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Please be seated…. Time Management. R. Craig Smith, DCDR, Division 2. WHAT YOU WILL LEARN. Critical Time Management Steps Time Management Tips Steps for Understanding Time The Six Step Process The Clock and the Compass. THE VOLUNTEER CHALLANGE. CRITICAL TIME MANAGEMENT STEPS.

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time management

Time Management

R. Craig Smith, DCDR, Division 2

what you will learn
WHAT YOU WILL LEARN
  • Critical Time Management Steps
  • Time Management Tips
  • Steps for Understanding Time
  • The Six Step Process
  • The Clock and the Compass
critical time management steps
CRITICAL TIME MANAGEMENT STEPS
  • Keep a calendar
  • Keep accurate records
  • Establish timelines to accomplish goals
  • Empower your staff
  • Refuse the temptation that you can do it best
  • Manage your meetings... Agenda!
  • Avoid burnout
time management tips
TIME MANAGEMENT TIPS

FIRST: Get your bearings:

  • Review your compass
  • Look at the day in the context of the week
  • Renew your power to respond to changes in a meaningful way
time management tip 2
TIME MANAGEMENT TIP - 2
  • Make a list ... the night before
  • Had a thought? Write it down!
  • Focus on the goal
  • Schedule only 70% of your day
  • Delegate
  • Become a champion multi-tasker
time management tip 3
TIME MANAGEMENT TIP - 3
  • Your time is worth what?
  • Organize your surroundings
  • Analyze your activities for next week
  • Problem solve
  • Skim information
  • Avoid Procrastination
the clock and the compass
THE CLOCK AND THE COMPASS

The Compass

vision

values

principles

conscience

direction

What is important and how we lead our lives.

The Clock

commitments

appointments

schedules

goals

activities

What we do and how we manage our time.

understanding time
UNDERSTANDING TIME
  • Quadrant of Necessity
  • Quadrant of Focus

1

2

Things are important but not urgent

Things are both urgent and important

3

4

Things seem urgent but are not important

Things are neither urgent or important

  • Quadrant of Waste
  • Quadrant of Deception
understanding time1
UNDERSTANDING TIME
  • Quadrant of Necessity
  • Quadrant of Focus

1

3

Quality Leadership

  • Manage

2

4

  • Avoid
  • Avoid
  • Quadrant of Waste
  • Quadrant of Deception
the six step process
THE SIX STEP PROCESS

2011 FDLC – Time Management

Connect to mission

Review roles

Identify goals

Organize weekly

Exercise integrity

Evaluate

step 1 connect with vision mission
STEP 1: CONNECT WITH VISION & MISSION
  • What is most important?
  • What gives your life meaning?
  • What do you want to be and do in your life?

Consider the big picture.

The key lies in the clarity of your vision around such questions as:

2011 FDLC – Time Management

slide14

STEP 2: IDENTIFY ROLES

2011 FDLC – Time Management

  • We have important roles at work, in the family, in the community, or other areas of our lives
  • Roles represent responsibilities, relationships, and areas of contribution
slide15

STEP 3: Select Quads 1 & 2 Goals for Each Role

2011 FDLC – Time Management

  • What is the most important thing I could do for each role this week that would have the greatest positive impact?
  • Consider the relationships for each role
  • Review a “perhaps” list for ideas
  • Identify the steps that need to be taken to achieve long-term goals
step 4 organize weekly
STEP 4: ORGANIZE WEEKLY

2011 FDLC – Time Management

Elements of Effective Weekly Goals

  • They can be either an area of focus or a specific activity
  • They are usually quad I and II goals rather than typical “to-do’s” or daily action items
  • They are driven by conscience
step 5 be honest with yourself
STEP 5: BE HONEST WITH YOURSELF

2011 FDLC – Time Management

Should I carry out my plan or consider

reality directed changes?

step 6 evaluate and adjust
STEP 6: EVALUATE AND ADJUST
  • What goals did I achieve?
  • What challenges did I encounter?
  • What decisions did I make?
  • Did I keep “first things first?”

To be successful, you must make successes of one week the foundation for the next. At the end of the week, ask yourself some questions:

2011 FDLC – Time Management

evaluation methods
EVALUATION METHODS

2011 FDLC – Time Management

  • Mark accomplished goals on weekly compass
  • Keep a journal or daily log and review
  • Review past weekly compasses
  • Ask specific questions about your performance and actions
time management exercise
Time Management Exercise

2011 FDLC – Time Management

Personal Time Management Chart and Exercise: 4 Steps to Better Work-life Balance

slide21

The single most important principle in managing time for people in positions of leadership is the art of DELEGATION

2011 FDLC – Time Management

delegating
DELEGATING
  • Delegating:
  • Shares the load
  • Increases efficiency
  • Teaches responsibility
  • Inspires confidence and trust
  • Builds future leadership
  • Makes Life Easier!
  • Makes You a Better Leader