Improving Time Management
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The document provides an overview of time management strategies, including self-assessment tools to identify time-wasting habits, and tips for planning and organizing tasks effectively. It emphasizes the distinction between factors within and beyond one's control that affect time management, and offers practical advice for conducting effective meetings. The content concludes with a recap of key points and encourages readers to implement changes for improved productivity.
Improving Time Management
- 2. 2 COMMON SENSE is not so COMMON
- 3. 3 AGENDA - Self-Assessment - Time Wasters - Time Management Tips - Effective Meetings - Recap
- 4. 4 YOU WILL LEARN… - How Am I Currently Wasting Time? - How Planning + Organization Will Increase Productivity - How to Get a Handle on Email + Paperwork - How to Not Waste Time in Meetings
- 6. 6 SELF-ASSESSMENT - 1. Each day, I set aside a small amount of time for planning + thinking about my job. - 2. I set specific, written goals + put deadlines on them. KEY 0. Almost Never 1. Sometimes 2. Often 3. Almost Always
- 7. 7 SELF-ASSESSMENT - 3. I make a daily ‘to do’ list, arrange items in order of importance + try to get the important items done as soon as possible. - 4. I’m aware of the 80 – 20 rule + use it in my job. (80% of effectiveness will generally come from achieving only 20% of goals.) KEY 0. Almost Never 1. Sometimes 2. Often 3. Almost Always
- 8. 8 SELF-ASSESSMENT - 5. I keep a loose schedule to allow for crises + the unexpected. - 6. I try to handle each piece of paper only once. KEY 0. Almost Never 1. Sometimes 2. Often 3. Almost Always
- 9. 9 SELF-ASSESSMENT - 7. I eat a light lunch, so I don’t get sleepy in the afternoon. - 8. I make an active effort to keep common interruptions (visitors, meetings, telephone calls) from continually disrupting my work day. KEY 0. Almost Never 1. Sometimes 2. Often 3. Almost Always
- 10. 10 SELF-ASSESSMENT - 9. I’m able to say no to others’ requests for my time that would prevent my completing important tasks. - 10. I know what habits I have that keep me from using my time effectively. KEY 0. Almost Never 1. Sometimes 2. Often 3. Almost Always
- 11. 11 WHAT DOES THIS MEAN? - 0 – 15: Better give some thought to your time management - 15 – 20: You’re doing okay, but there’s room for improvement - 20 – 25: Very good - 25 – 27: Excellent - 28 – 30: You cheated!
- 12. 12 TIME WASTERS
- 13. 13 CONTROL - Time is lost to two factors: - Beyond our control - Within our control
- 14. 14 BRAINSTORM - What are examples of factors beyond our control?
- 15. 15 FACTORS BEYOND OUR CONTROL - Interruptions: phone calls, last minute meetings, questions from clients - Computer + equipment problems - Unplanned work + changing priorities - Holding + attending unnecessary + unproductive meetings
- 16. 16 BRAINSTORM - What are examples of factors within our control?
- 17. 17 FACTORS WITHIN OUR CONTROL - Lack of good planning + organization - Procrastinating until project becomes urgent - Failing to set + maintain priorities - Losing focus on task at hand / jumping from project to project - Not becoming self-aware of habits that lead to wasted time
- 18. 18 FACTORS WITHIN OUR CONTROL - Holding + attending unnecessary + unproductive meetings - Spending too much time on phone + email - Inability to say ‘no’ + take on too much - Excessive socializing
- 19. 19 AHA! MOMENT - How can understanding what factors are inside + outside of your control affect your time management?
- 21. 21 PLANNING + ORGANIZING - Failing to plan is planning to fail
- 22. 22 PLANNING + ORGANIZING - Get a game plan - Daily to-do lists - Review objectives throughout day to update / reprioritize
- 23. 23 PLANNING + ORGANIZING - Separate high priority items - Breakout larger projects into smaller pieces - Batch routine tasks together - Match habit preferences to priority / routine items
- 24. 24 PLANNING + ORGANIZING - Set aside uninterrupted blocks of time for difficult / lengthy projects - Music - Shut off email - Book a conference room
- 25. 25 PAPERWORK - Touch each document once if possible - Pass on, file or discard - Temporary hold file
- 26. 26 EMAIL - Check emails at specified times throughout day - Organize email within folders - Use filters / rules to automatically assign to separate folders - Limit ‘touching’ emails more than once
- 27. 27 EMAIL - After 2 rounds of trying to solve problem via email, pick up the phone / talk in person - If you can’t respond immediately, let team member know when to expect a response
- 28. 28 EMAIL - Be clear communicating what is expected from your email - Use ‘no response required’ to end messages + discourage unnecessary replies - Remove yourself from unnecessary distribution lists
- 29. 29 EMAIL - Create stock responses + store in drafts folder for frequently used messages
- 30. 30 TAKE BREAKS - Get up + stretch - Grab a drink / coffee, snack - Switch locations - Continued education
- 31. 31 AHA! MOMENT - What other time management tips do you utilize every day? - What can you implement this week?
- 33. 33 IS THE MEETING NECESSARY? Employees have reported spending 6 – 20 hours / week on average in meetings Source: SHRM
- 34. 34 IS THE MEETING NECESSARY? - When to Say Yes - Allow team members to collaborate (review, evaluate, discuss, problem-solve, etc.) with each other - Present significant information to the team - Have face-to-face communication to encourage interaction + create team synergy - Schedule away!
- 35. 35 IS THE MEETING NECESSARY - When to Say No - Can more effectively accomplish purpose by phone, email, or 1-on-1 discussion - Premature to meet: topic is still unclear / insignificant - Consider having 1 day / week with no meetings
- 36. 36 MEETING PREP - Send agenda ahead of time - Avoid meetings 90+ minutes - Consider personal time management
- 37. 37 MEETING AGENDAS - Include: - Topic stated in question form - Person responsible for leading discussion - Relevant information to topic - Time allotted for discussion - Okay to include a ‘not-on-agenda’ list of topics that are off limits for that particular meeting
- 38. 38 CONDUCTING THE MEETING - Practice A/V set-up - Greet team members upon arrival - Start on time - Recap any last-minute revisions to agenda - Review meeting purpose, agenda + priorities - Designate a note taker - Summarize consensus + any decisions before moving forward
- 39. 39 GROUND RULES - 1 person will speak at a time - No side conversations - No laptops or cell phones - Treat everyone’s comments + questions with respect - Stick to agenda
- 40. 40 MEETING FOLLOW-UP - Distribute notes within 4 days maximum - Reminder of agreements + action items - Follow up with team members that weren’t present - Put unresolved topics on next agenda
- 41. 41 AHA! MOMENT - What do you do to keep meetings on track + productive?
- 42. 42 RECAP
- 43. 43 RECAP - Are Time Wasters in or out of your control? - Time Management Tips - Planning + Organization - Paperwork + Email - Breaks - Effective Meetings - Is a meeting necessary? - Agendas - Next Steps + Follow-up
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- 45. 45 SOURCES - Effective Meetings Training for Employees: SHRM, 2008 - Time Management Self-Assessment : pulled from 2012 CYP workshop, led by Dale Carnegie Trainer Debbie Cooler - Time Management Training: SHRM, 2008