress / eliminate distractions / manage stress / team workflow / find a mentor / communicate / use technology / turn off / say “No” / take a break