1. Jeanie McHugo, PhD, PA-C Mike Roscoe, PhD, PA-C
Program Directors 101
Time Management
Jeanie McHugo, PhD, PA-C Mike Roscoe, PhD, PA-C

2. Description
This session is designed to provide tools to manage busy and demanding schedules. Emphasis is placed on goal setting, prioritization of tasks and management styles. Participants will explore strategies for time management and tips for increasing productivity.
© 2014 PAEA

3. Objectives Describe different strategies for effective time management
Evaluate their time management style
Apply time management strategies to reconcile shifting priorities within a day
Analyze tasks common to program directors, prioritize those tasks, and develop a strategy to efficiently complete them
Identify key components of effective goal setting
© 2014 PAEA

4. Managing time sustains one’s wellbeing and balances work and personal needs
Workbook: questions and biggest challenges about time management

5. Time Management Essential components of time management: Focus Plan
Organization
Take Action
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6. What does time mean to you?
Focus
Priorities
manage time well
maximize productivity
put it in writing
What does time mean to you?

7. Focus Personal planning systems
Electronic calendars (shared or private?)
Planners
Notebooks
Index cards
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8. Workbook: challenges to focusing activities
What Does Time Mean To You
Keep a time log
Analyze the data
How much time did I spend on important tasks? On time wasters?
When was I the most/least productive?
When and what were the worst interruptions?
Did I use travel and waiting time productively?
To what extent did I achieve my goals each day?
What did you do that you should not have been doing? \
Workbook: challenges to focusing activities
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9. Plan How you plan is a good indicator of your relationship to results.
Organize plan FOR results!!
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10. Plan Set goals - what would you like to accomplish? 10
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11. Plan Backward – divide into smaller steps
Aug 1
Sept 30
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12. Prioritize Plan Do the most important things first Use the ABC system
Make lists
Weekly to-do list (no more than 3-4 major tasks)
Consider a master list of everything you have to do.
Do not let the list run your life,
think strategically,
write down your main priorities \
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13. PLAN
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14. Plan
Follow the 80/20 rule
If you can figure out the 20% effort that will lead to 80% of your results, you’re definitely headed in the right direction.
Focus on your “vital few” priorities.
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15. Workbook: how do I prioritize daily, weekly, monthly? Challenges?
Plan
Other Prioritizing Tips
Record your priorities and always have them with you.
Schedule unpleasant tasks early in the day.
Defend your schedule!!!!!
Use your peak times wisely.
Schedule a daily quiet hour – stay TRUE to yourself!1
Mark Twain called this eating your ugliest frog
Workbook: how do I prioritize daily, weekly, monthly? Challenges?
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16. Organize
Disorganization - one of the top reasons people give for poor time management.
Stay organized!!!
Have a place for everything
Keep a clean desk
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17. Organize Your Clean Desk Desk at home?? In-box Stacking trays
Long term storage
Assistant can help
Desk at home??
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18. Workbook: Are you organized? How can you become more so?
Management for paper/
Toss in garbage, recycle or shred box
Delegate/forward to someone else
Do/act on it now (then toss, file or delete)
Follow up: store in temporary home until you need to act on it
File in a permanent home where you can find it later
Workbook: Are you organized? How can you become more so?
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19. Take Action
Getting things done is never easy, many times we need to learn how to:
Overcome and move beyond procrastination
Hold better meetings
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20. Take Action
Learn to say NO

21. Take Action Be Punctual know who runs the calendar for others
always have something to work on while you wait
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22. Achieve a balance of life-long learner and information addict!
Take Action
Reduce Information Overload
you may actually be addicted to information!!!!
Achieve a balance of life-long learner and information addict!

23. Take Action

24. Take Action

25. Take Action Do One Thing at a Time Break the multitasking habit:
Do not obey every thought.
Work standing up occasionally.
Give yourself deadlines.
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26. Take Action Delegate More/Better How to delegate
If you have higher priorities that only you can carry out
If someone else can do it quicker, better, and cheaper
How to delegate
Think of delegation as a kind of teaching.
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27. Hold Better Meetings Take Action only necessary meetings
Schedule meetings at 11 am or 4 pm.
Invite only critical people: 5-8 is an optimum
Workbook: What/who are your resources to help you more effectively manage your time?
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28. THPs?? (take home points?)
Summary
Focus
Plan
Organize
Take Action
THPs?? (take home points?)
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29. References
Levesque, L.C. (2001). Breakthrough Creativity. Palo Alto, CA: Davies-Black Publishing.
Sundheim, D. & Dodd, P. (2005). The 25 Best Time Management Tools & Techniques. Ann Arbor, MI: Peak Performance Press. Inc.
Kunich, K. & Leister, J. (2003). Survival Kit for Leaders; An interactive way for a leader to become and stay a survivor Skyward Publishing.

30. Acknowledgements A special acknowledgement to
Grace Landel and Bob Philpot
for former contributions on this topic.
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