1. Time Management for Buyers

2. Have you ever felt….. Overwhelmed or burned out at work? Ever late on a project or task? Constantly jumping from panic to panic? Ever redo a project because you rushed ? Anyone ever wished…… They could get more done in a day? Be more productive, efficient, effective?

3. What we will talk about today 1)What is Time Management? 2)What systems are available? 3)What do CSU & CAPPO buyers do? 4)What you can do, starting now!

4. What is Time Management? Time - Funk & Wagnell has 25 different definitions: #20 – The period during which work has been done or remains to be done by a worker. Management: #4 - The skillful use of means; ingenuity. Time Management - TM: The skillful use of means (time, ingenuity, resources, skills, etc.) to get work done.

5. What TM Systems are available? Manual systems – a basic pad of paper & a pencil (to do lists) simple calendars (desk, wall, pocket) sophisticated integrated system –Day Timer, Franklin-Covey, Day Runner, & others. Electronic systems – Computer based –MS Outlook, Open-Time, etc. PDA’s (personal digital assistants) –Palm Pilots, Blackberry, Treo, etc. Hybrid systems – Computers/PDA’s - input device, storage, & reminder system printing on paper - the output & back up.

6. What do CSU & CAPPO buyers do? Top 4 Prioritization methods Req’s Projects Task Respondent Totals % Rank % Rank % Rank % Rank By Due Date 78 1 87 1 72 1 95 1 Strategic Impact 31 4 67 2 46 2 76 2 FIFO 64 2 31 5 40 3 72 3 Difficulty 35 3 41 4 35 4 62 4

7. Time Management Systems Q) What medium do you use? Paper/Manual Electronic Combo None 13%31%37%17% Q) What electronic device do you use? PDA Computer Combo None 2%58%18%21% Q) Do you use a commercially available TM system? Yes No 30%70%

8. Techniques & Methods: 1)Calendar due dates 2)Calendar time to work on the things 3)Use a “to do list”. 4)Prioritize the items on the list. Must do today, projects, follow up, strategic 6)Schedule yourself everyday Block time for routine items, time off, exercise, etc. 7)Use one system and stick with it

9. Activity Matrix Urgent & Important 1 Not Urgent & Important 2 Urgent & Not Important 3 Not Urgent & Not Important 4

10. My Calendar Red = Personal

11. My Daily “To Do” Notes Area Color coded Tasks prioritized with due dates

12. Problem Solving 1-2-3 1)Identify the Problem Develop a problem statement 2)Identify Options (you always have at least two) i) Status quo – the do nothing option ii) Do something – the anything is better than nothing option 3)Make a Recommendation (or Decision) Take Action Review results Take corrective action as necessary

13. “The 7 Habits” ™ 1)Be proactive 2)Begin with an end in mind 3)Put first things first 4)Think win-win 5)Seek first to understand, then to be understood 6)Synergize 7)Sharpen the saw

14. Pro / Con Analysis

15. TM Tips 1)Cut out time wasters and distractions Stop procrastinating, Spreading yourself to thin, Not saying NO, Not delegating, Allowing interruptions (phone & e-mail) 2)Only use one system for both work & personal life whether paper or electronic or a combo 3)Use it every day! (takes some discipline!) 4)If electronic, make sure to back it up. 5)Estimate the time you need & multiple by 2 Put it into your schedule / calendar (block time) 6)Track your time, efforts, accomplishments & goals. Calendar and To Do list (see attached forms)

16. Daily Time Tracking Form

17. Time Summary

18. More TM Tips 7)Take time every day to plan Short term – tomorrow & this week, Long term & Strategic 8)Planning must have due dates calendar them & block time to work on it 9)Put into your schedule time for yourself! relax, enjoy, sleep, eat, read, exercise, kids soccer, whatever 10)Celebrate your victories along the way, e.g. goal attainment, project completion, item finally received 11)Eat right, exercise, & think good thoughts!

19. Planning via OATS O = Objectives Results wanted, rank them – write them down A = Activities List out the activities & then sequence them T = Time How much for each activity, allow time for unexpected S = Schedule Look at your calendar & write in activities and prep time

20. Lessons to take home: KISS principle – the simpler the better It takes time to see benefits - stick with it No one system is the best Do what works for you The key to TM Planning & Prioritizing Calendarizing Using it

22. References & Resources 1)175 ways to get more done in less time! by David Cottrell and Mark C. Layton, Available via CornerStone Leadership Institute, www.cornerstoneleadership.com www.cornerstoneleadership.com 2)Don’t be buried by BAD Time Management, by Andrea Matetic, Knight -Ridder Tribune, News2Use, 8/8/04 3)The 7 Habits of Highly Effective People, by Stephen R. Covey, available via Simon & Schuster Audio 4)How to put more time in your life, by Dru Scott, Ph.D., available via Nightingale-Conant Audio 5)Working Smarter – How to get more done in less time, by Michael Leboeuf, Ph.D., available via Nightingale-Conant Audio 6)CSU & CAPPO Survey - Buyers use of TM, by Matthew Roberts, C.P.M., CPP, MBA, Cal Poly State University

23. Q&A Please fill out evaluation Thanks for participating & Good luck!

24. The Survey Results