1. Time Management Date: 1/13/2015 Presented by: Andy Willums
Presented to: Tampa Chapter IIBA

2. What’s In It For Me?
Be able to focus your time and energy on the “right” things
Personal and professional
Save time, stress, worry
Be more productive
Reduce chance of forgetting things
Another major form of communication is the plethora of meetings
Meetings are a fact of life for projects
A well-run meeting can increase morale and efficiency, conversely, a poorly-run meeting breaks down communication

3. Time, Efficiency Touch it Once rule (or at least minimal times)
File, read, act, delegate, toss, schedule for another time
How many items are in your inbox?
Categories for personal goal setting
Are you busy or are you productive?
How many start or end each day planning?
If you’re not xx minutes early, you’re late!

4. Imposed Time Robbers Interruptions Waiting for answers
Unclear job definition
Unnecessary meetings
Too much work
Poor communication
Shifting priorities
Equipment failure
Disorganized boss
Conflicting priorities
Red tape
Low company morale
Untrained staff
Peer/staff demands
Lack of authority
Interoffice travel
Mistakes of others
Revised deadlines
Meetings
1994, Hyrum W. Smith

5. Self-Inflicted Time Robbers
Failure to delegate
Poor attitude
Personal disorganization
Absentmindedness
Failure to listen
Indecision
Socializing
Fatigue
Lack of self-discipline
Leaving tasks unfinished
Paper shuffling
Procrastination
Outside activities
Cluttered workspace
Unclear personal goals
Perfectionism
Poor planning
Preoccupation
Attempting too much
1994, Hyrum W. Smith

6. Biggest Time Robbers Interruptions Procrastination Shifting priorities
Poor planning
Waiting for answers
1994, Hyrum W. Smith

7. Importance & Value (in rank order)
Spouse
Financial security
Personal health and fitness
Children and family
Spirituality/Religion
A sense of accomplishment
Integrity and honesty
Occupational satisfaction
Love for others/Service
Education and learning
Self-respect
Taking responsibility
Exercising leadership
Inner harmony
Independence
Intelligence and wisdom
Understanding
Quality of life
Happiness/Positive attitude
Pleasure
Self-control
Ambition
Being capable
Imagination and creativity
Forgiveness
Generosity
Equality
Friendship
Beauty
Courage
1992 survey by Franklin Quest Co.

9. Susan Reid's survey of 50 women entrepreneurs

10. 10 Tips for Taking Control of Your Time
List everything you need to do today – in order of priority.
Make time for important things, not just urgent ones.
Write your goals. Then write the steps to your goals.
Set a starting time as well as a deadline for all projects.
Slice up big projects into bite-sized pieces.
If you run out of steam on one project, switch to another.
Say no to new projects when you’re already overloaded.
Trim low-payoff activities from your schedule.
For each paper that crosses your desk: act on it, file it, or toss it.
Use a Day-Timer system to manage your busy life.

11. Goals

13. Bad time management = stress This is life advice
“The Time Famine”
Bad time management = stress
This is life advice
Randy Pausch, CMU, 2007

14. Two hours wasted per day
Messy desk
Can’t find things
Missed appointments
Unprepared for meetings
Tired/unable to concentrate
Randy Pausch, CMU, 2007

15. Goals, Priorities, and Planning
Why am I doing this? What is the goal?
Why will I succeed?
What happens if I choose not to do it?
Doing things right vs. doing the right things
100 things to do in my life
Doing the right things is more important than doing things right
Randy Pausch, CMU, 2007

16. The 80/20 Rule Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experience comes from bad judgment
Experience -> this is why we pay experienced people so much
Randy Pausch, CMU, 2007

17. Planning Failing to plan is planning to fail
Plan Each Day, Each Week, Each Semester
You can always change your plan, but only once you have one!
Randy Pausch, CMU, 2007

18. TO DO Lists Break things down into small steps
Like a child cleaning his/her room
Do the ugliest thing first
Randy Pausch, CMU, 2007

19. Paperwork
Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time
Touch each piece of paper once
Touch each piece of once; your inbox is not your TODO list
Disorganized people can succeed
Athletes who can wear weights and outsprint me
Randy Pausch, CMU, 2007

20. Scheduling Yourself
You don’t find time for important things, you make it
Everything you do is an opportunity cost
Learn to say “No”
Randy Pausch, CMU, 2007

21. Interruptions
6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour
You must reduce frequency and length of interruptions (turn phone calls into )
“ding” on new mail is an interruption -> TURN IT OFF!!
Randy Pausch, CMU, 2007

22. Time Journals It’s amazing what you learn!
Monitor yourself in 15 minute increments for between 3 days and two weeks.
Update every ½ hour: not at end of day
Randy Pausch, CMU, 2007

23. Randy Pausch, CMU, 2007

24. Using Time Journal Data
What doesn’t need to be done?
What can someone else do?
What can I do more efficiently?
How am I wasting other people’s time?
Randy Pausch, CMU, 2007

25. Avoiding Procrastination
Doing things at the last minute is much more expensive than just before the last minute
Deadlines are really important: establish them yourself!
Randy Pausch, CMU, 2007

26. Challenge People
People rise to the challenge: Delegate “until they complain”
Communication Must Be Clear: “Get it in writing” – Judge Wapner
Give objectives, not procedures
Tell the relative importance of each task
Randy Pausch, CMU, 2007

27. Tools for Time Management
MS Outlook
Smart Phone with apps
Evernote, Keep, Wunderlist, etc
DayRunner
Wikis
MindMap
Sticky notes
Hand-written ToDo’s in a notepad
Combination
Work versus Personal?

28. Discussion Questions
Who begins and ends each business day by reviewing tasks, schedules, and priorities?
What can you do to be more effective with your time?
What kind of goals should you be setting?
How can you make your organization better?

29. Discuss Practical Application and Relevance
What does the information covered today mean to you?
What can you do with it?
Is it important to how you do your job?

30. Questions and Answers