Workshop leveraged from many sources, discussing how to manage time to be more effective and productive

1. Time Management
RLDC 1
Barry Cordero
SHPE National VP

2. Agenda
Gaining control of your day
Handling competing priorities
Getting organized
Managing yourself and others
Don’t let stress control you

3. 10 Golden Rules of Time Management
Identify how you spend your time
Identify your “prime time”
Do tomorrow’s planning tonight
Ask yourself “why am I doing this right
now?”
Handle each item once

4. 10 Golden Rules of Time Management
Plan your work but work your plan
Delegate whenever possible
Delegate wisely
Identify high payoff items, spend the
most time on those
Concentrate on results, not on keeping
busy

5. Identify your current chaos
Is this you? Always Often Usually Some
times
My desk is covered with piles of papers, files
and books
My computer files are disorganized
My computer is not backed up
I’m often late and miss appointments
My email inbox is always full
I struggle with conflicting deadlines and
demands on my time
I don’t know which are my real priorities
I start one task, get distracted and move to
another
I always complete items right before they are
due

6. TAKING CONTROL OF YOUR
DAY

7. What are the biggest productivy killers?
Poor Planning
Be realistic
Personal Disorganization
Disorganization > Stress > More
Disorganization > More Stress
Procrastination
Easy to do (especially today)
Focus on the feeling of completing tasks

8. Improve your personal effectiveness
Schedule personal time and stick to it
Be results oriented and set real goals
Focus on one (or maybe two) tasks at a
time
Let go of perfectionism
Strive for excellence
Mentally prepare

9. Mental Preparedness
• Take Pride in Accomplishments
Emotions • Use hatred of guilt to motivate
• Shutoff Negative
thoughts • Clear away
• Visualize distractions
completion of goals • Have all supplies
• Consider needed
Mental
consequences of Mind
Preparedness
Environment • Turn off phone
not doing now • Close browser
• Close email
• “Do not disturb”
• Good lighting
• Comfort
• Exercise regularly Body
• Sleep
• Minimize stimulant use

10. Prevent chaos from interrupting
Announce time limit: “I only have 5
minutes”
Use Walk-Talk method: “Can we talk
while we walk?”
Get to the point assertively “Maria, what
can I help you with?” (use sparingly)
Try: “Sorry, I am way behind, what’s going
on?”

11. MANAGING COMPETING
PRIORITIES

12. Set Goals/Objectives
Use SMART
Specific – Clearly what does done look like
Measurable – Some way to determine if
you’ve completed
Attainable – Can actually be done in your
term or with your time/resources
Relevant – Related to your education or
chapter success
Timely – Have a date (or even time) to be
done

13. Put your goals in writing
Non-Written goals are the first to be
ignored
Writing goals with your chapter allows
discussion and alignment about
priorities
Assign an owner to tasks/sub tasks in
writing
Ensure there is agreement or nothing will
happen

14. Managing conflicting priorities
II I
Importance
Prioritize and Commence Prioritize and Commence
IV III
Delegate or put-off Delegate if possible
Urgency

15. Delegation
Why?
Allow others to develop skills
Work more efficiently, free up time to
focus on Quadrant I/II
What to delegate?
Routine stuff
Technical expertise items
Items enjoyable to others
Items you know very well

16. Do not delegate
Long range planning
Strategic planning
Selecting team members
Rewarding team members
Difficult situations

17. 9-Point Delegation Checklist
Give the necessary authority
Provide necessary resources
Provide ALL pertinent information
Communicate the objective
Make expectations clear
Hold them accountable
Gain acceptance
Evaluate
Reward success

18. Let’s talk
Why do you hate delegating?
How could you overcome this?

19. GETTING ORGANIZED

20. Theory of contexts
The learning curve and switching task
types
Schedule your day around contexts
Maintain your tasks in this order

21. The problem with multitasking
Time to switch between mental
processes is time-consuming and
inefficient
Leads to stress and irritability
Leads to disorganization and errors
May be ok for simple, repetitive tasks

22. How do you rate?
Do you check your email every time you
get a new one? Texts?
Do you fear turning off your cell? Losing
it?
While talking to someone, do you text
others?
Do you text during lecture? Studying?

