1. 1 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Advanced Time Management Poor management of time will prevent you from reaching your full potential.

2. 2 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Objectives  Describe various methods of prioritizing  Identify challenges to setting priorities  Identify common time distracters  Explain how to make meetings productive  Describe why meetings can be time wasters

3. 3 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Priorities “When enforcing standards for unit activities, leaders must remain aware that not everything can be a number one priority. Striving for excellence in every area, regardless of how trivial, would work an organization too hard. Leaders must prioritize the tasks without allowing other tasks to drop below established standards. True professionals make sure the standard fits the task’s importance…Knowing the boss’s intent, priorities, and thought processes enhance organizational effectiveness and success.” Chapter 7, FM 6-22

4. 4 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Set Goals and List Priorities  Everyday life requires thoughtful planning of how to spend your time and energy  Once you have set your goals or tasks, make sure you prioritize them; which ones are the most important?  Every so often, it is important to reprioritize your goals and tasks; things change  When you prioritize your goals, look at the steps in the order they will occur; make sure events are in logical order and you have allotted enough time for each  A good leader asks for input from subordinates; this gets your people involved; involvement builds trust, self-confidence, and the will to succeed  As you set goals and priorities take into account things you must do such as weekly meetings, meeting APRT standards, etc.

5. 5 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Priorities and Others  Your priorities are based on what you value  Your priorities may be somewhat different from those of others; they may conflict  You are the ultimate decision maker with your personal time

6. 6 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Challenges to Setting Priorities  The inability to prioritize  The inability or desire to organize around priorities  The lack of discipline to execute around them Stephen R. Covey

7. 7 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 The Process of Prioritizing:  What are the costs vs. the benefits of doing it?  How well does it fit into my goals?  Is there a deadline for doing it?  How enjoyable is it?  Have I promised/agreed to do it?  What need(s) of mine will I satisfy by doing it?

8. 8 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Methods of Prioritization:  Numbering –start with number one being the most important  A, B, C; A= must do, B need to do soon, C do when I get to it  80-20; of ten items on your list, pick the two most important  Yes, No, Maybe; Yes –do, No -forget it, maybe –do when can

9. 9 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Numbers  Good for large number of tasks  Ensures each is separately identified  Flexible to changes  Many agencies to include sports teams and the Army have used this method  When might a person use this?

10. 10 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 A, B, C  This method allows grouping tasks  More general than numbers; individual ranking is not important  A means it must be done; there is little room for compromise  B means it needs to be done or is getting to be important –but it is not an A or C; you just can’t put it off indefinitely  C means it is not critical; it may have to be done, but it could be done almost anytime  When might a person use this method?

11. 11 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 The 80/20 Rule  80 percent of all that happens at work is really the result of 20 percent effort  If you have a daily to-do list of 10 items, you can expect to be 80 percent effective by successfully completing the two most important items  To be effective, you must concentrate on the most important items first  When might a person use this?

12. 12 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Yes, No, Maybe  Rank everything a yes, no, or maybe  Yes means you do it  Drop the ones labeled no –you do not come back to them later  Maybes are put on the back burner; when you reevaluate priorities they may go into the yes category or the no category  When might a person use this?

13. 13 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 How to Prioritize Tasks  Each workday should begin with a plan of tasks and the priority of each task  Before you go to bed, on a blank piece of paper (a 3x5 card will do) write the six most important tasks you have to do tomorrow-(As an alternative email yourself the tasks.)  Number them in the order of their importance to you. Carry this sheet with you.  In the morning look at item one and start working on it. Pull the sheet out of your pocket every 15 minutes and look at item one until it is finished.

14. 14 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 How to Prioritize Tasks (continued)  Tackle item two in the same way, then item three, etc.  Don't be concerned if you only finished two or three, or even if you only finish one item. You'll be working on the important ones. The others can wait.  Spend the last five minutes of every day making out a 'must' list for the next day's tasks.

15. 15 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 External Time Distracters  Telephone interruptions  Meetings  Visitors  Lack of information  Socializing  Communication breakdown  Lack of policies and procedures  Lack of competent personnel  Excessive paperwork  Red tape

16. 16 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Internal Time Distracters  Procrastination  Unclear objectives  Failure to set priorities  Lack of relevant skills  Attempting to do too much at once  Lack of self-discipline  Failure to delegate  Crisis management  Failure to plan  Poor scheduling

17. 17 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Productive Meetings  Determine whether it is necessary  List Objectives  Stick to Agenda  Provide pertinent material in advance  Make it convenient  Encourage participation  Keep a record Hughes, Ginnett & Curphy

18. 18 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Making Meetings Time Distracters  No specific, clear-cut objective  No agenda  Too many or wrong participants  Failure to prepare properly  Lack of sound leadership or control  Improper use of visual aids  Too many digressions and interruptions  Time wasted on “why” rather than “how”  Mixed final decision Milo Frank, author of How to Run a Successful Meeting in Half the Time

19. 19 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Study a Meeting  The next time you go to a meeting compare it to the items we have discussed. Decide what you would do differently.  Don’t wait to study a meeting when you have to lead it!

20. 20 MSL 202, Lesson 02b: Advanced Time Management Revision Date: 30 November 2010 Closing  Summary  Review-Lesson Objectives  Questions  Next Lesson: 03a, Intro to Terrain Analysis