Improve – V: Pitfalls -- Finding the Time to Implement Making Time Work for You! Lori Shipman NY FarmNet Consultant 415 Warren Hall Ithaca, NY

Time Management Quadrants UrgentNot Urgent Important A.B. Not Important C.D.

Time Quadrant Examples A. Deadlines, emergencies, daily chores Milking the cows, assistance with calving, harvesting a crop before a storm B. Preventative, planning, keeping on schedule Routine field work, culling cows, program signups C. In the now, daily activities Business phone calls, correspondence, meetings, clean-up D. Time wasters, fun stuff Decorating the barn for the holidays, vacation, junk mail, and spam

Organization System Who does what? Matching talents with jobs When is it done? Deadlines, time of day, seasonal How will information flow? Milker enters data, herdman reviews, hands receipts to book keeper for expenses, etc Farm Owner Herdman Milker Book keeper

It Takes All Kinds No two people organize alike Variation in values Variation in brain types

Organizing by Brain Type Maintaining Style Law & Order Traditional Harmonizing Style Emotional & Communicative Buddy system Innovative Style Color & Adventure Try anything Prioritizing Style Thinking & Rational Delegation Taken from Lanna Nakone’s book ” Organizing for Your Brain Type”

Organization a Time Saver Minimize clutter Keep/sell or donate /trash Everything has a place Files, box, shelf, toolbox Time and order Events, calendars, paper flow Task delegation Use the best person for the job and at least one backup Work with personalities Use the strengths and cover for weaknesses Be Creative

Balance Keeping the wheel in balance List priorities Activities that “need” to be done How will you do this? Does it fit your values? Work and family To-do Back Home

Help to Prioritize What’s the Worst that could happen? Define the task How important is it to you How important is it to success and health and safety, business goals, and personal goals Does it need to be done now?

Try, Try, Again Find something that works Evaluate and adopt or Try something else Get ideas from others Share your successes

The “carry it with you”, nested major project/to-do list: Two blank sheets of paper folded in half so you end up with 5.5” x 8.5”: (fold over) One folded half-sheet lists current/upcoming major projects with room for list of tactics Other folded half-sheet is a daily to-do list Project 1 -Tactic - etc. Project 2 Project 3 Project 4 Project 5 This Week’s To-do List -Mon. blah, blah -Tues. blah, blah -Wed. blah, blah -Thurs. blah, blah -Fri. blah, blah -Sat. blah, blah Project list nests inside the weekly to-do list for easy and constant reference. Weekly list updated Monday mornings. Project list updated as needed.

End in Mind How do I want to spend my time to meet my goals? Organize Develop systems, identify places, develop habits Prioritize Find balance Make Time Work for You!

Finding Balance: What are the Critical Slices in Your Wheel?

Module Objectives: Develop an understanding of the need for and organization system Develop an understanding of different views to organization Develop a balance of time Priorities Develop an environment for sharing tools and resources for time management

Further Reading: Seven Habits of Highly Effective People Steven R. Covey. Organizing for Your Brain Type Lanna Nakone, M.A. “Time Management: Making the Most of a Limited Resource,” Fact Sheet #671. Dale Johnson and James C. Hanson, Univ. of Maryland. s.htm s.htm System organization tool.