23. Take control of phone calls
Screen your calls
Phone on silent
Ignore texts
Set time to make calls, respond to
voicemail daily
Get to the point. Replace “how are you?”
with “I need to talk to you about x”
Leave voicemails with availability
Avoid phone tag

24. Email
USE FOLDERS!
Project folders
Class folders
“projects on hold”
“opportunities”
Use task management to respond to emails.
Set date/time, etc. for responses
Use your calendar and alerts

25. Clarity in Communication
Use simple words
Use active voice
Active: “The email needs to be sent out by Friday”
Passive: “Juan, please send the email before Friday”
Active: “I made mistakes”
Passive: “Mistakes were made”
Get Feedback: “What is your
understanding of the task?”
Try to use correct grammar, tense and
good style to maintain credibility

26. Standardize your work
Time Duration Task Conte Days
xt
6am Workout Out- MWFSu
About
7:30AM 30m SHPE Email Compu Daily
ter
4:30PM 30m SHPE Email Compu Daily
ter
12pm 1hr Review First Half Lecture notes Library M-F
4pm 1hr Review Second Half Lecture notes Library M-F
7p 30m Phone Calls Phone M-F
11p 30m Clean apartment Apt TRSu
11:30p 6.5hr Sleep Apt Daily

27. What are you going to do to get
organized?

28. MANAGING YOURSELF AND
OTHERS

29. Listeners: 5 types
Pretend Listeners:
Nod, yes/no
Selective Listeners:
Only when it interests them or to avoid caught
Attentive Listeners
Listen only to share their own experience
Interactive Listeners
Listen, paraphrase, question but still sellfish
Empathetic Listeners
Listen attentatively, question, try to truly understand the speaker

30. Exercise
Choose a listening type
One speaks one listens
Switch roles

31. Excellence vs Perfection
Perfectionists Excellence
Miss a deadline bc it’s Always doing their best
“not good enough” Provides exceptional
Wants everyone to performance
believe they are perfect Open to feedback to
Constantly question own improve
ability Sets and meets realistic
Rarely delegate bc deadlines
nobody can do as well Delegates when
Often stressed, easily appropriate
burnt out Relaxed and easy to talk to

32. USA method to saying “No”
Understanding statement
“Regina, I know this problem is important”
It is to them and maybe even to you, but not urgent
or planned
Situation statement
“I’m working on a report I promised myself I’d finish
by 11am”
Action statement
“Let’s get together at 2:15pm in the student center
and discuss it”

33. Follow up with task owners
Schedule regular status meetings
This is not micromanaging
Try to understand project progress and
resource, time constraints
Prod by sharing own struggles
Offer support, suggestions for getting
back on task
Reassess deadlines

34. Manage yourself first
Put your grades above all else
Get help when you need it
Share your schedule with others
Hold others accountable and get them
to hold you accountable
Study together, but stay focused (try
lyric-free music)

35. Increase your value
Keep a positive attitude
Increase skills in areas your boss and the org
needs them
Learn how to express your ideas clearly
(practice if necessary)
Be prepared: Arrive early and do your
homework
Compliment your boss and others on good
work
Help your boss look good

36. Get Recognition at work
Speak up about your accomplishments
Publish in the company newsletter
Participate in extracurricular activities
(SHPE Professional Chapters)
Volunteer in your community (SHPE)

37. MANAGING STRESS

38. How are you handling your stress?
Question T/F
?
I feel too tired to work or do hobbies
I am late for work, class or appointments at least once a week
I often feel sad, depressed or bored
I am working longer and harder but not making any progress
I am frequently irritable, impatient, grumpy or short tempered
I have frequent headaches, stomach aches, recently gained/lost weight
I have a relationship that is troubling me.
I am hanging onto a relationship because I feel I have to
I often wish I was somewhere else
I am unable to relax without drugs or alcohol
I take myself and my image to others very seriously

39. Score
0-3: Cool cat
3-6: In the frying pan
6-10: In the fire burning
10-12: Burnt and blackened

40. Stress affect mental and physical
Negative impact of stress
Lowered resistance to illness and disease
Leads to loss in relationships
• Stressed people are difficult to be around and
often don’t make effort to nurture relationships
Causes an out-of-control feeling
• Make more mistakes, cause stress around them
• Susceptible to shutting down, affective
everyone

41. Handling “it”
Look at the situation, determine what
“needs to be done”
Consider available options
Is there a time frame?
Are there others who can help?
Breathe…. Write a quick plan of action
Do your best to not sacrifice sleep and
exercise for stress

42. 11 step plan to avoiding burnout
Focus on you Control what you can
Determine why you are Focus on one task at a
always in a hurry time
Develop a support group Visualize calm
(someone to vent to) Take some time hourly to
Determine how much do nothing.. Breath, relax
sleep you need and do it Seek privacy whenever
regularly possible
Eat nutritious foods, plan Avoid stimulants and
meals, drink water depressants
Exercise regularly Reject perfectionism

43. Final thoughts
Create a standard schedule
Stay healthy
Do the right stuff one at a time
Allow yourself to focus
Control what you can
Communicate well
Don’t try to be perfect

44. Thank You
Questions?
Barry.Cordero@shpe.org