Time Management Learn at Lunch December 11, 2007

Score points: You're on your way to becoming University President! points: You probably own a Franklin Planner and have organized your sock drawer points: You are managing your time fairly well, but sometimes feel overwhelmed points: Your career is likely to be stressful and less than satisfying unless you take steps to begin to manage your time more effectively. less than 25 points: Your life is one long roller coaster ride, out of control. Pay close attention to this presentation

Analyze Your Time Set some time aside to review and prioritize demands-on way to work Identify a small chunk of a difficult task and deal with it NOW Always delegate tasks which are not time-efficient for you to do Keep a time log-q30 minutes for a few weeks

Examine Whole Life Recognize what’s important Schedule important things first “Doing more things faster is no substitute for doing the right things.” Stephen Covey

First Things Identify the 5 most important things in your life—people, possessions, concepts Prioritize these Look at them and see what they have to do with Develop some goals using your priorities

Prioritize Classify your goals as A-B-C and your tasks within each goal similarly A=Urgent, difficult B=mid-level-likely to be most of day’s work C=Non-urgent, do when time allows Build in some quiet time-close your door Set realistic deadlines

Prioritize Resist the temptation to spend time on low-priority tasks simply because they are easier, more pleasant or faster Resist procrastination Don’t wait for motivation—just get started Determine what is important and what is urgent

Time Management Matrix Quadrant 1 URGENT- IMPORTANT Crises Pressing Problems Deadline-Driven projects, meetings Quadrant 2 NOT URGENT- IMPORTANT Preparation Prevention Planning Relationships True re-creation Empowerment

Time Management Matrix Quadrant 3 URGENT- NOT IMPORTANT Interruptions Some Phone Calls Some mail Many pressing matters Many popular activities Quadrant 4 NOT URGENT- NOT IMPORTANT Trivia, busywork Some Phone Calls Escape activities Excessive TV Irrelevant Mail

Set Goals to Choose Tasks Focus on outcome Don’t underestimate time needed Allow time for crises, problems, unexpected Break goals down into manageable tasks If you know what you want to accomplish, it is easier to say “no” to other things

Strategies Make a “to do” list and update it several times a day Keep your desk clear of everything except current project Clean up daily before going home Keep drawers organized Keep pens, pencils, glue, clips, tape, scissors, markers accessible and together

Managing Procrastination Recognize you are doing it Work out why you are doing it Task too difficult/overwhelming Break into smaller parts Task too unpleasant Reward yourself Enlist peers

Visitors You don’t need to welcome casual visitors Remove seating area Close the door Stand when they enter Don’t make eye contact Be assertive-say you are busy and will see them later

Phone Interruptions Have someone screen calls or use voice mail Set a time to return calls Make a list of things to discuss Have calendar handy when you return calls Don’t double-handle

Take Care of Self Don’t miss meals Schedule regular breaks Plan for the week Identify your peak time and do most important tasks then

Organize Desk and Paperwork Note action needed Handle, file or delegate Throw away everything else Position clock so it is visible to visitors and self

Working With Your Chair Do’s Arrive promptly and be prepared with documentation Take relevant notes Hold questions to avoid interrupting Work out whether your chair prefers written or spoken information

Working With Your Chair Don’ts Don’t present problems without offering some possible solutions Don’t be late Don’t mistake occasional thoughtlessness for malicious intent

Time flies; you must be the navigator “You cannot kill time without injuring eternity” H.D.Thoreau