2. GEAPS Manage Your Time, Your Work and Yourself

3. What Controls Our Time?
Tasks or activities which we have Total control. Tasks or activities which we have Some control.

4. Three Tests of Time
Test of Necessity Test of Appropriateness Test of Efficiency

5. Self-Generated Time Wasters Environmental Time Wasters

6. Self-Generated Time Wasters

7. Self-Generated Time Wasters
Disorganization Procrastination Inability to say No Lack of Interest Burnout Gossip Unnecessary Perfectionism

8. Environmental Time Wasters

9. Environmental Time Wasters
Visitors Telephone calls Mail / Waiting for someone Unproductive meetings Crises – other peoples’ problems Coffee conversations Unused / Unnecessary reports

10. Phone Interruptions
Causes & Solutions

11. Drop-In Visitors
Causes & Solutions

12. Paper Work
Causes & Solutions

13. Getting More Done in Less Time
1. Adopt the IGDS Philosophy.
2. Take a few Hours to plan the next twelve Months.
3. Develop One System.
4. Keep Your Daily Planner Close.
5. Create and Maintain a To Do List.

14. Write Four “Thank You” Notes
From a Family Member: From a Friend: From a Coworker: From Your Contact at a Volunteer Organization:

15. Getting More Done in Less Time
1. Adopt the IGDS Philosophy.
2. Take a few Hours to plan the next twelve Months.
3. Develop One System.
4. Keep Your Daily Planner Close.
5. Create and Maintain a To Do List.

16. Getting More Done in Less Time
6. Do First Things First.
7. Determine what is Urgent / Important.
8. Delegate Responsibilities.
9. Prioritize only Two tasks at a time.
10. Know your Biological time clock.

17. Getting More Done in Less Time
11. Schedule Thinking time.
12. Learn to say “No” Three times.
13. Deal with mail / only Once.
14. Old Mail – A B C Piles
Action – Better Read – Can Throw
15. Determine when Good is Good enough.

18. Getting More Done in Less Time
16. Be prepared to compromise / negotiate:
Quickness / Quantity / Quality
17. Analyze your Errands.
18. Do Two things at the same time - some times.
19. Minimize Telephone and Television.
20. Ask yourself, “What’s the best use of my time right now?”

19. How to Set Priorities
Apply the Four Analysis Ratings to each activity. 1. Intrinsic Importance 2. Urgency – deadline driven 3. Potential for Delegation 4. Communication Frequency

20. Worksheet / Spreadsheet
How to Set Priorities
Worksheet / Spreadsheet

21. Urgent and Important

22. Urgent and Important
Blank Boxes

23. Six Skills of an Effective Delegator
Clarify the assignment.
Specify range of Authority
Allow subordinate to Participate
Inform Others that the delegation has occurred
Establish feedback Controls
When problems surface, insist on Recommendations
Biological Time Clock

24. Getting Things Done
Stuff Actionable? NO - Trash / Someday / Reference YES - What’s the next action? Project? Do it Delegate it Defer it

25. Daily Log
Was this day: Typical? More busy? Less Busy? Comments - Analysis

26. Strategies that Get Results
Write Objectives
Keep a Master List
Prioritize
Manage Distractions
Take Action

27. Turning “Stuff” into Objectives
An objective should specify an outcome that is: measurable/attainable/observable./specific An objective should include an action verb After writing the objective, identify the next step to achieve the outcome

28. Writing Objectives: Focus on the Verb
Directions: Cross out verbs (action words) that aren’t helpful in writing goals: Add two more useful verbs:

29. What are your Objectives?
Write Individual Work-Related Objectives Day – week – month – year Write Personal Non-Work-Related Objectives

30. Goals What do I want? Deadline for Accomplishment?
Obstacles to Overcome?
People, Groups, Orgs. I Need to Work With?
The Knowledge and Skill to be Acquired
My Plan of Action
Family/Educational/Social/Physical/Career/Financial