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Time Management Workshop - ULS Leadership Program

  1. Time Management Workshop Prepared by Karen Calhoun for the ULS Leadership Program 12 June 2012
  2. Credits • Patti Hathaway – 1993 workshop • Stephen Covey and Charlie Whiting – 1996 First Things First workshop • SkillPath workshop – Managing Multiple Projects, Objectives, Deadlines – 1998? • All the colleagues who have helped me try to “keep the main thing the main thing”
  3. Illustration John Tenniel, Alice in Wonderland. Public domain.
  4. Learning Objectives • Understand your own time management habits • Identify what you want to change • Assess what controls your time • Explore the links between values and how you manage your time • Add some tips and tricks to your personal tool kit
  5. Write your name with the hand you usually use ________________________________________ Write your name with the other hand ________________________________________ CHANGING OLD HABITS IS HARD AND FEELS WEIRD
  6. Getting in Control Control* Commitment and practice Tools and techniques Self-examination *The fine print: 100% control is not possible, especially as you advance in your career. See Peter Drucker “Know Thy Time” to learn more.
  7. What Robs Your Time? Pick Your Top Five Procrastination Poor planning Inadequate Interruptions equipment _____ _____ _____ _____ Indecision E-mail/phone Lack of Lack of procedure authority _____ _____ _____ _____ Inability to say Anger and My own Multiple bosses “no” arguments mistakes _____ _____ _____ _____ Others’ Socializing, Unclear Cluttered mistakes chat priorities workspace _____ _____ _____ _____ Waiting for Failure to Poor Shifting others listen communication priorities _____ _____ _____ _____
  8. Look at your top five … • Which ones do you have limited control over? • Which ones do you have maximum control over?
  10. Exercises/Discussion • Results from “Time Mastery Profile” (Inscape Publishing) • Handout – “The main thing”
  11. Action Plan Part One
  12. Am I Addicted to Urgency? • Sense of excitement • Energy • Status (in our society, a busy person = an important person) • Feels good to solve crisis • Good at it
  13. Some Possible Signs of Urgency Addiction • I work better • I give up family or under pressure personal time to • I’m too busy to handle a crisis at think about it now work • I feel guilty when • Someday I’ll be I’m not working able to do what I • I hate to wait or really want to do stand in line • I know ____ is important, but I don’t have time now
  14. Time Management Matrix Urgent Not Urgent Important Quadrant 1: Quadrant 2: Critical problems, Preparation & deadline-driven prevention, re- projects creation, relationship building Not Important Quadrant 3: Quadrant 4: Trivia, Interruptions, busywork, junk some e-mail/calls, mail, time wasters some meetings, many “proximate” matters Adapted from Covey
  15. Time Tools • Personal log • Master list • Priority planning worksheet • Weekly plan • Daily plan • More ….
  16. Time Concepts • Prime time • Strategic reserve time • Quiet time
  17. Time tool exercise • How many hours are in your day? • How much time do you actually have? • How are you going to use it? • See set of handouts
  18. An Unexpected Way of Paring Down a Task List: A Tip from Laurie Ford (* WHAT HAVE I PROMISED TO MANAGING THE “IN- OTHERS? WHAT HAVE OTHERS BETWEEN” PROMISED TO ME? • Agreements • Requests and promises • Manage the “arrows” not the boxes • Fine tune your network of agreements • Manage “dues” not “to dos” *Speaker at Women in Project Management Conference, June 2008, Columbus OH
  19. Why Do We Procrastinate? • Forget • Don’t know how • Don’t have means – Lack of resources – Too complicated – Prospect of conflict • Attitude – Unpleasant – Outside my comfort zone – Fear of making mistakes – Sidetracked
  20. A Dozen Ideas for Dealing with Procrastination • Deal with tough • Schedule it; set aside issues during your time, make a prime time deadline • Start small but start • Seek help • Write yourself a • Let go (delegate) reminder • Fight perfectionism • Reward yourself (I’ll • Listen to your self- take a break after …) talk (yes you can!) • Keep a master list • JUST DO IT • Go somewhere else to do it
  21. Do It for 15 Minutes minutes/40196?sid=wc&utm_source=wc&utm_medium=en
  22. Ideas for Dealing with Interruptions • Stand up • Develop a plan for • Be aware of consolidating “people traps” calls, e-mail, etc. and traffic • Think to yourself patterns “Can this wait?” • Maintain your • JUST SAY NO work posture • Establish quiet time • Have a clock visible at all times
  23. Can You Say “No”? I CAN SAY NO WHEN … I CAN SAY NO … • Boss asks for work I • Without feeling guilty don’t have time to do • Several times, if I • Peer asks me for help need to and giving it would • Without feeling fearful put me behind • When someone is schedule sulking, crying or • Some places getting angry unrealistic demands • To establish limits on me with my boss • Someone asks me for • To establish limits information I with my peers shouldn’t give out
  24. Tips for Saying “No” • Evaluate the request against your goals/plan • Ask for clarification (be sure you understand the request) • Say ‘no’ if appropriate – Boss: “Yes, provided someone else can… provided there is opportunity for …” – All others: “My problem is…” or USA = “I Understand … here is my Situation … let’s [Action]” • Give options if possible • Say it again, calmly (broken record) • Don’t give up, don’t lose your temper
  25. Managing Paper Stacks, E-Mail • Turn off e-mail beep! • T.A.S.K. – Toss it, Act on it, Send it on, Keep it • Decide on a filing system and use it • PUT THINGS AWAY – Afraid of forgetting? Make a note in Outlook, master list, weekly plan, “perhaps” list … • Throw away as much as possible • Set aside time to clear your desk/in-box (15 minute trick?)
  26. Action Plan Part Two 1. What is at least one new time management habit I want to develop? 2. What steps will I take in the next two weeks? 3. What steps will I take in the next two months? 4. Who will I ask to help me, and what will I ask them to do?
  27. The Benefits of Managing Your Time • “We have to decide • For career what our highest priorities are and • For building have the courage— relationships pleasantly, smilingly, • For relaxing nonapologetically—to say ‘no’ to other • For thinking things. And the way • For staying you do that is by current having a bigger ‘yes’ burning inside. The • … enemy of the best is often the good.”— Stephen Covey
  28. Evaluations of This Workshop Please! • Please go to evaluation form for this workshop • Fill it out • I’ll share summary • Thanks!