Time Management. Time Management Numbers 6 = months waiting at red lights 9 = months opening junk mail 1 = year searching for misplaced items 2 = years.

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Presentation transcript:

Time Management

Time Management Numbers 6 = months waiting at red lights 9 = months opening junk mail 1 = year searching for misplaced items 2 = years returning phone calls 3 = years attending meetings 4 = years cleaning house 5 = years waiting in line 6 = years eating 86,400 or 1,440 = 0 =

More Time Management Numbers 7.5 = months reading & disposing 5.7 = years worrying 4.0 = months preparing federal tax returns 3.3 = days applying deodorant

Time is not manageable; choices and actions are.

Introductions  Name  Agency  Job  One indicator of either good or poor time management

What value do we get from managing our time? Productivity Peace of mind (stress management)

Time Management House Time Mgmt. Techniques Goals or Priorities Mission or Purpose

Multitasking? To do two things at once is to do neither. --Publilius Syrus, Roman slave, first century B.C.

Efficiency = Doing Things Right Effectiveness = Doing the Right Things

Wrong Way Right Way E F F I C I E N C Y Right Thing Wrong Thing EFFECTIVENESSEFFECTIVENESS Right Thing Right Way Streamline

Working Smarter, Not Harder fatigue productivity smarter, not harder Planning Prioritizing Concentrating or focusing most important one thing

The “Dirty Dozen” Time Wasters Time WasterRank 1 - Lack of goals, priorities and deadlines 2 - Working in a crisis mode 3 - Unclear communication: poor instructions, etc. 4 - Information or work process bottlenecks 5 - Overextended / inability to say no 6 - Unrealistic time estimates / attempting too much 7 - Cluttered work area and general disorganization 8 - Indecision and procrastination 9 - Drop-in visitors 10 - Telephone interruptions 11 - Meetings: poorly plan, poorly run, not necessary 12 - Poor delegation / excessive involvement in detail

Plan Ahea d

S M A R T Goals S pecific M easurable A chievable R elevant T ime-bound

The 60 / 40 Rule Schedule activities for only 60% of your working hours Plan on using the other 40% for: - Dealing with unanticipated or crisis stuff - Doing creative or leadership work

Time Quality (Results) Resources (People/FTE, $$$)

A place for everything, and everything in its place. This Not This A place for everything, and everything all over the place.

Clutter Clutter tends to expand to fill the space available for its retention.

Clutter Problem or Clutter? 1.Can you find what you need within 2 or 3 minutes? 2.When you’re away, can your co-workers find what they need within 2 or 3 minutes? 3.Does your work area invite you to tackle your job?

Managing Paper One of your best time management resources is the recycle basket. Be sure to put it to good use. When feasible, handle paper only once. Avoid shuffling back and forth between stacks of paper.

Parkinson’s Law The work you have to do will expand to fit the time available to do it.

If everything is a priority, then nothing is a priority. Criteria to consider to determine true priorities: Mission impact? Urgency (when needed)? Who’s asking? Consequences if not done? If everything is a priority, then nothing is a priority.

The main thing is to keep the main thing the main thing. -Henry Breckenridge

Instead of “Analysis Paralysis” Or “Ready - Aim - Fire” Try “Ready - Fire - Aim”

Time Management Quotes to Live By Life offers two great gifts—time, and the ability to choose how we spend it. -Richard I. Winword A high quality of life has a lot more to do with what you remove from your life than what you add to it. -Cheryl Richardson Never get so busy making a living that you forget to make a life. -Unknown