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Time Management for Managers. Characteristics Of Time. There’s a finite amount of time. It’s the same for everyone. Nobody has more than anyone else. Non-renewable resource Cannot be replaced, saved, made up or overspent Time is either used or wasted. Time is your toughest competition.

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Presentation Transcript
characteristics of time
Characteristics Of Time
  • There’s a finite amount of time.
  • It’s the same for everyone. Nobody has more than anyone else.
    • Non-renewable resource
    • Cannot be replaced, saved, made up or overspent
  • Time is either used or wasted.
  • Time is your toughest competition.
the value of time
The Value Of Time
  • How much is your time worth?
    • Time is money, right?
    • Wrong! Money is time.
    • You can always get more money – time is more valuable.
  • Exercise - How much is an hour worth to you?
time management
Time Management
  • Time management helps you work smarter, not harder.
    • Smart people get the right things done.
    • People who work smart make more money and get promoted faster or get to do the jobs they want.
  • Time management requires self-management and self-discipline.
four steps in time management
Four Steps In Time Management
  • Planning
  • Organizing
  • Controlling (Keeping track of it)
  • Evaluating
planning
Planning
  • Set Goals (Always time framed - deadlined).
    • Yearly: Income, projects/tasks, improvement areas
    • Monthly updates
    • Weekly Planners
    • Daily Schedules
  • Prioritize everything: 1s, 2s, 3s.
planning1
Planning
  • Remember the 80/20 rule: 80% of your results come from 20% of your activities.
  • Plan for the full range of your job functions and activities to get the results you’re expected to get.
    • Results are politically defined.
self management
Self-Management
  • If you’re unsure about priorities, ask your boss.
    • “I don’t have enough time,” blames time, not yourself.
      • You probably didn’t check your priorities with your boss.
    • Don’t be a victim, take responsibility for managing and controlling your time.
      • According to boss’s priorities, not yours.
    • Take responsibility for results as the boss defines them.
self management1
Self-Management
  • People who are habitually late or constantly procrastinate:
    • Arrogant: Try to establish power consciously
    • Poor self-image: Try to establish power subconsciously
    • Unhealthy fear of failure
    • Are you in denial about any of the above problems?
self management2
Self-Management
  • Overcome these problems with self-discipline:
    • Time management and priority setting
    • Professional help ( yes, a shrink)
    • Don’t procrastinate on getting started or getting help in planning your time.
planning2
Planning
  • Yearly Goals
  • Monthly Updates
  • Weekly Planners
  • Daily Schedules
    • The keystone of an effective system
planning tools
Planning Tools
  • To-Do List
  • Action Folder
  • Management Folders
  • Project Folders
  • Calendar
  • Weekly Planners
  • Daily Schedule
to do list problems
To-Do List Problems
  • The Longer, the worse – depressing.
  • Unconscious, stupid tricks we play on ourselves:
    • Do lots of little things first to give ourselves achievement feedback.
    • Do the easiest things first.
    • Do the most fun things first.
to do list solutions
To-Do List Solutions
  • Scrub it every week to keep it short.
    • Reward accomplishments — give yourself a piece of candy.
  • Deadline all items.
  • Prioritize all items (boss’s priorities).
    • Listen to boss carefully.
      • Listen for stuff you don’t want to hear.
      • Don’t listen defensively – it’s not personal criticism, it’s improvement advice
weekly planner
Weekly Planner
  • Assign priorities in an Action Folder and on a To-Do list.
  • Look at last week’s Weekly Planner.
weekly planner1
Weekly Planner
  • Look at Calendar for scheduled appointments and meetings.
  • Synthesize into a new Weekly Planner.
  • Keep Weekly Planners for later analysis.
daily planning
Daily Planning
  • Set a time for your daily planning (first thing in the a.m. is usually best).
  • Look at your email - DRAS (delete, refer, act, or save) it
    • Refer means to refer it to someone else to do.
    • Act if it takes less than two minutes.
  • Snail-mail – TRAS (toss, refer, act, or save) it
      • Keep briefcase or backpack open and toss reading in it.
daily planning1
Daily Planning
  • Refer - Delegate, forward, or print out and put in an appropriate folder.
  • Act - Do it immediately if it takes less than two minutes.
