1. Time Management “Putting First Things First”
Jeff Hornsby, Ph.D., SPHR
Department of Management
Ball State University
Muncie, IN

2. Objective…
The objective of this session is to help each person become better stewards of his or her time both during work and non-work hours. Specific strategies for setting goals, prioritizing activities and meeting objectives will be discussed. Each participant will have the opportunity to assess his or her own personal use of time and create an action plan for better time stewardship.

3. Case Exercise
A Day in the Life of Chuck Stoneman

4. The Clock and the Compass
The Generations of Time Management

5. Key Topics How do you spend your time? Goal Setting and Prioritization
Identifying and Reducing Time Wasters

6. Productivity, Effectiveness, and Efficiency
Take a few minutes and define these terms!
Productivity
Effectiveness
Efficiency

7. Time Management and the Seven Habits

8. The Seven Habits Habit 1: Be Proactive
Habit 2: Begin with the End in Mind
Habit 3: Put First Things First
Habit 4: Think Win/Win
Habit 5: Seek First to Understand ...
Habit 6: Synergize
Habit 7: Sharpen the Saw

9. First Three Habits Be Proactive - “I can change”
Begin with the End in Mind - “Vision of what we can become”
Put First Things First - “Independent will towards becoming principle centered”

10. Identify Your Zone of Peak Performance
Personal Mission
Organizational Environment/Culture
Job Requirements

11. Personal Mission Statement
A personal mission statement is your philosophy or creed about what you want to be and to do. It encompasses the values and principles upon which being and doing are based. (Paraphrased from Steven Covey)

12. Two examples of Personal Mission Statements
See your handouts!

13. What is your personal mission statement?
While you may not be able to finish it here, please write a brief paragraph which you think summarizes your mission.

14. Organizational Culture
Define your culture….

15. Job Requirements Job Descriptions Manager Instructions
Being part of a team

16. What is your zone of peak performance?
Your zone of peak performance is your place to stand. It incorporates all the principles upon which your life is built including church, job, relationships, money, etc.

17. Personal Mission
Your Zone of Peak
Performance
Job
Requirements
Organizational
Culture

18. How We Spend Our Time
Simply put, there are two factors that define an activity:
Urgency
Importance

19. How much does urgency control your life?
The Urgency Index

20. Time Management Matrix
Urgent Not Urgent
Important
Not Important

21. Effective Management is Putting First Things First
“The successful person has the habit of doing things that failures don’t like to do. They don’t like doing them necessarily either, but their disliking is subordinate to the strength of their purpose.”

22. Where do you spend your time?
Time log exercise described at the end of class…

23. Types of Quad II activities
Improving communication w/people
Better preparation
Better planning and organizing
Taking better care of self
Seizing new opportunities
Personal development
Empowerment

24. Quadrant 2 Self-Management
Connect with Vision/Mission
Identifying roles
Selecting goals
Scheduling
Daily Adapting
Evaluate

25. “The key is not to prioritize what’s on your schedule, but to schedule your priorities.”

26. Establishing a Direction: Goal Setting and Time Management

27. Setting Priorities Priority A--Must do Priority B--Should do
Priority C--Nice to do
Every thing else is a time waster!

28. SMART: Characteristics of High Quality Goals
Specific--Not general. Get commitment. Write out your goals.
Measurable--Assess goal accomplishment
Achievable/Attainable--Resources and tools need to exist. Need to be challenging!
Realistic--In congruence with organizational culture and resources.
Time Specific--Goals are deadline sensitive.

29. Goal Statement Example
To return calls from clients every day by 4:30.
To provided requested information to subordinates by the end of the workday.
To reduce waste by 10 percent.

30. What are some goals you need to work on?

31. Scheduling through Prioritization and Organization
Capturing Every Task and Idea: The Master To Do List
Based on Goals

32. Building a High Impact Week
Weekly Planning
Focused Daily To Do List

33. Techniques for Prioritizing
Agreement with mission
Deadline/Payoff

34. Tools for Prioritization and Organization
Calendar/Planning Systems
paper vs. electronic
Outlook
PDAs
Others

35. Typical Time Wasters When thinking about your day….
What activities take the majority of my time during the day?
What activities need to be given more time?
What activities should be given less time? (These are typically time wasters!)

36. Typical Time Wasters--Self Generated
Disorganization
Procrastination
Inability to say no or to delegate
Gossip
Unnecessary perfectionism

37. Typical Time Wasters--Organization Generated
Paperwork
Visitors
Telephone calls
Drop-in interruptions
Junk Mail
/Internet
Waiting for someone
Unproductive meetings
Crises
Coffee klatch
Unused reports

38. Techniques for eliminating time wasters

39. Controlling Drop-ins

40. Streamlining and organizing paperwork (Chicken pox)

41. Saying no (The five A’s)
Always say it early
Acknowledge the importance
Assertively decline
Account for your resources
Alternative solutions

42. Minimizing drop-ins

43. Managing procrastination

44. Conclusions--Six Tips...
Continually review personal mission and where you fall in the “zone of peak performance.”
List and prioritize weekly objectives.
Follow the Time Management Commandment
Make a daily “to do” list and prioritize it.

45. Conclusions--Six Tips...
Devote primary attention to your A’s.
Handle each piece of paper only once.
Continually ask, “What is the best use of my time right now?” and do it!

46. “The best way to begin, is to begin.”
Marie Edmond Jones

47. Time Log Exercise Take a few minutes and trace your Monday.
Start at 7:00 and stop at 5:00

48. Questions...
Which part of the day was most productive? Which was least productive?
What are the recurring patterns of inefficiency (e.g., waiting for something, searching for something or interruptions)?

49. Questions... Where are your opportunities for increased efficiency?
On average, what percentage of work time are you productive? (Be honest!) What is your reaction to this figure?

50. Thank you very much!!!!!!!