MANAGING TIME AND ATTENTION Choctaw University Symposium Gary Lawrence & Janah Barone 2015

INTRODUCTION How many of you always seem to have to work late to get things done? Do you go home with the feeling you forgot something or didn’t do your “best”? Do you always seem to be playing catch up during the work day? Maybe this is related to a time management problem…

OBJECTIVES To Identify Time Savers To Identify Time Wasters Discuss Tips for Effective time Management

TIME SAVERS Have a Plan Write it down (to do lists) A clean work space Delegate Combine trips Prioritize tasks

PLAN Sit down before you start and plan your day Select major tasks to be accomplished Allow time for the unexpected Try not to deviate from the plan

ORGANIZATION Clean work space To do list Team Work Lay out supplies

DELEGATION Right task Right Circumstance Right Person Right direction/communication Right supervision

PRIORITIES Prioritize the tasks to be accomplished Do the most important tasks first When most important tasks completed move to next priority

TIME WASTERS Interruptions Tasks that should have been delegated Procrastination Poor communication Stress or fatigue Inability to say no Multi-Tasking

INTERRUPTIONS Minimize interruptions Have someone take a message when ever possible Face to face over phone whenever possible Avoid high traffic areas whenever possible

PROCRASTINATION If you are sitting, be thinking “what else could I be doing” Don’t wait until the last minute A.May not complete task B.Poorly performed C.Possible negative outcomes

COMMUNICATION Use SBAR Technique “HANDING OFF TASKS” Situation-What is going on? Background-History Assessment- Information, “what do you think?” Recommendations-How would YOU deal with the situation

STRESS/FATIGUE Eat at least one proper meal per day Leisure time activity Rest, Naps Pampering self Stretching/Exercise

JUST SAY NO It’s ok to say no You can’t do everything and do it well Multi-tasking 1. Takes longer to do 2. Divides attention 3. Diminishes output quality

Do I have your attention?

WHAT’S VYING FOR YOUR ATTENTION EVERY DAY? AT HOMETRAVEL WORKDAY People – Boss, Co-workers, Employees Telephone – VM, Clients, Venders Computer – , Internet, Scheduling, Task list, Projects Paper – Reports, Mail, Administrative, FAX Electronic Leash Blackberry, Cell Phone, Pager, Palm/PDA, Laptop Media – Radio, CDs, MP3s Other – Billboards and Mobile Ads, Signs, Bumper-stickers, In stores - checkout counter ad screens, coupon machines, taste booths, smell zones People – Spouse, Children, Family, Friends, Neighbors, Pets Paper – Mail, Newspaper, Magazines, Bills, Books Electronics – Computer/Interne t Video Games, Home phone, Music, Television

THE AVERAGE AMERICAN WORKER WATCHES HOW MANY HOURS OF TELEVISION PER WEEK? 28 to 36 hours 4 to 5 hours per day

HOW MUCH TIME DOES THE AVERAGE AMERICAN FATHER ENGAGE IN MEANINGFUL INTERACTION WITH HIS CHILD EACH DAY? 6 Minutes * from UCLA Study

ATTENTION ZONES Increase awareness of what zone you are in at any given moment Avoid distractions and minimize waste by asserting boundaries and raising standards Invest the time you’ve saved into being more proactive and strategic PROACTIVE ZONE Strategy Thinking & Planning Preparation Building Reserves Maintenance Renewal WASTE ZONE Inefficiencies Trivial Activities Excessive Entertainment DISTRACTION ZONE Unnecessary Interruptions Distracting Calls and REACTIVE ZONE Urgent Demands Crisis Stress

TIME AND ATTENTION MANAGEMENT TACTICS 1.Turn Off Automatic Notification 2.Use Folders and Filters 3. Use Time Blocks 4. Create a Time Budget 5. Schedule and Keep Appointments with Yourself 6. Lose the Electronic Leash 7. Re-evaluate Your Open Door Policy (Educate Your Environment) 8. Use Real-Time Communication Effectively

TURN OFF AUTOMATIC NOTIFICATION

USE TIME BLOCKS

CREATE A TIME BUDGET

USE FOLDERS AND FILTERS

LOSE THE ELECTRONIC LEASH

USE REAL-TIME COMMUNICATION EFFECTIVELY Real-time (Synchronous) Vs. Asynchronous

RE-EVALUATE YOUR OPEN DOOR POLICY (Educate Your Environment)

Q&A AND “TAKE AWAY”