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Time Management in a Multi-Tasking Environment. Mark Levy, VP / GSM Radio Advertising Bureau. Remember Grade School?. Time Management. And summers that lasted forever…. Time Management. Does time really go faster as we grow older?. Where the heck does it go? . Time Management.

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Time Management in a Multi-Tasking Environment

Mark Levy, VP / GSM

Radio Advertising Bureau

slide2

Remember Grade School?

Time Management

slide4

Does time really go faster as we grow older?

Where the heck does it go?

Time Management

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“To be is to do.” - Aristotle

“To do is to be.” - Socrates

“Do be do be do.” - Sinatra

Feel more like Sinatra?

Time Management

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Don’t say you don’t have enough time.

You have exactly the same number of hours per day that were given to

Louis Pasteur, Michelangelo,

Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein.

- H. Jackson Brown, Jr.

Time Management

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Can we really manage time?

Time management is actually managing ourselves!

Time Management

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We are a product of what we repeatedly do.

We are creatures of habit!

Time Management

things that can waste time
Things that can waste time…
  • Incomplete information
  • Employee problems
  • Lack of support (subordinate and superior)
  • Handling routine tasks
  • Putting out fires
  • Meetings
  • Phone calls
  • E-mail
  • Completing reports
  • Lunch
  • Personal obligations

Time Management

things that do waste time
Things that do waste time
  • Working on assumptions
  • Failure to listen
  • Correcting avoidable mistakes
  • Lack of organization
  • Procrastination
  • Crisis management
  • Micro management
  • Unwillingness to say “no”
  • Unwillingness to delegate
  • Failure to plan
  • Failure to prioritize

Time Management

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12 Steps to Effective Time Management

1. Keep a daily time log

Time Management

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12 Steps to Effective Time Management

2. Plan your work and work your plan

Time Management

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12 Steps to Effective Time Management

2. Plan your work and work your plan

  • Steps to a successful plan
  • Access situation
  • Develop assumptions
  • Establish objectives
  • Develop alternatives
  • Decide course of action
  • Measure and evaluate results
  • Take corrective actions if necessary

Time Management

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12 Steps to Effective Time Management

3. Prioritize daily

Time Management

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12 Steps to Effective Time Management

3. Prioritize daily

Time Management

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12 Steps to Effective Time Management

3. Prioritize daily

Time Management

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12 Steps to Effective Time Management

3. Prioritize daily

Time Management

slide21

12 Steps to Effective Time Management

3. Prioritize daily

Time Management

slide22

12 Steps to Effective Time Management

3. Prioritize daily

Time Management

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12 Steps to Effective Time Management

3. Prioritize daily

“Is what I’m doing now helping me reach my goals?”

Time Management

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12 Steps to Effective Time Management

4. Delegate

Time Management

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12 Steps to Effective Time Management

4. Delegate

  • Barriers to delegation include…
  • Managers preference for operating
  • Managers need to know minute details
  • “I can do it better” syndrome
  • Perfectionism / no tolerance for mistakes
  • Failure to train subordinates
  • No systems to measure and evaluate results
  • Understaffing
  • Confusion in authority and responsibilities

Time Management

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12 Steps to Effective Time Management

5. Solve little problems before they become big ones

Time Management

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12 Steps to Effective Time Management

6. Get organized and stay organized

Time Management

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12 Steps to Effective Time Management

7. Avoid e-mail slavery

Time Management

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12 Steps to Effective Time Management

8. Differentiate between urgent and important

Time Management

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12 Steps to Effective Time Management

9. Avoid procrastination

“Never put off until tomorrow what you can do the day after tomorrow.”

- Mark Twain

Time Management

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12 Steps to Effective Time Management

10. Break big projects into bite-size pieces

Time Management

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12 Steps to Effective Time Management

11. Know when to say “no”

Time Management

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12 Steps to Effective Time Management

12. Learn the art of minimizing / maximizing meetings

Time Management

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12 Steps to Effective Time Management

12. Learn the art of minimizing / maximizing meetings

  • The most productive meetings…
  • Are scheduled to minimize disruption to productivity
  • Start on time
  • Have a limited, focused agenda
  • Stay on point
  • End on time
  • Are followed up with summary, assignments, and timelines

Time Management

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12 Steps to Effective Time Management

12. Learn the art of minimizing / maximizing meetings

When most sales occur

Time Management

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12 Steps to Effective Time Management

12. Know your management type

Do you:

- Focus well and stay on task?

- Naturally assume a leadership role?

- Seek out “win-win” solutions?

- Perform best under pressure?

Time Management

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12 Steps to Effective Time Management

Top Managers

  • Plan
  • Prioritize
  • Delegate
  • Solve problems quickly
  • Are organize
  • Avoid procrastination
  • Can say “no”

Time Management

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Time Management in a Multi-Tasking Environment

Mark Levy, VP / GSM

Radio Advertising Bureau