  • Save- Don’t save what others save.
daily scheduling tips
Daily Scheduling Tips
  • Be tough on yourself – do the hardest, nastiest things first.
  • Save the easiest, most fun for last in the day – look forward to them.
  • On every activity, ask “how is this helping me achieve my goals?”
  • Prioritize 1, 2, 3. You shouldn’t be doing 4s and 5s
    • You distract yourself.
daily scheduling tips1
Daily Scheduling Tips
  • Break big jobs into smaller chunks.
    • Turn off your computer — no email, Ims, Facebook, or Twitter during chunking.
    • Each chunk completed builds momentum.
  • Don’t attempt too much. Make yourself feel like a winner.
  • Allow for interruptions — leave one-quarter unscheduled.
    • If you’re not a manager, leave one-eighth unscheduled.
daily scheduling tips2
Daily Scheduling Tips
  • Set a time limit on each appointment or meeting.
  • If you add something during the day, drop something.
  • Make time for call-backs.
    • Best time for call-backs is when assistants aren’t around — before 9:00 A.M. or after 5:30 P.M. (No-Screening Time).
working your plan
Working Your Plan
  • The number-one time management rule:
    • Do one task until it’s finished.
      • We interrupt ourselves (email notifications, IMs, texting, Facebook).
        • Focus intensely
    • Champion athletes know the value of focused concentration.
follow up
Follow-Up
  • Conduct a desk check at the end of the day.
    • Nothing open
    • No random piles of stuff — have organized piles
    • No Post-Its all over the place
    • What color is your desktop?
      • If you don’t know or can’t see your desktop, you’re not well organized.
organize your desk and computer
Organize Your Desk and Computer
  • Phone on the left (if you’re right-handed)
    • Use a headset if you’re on the phone a lot so you can write stuff down.
  • Handy Calendar (Only One-Portable, such as a synched smartphone)
  • Work space neat and clean
  • Writeeverything down.
  • Put often-used information in Favorite Places.
organize your desk and computer1
Organize Your Desk and Computer
  • Vital information handy
  • Action folder (red if not on computer)
  • Management folder (yellow if not on your computer)
  • Project folders (blue if not on your computer)
organize written communications
Organize Written Communications
  • Analyze repetition: use forms, templates.
  • Analyze correspondence.
    • Have separate files and templates for letters and paragraphs.
organize support staff
Organize Support Staff
  • Have no-interrupt hours for support people.
  • Utilize quiet hours for the entire office or department .
organize support staff1
Organize Support Staff
  • Have the support staff keep time logs occasionally.
  • Meet regularly with the support staff to discuss problems, solutions.
  • Make the support staff part of the team.
organize your associates
Organize Your Associates
  • Use liaisons.
  • Consolidate meetings (bring management and project folders).
  • Compress meetings (set time limits, use and follow agendas).
manage your boss
Manage Your Boss
  • Get specific instructions.
  • Get agreement on priorities.
  • Expand autonomy parameters: gain trust.
controlling time
Controlling Time
  • Proper use of time separates winners from losers.
  • Winners take credit, losers blame time and others.
  • View time management as an edge opportunity.
evaluating
Evaluating
  • Time logs (every six months)
    • We misjudge time. What we like to do goes fast. What we dislike to do goes slowly.
    • Time logs must be accurate.
    • Analyze logs carefully and identify the biggest time wasters:
      • Overextended lunch and coffee breaks
      • Extended, unproductive phone conversations
      • Inconsequential personal discussions, IMs, Facebook
evaluating1
Evaluating
  • Look at your time log and ask these questions:
    • “Am I doing the right things?”
    • “Could I have done things in less detail?”
    • “What kind of interruptions? How long did it take me to recover?”
    • “How long were my conversations?”
    • “Did I say ‘no’ often enough?”
      • Set up “no” systems
summary
Summary
  • Time isn’t money, it can’t be saved. It’s more precious .
  • Know how you use your time (time logs).
  • Know your boss’s priorities.
  • Set deadlines for everything.
next steps
Next Steps
  • Remember, you’re the one who makes yourself unhappy with unreasonable expectations and disorganization.
    • Create a plan.
  • Get organized and smell the flowers.
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