GALLINA LLP

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GALLINA LLP
Fall 2008
Time Management
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• Everyone has the same number of seconds in a
  minute, minutes in an hour, days in a week and
  weeks in a year.
• The variation of what we do with our time is what
  makes Time Management so important.

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What is Time Management?
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Time Management is?

• According to wisegeek.com
• Time management is the art of arranging,
  organizing, scheduling, and budgeting ones time
  for the purpose of generating more effective work
  and productivity.
• Think of time similar to how you think of
  budgeting your financesmost of us have a limited
  supply!

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Advantages of Time Management

• Gain Time
• Motivates and Initiates
• Reduces Avoidance
• Eliminates Procrastination
• Reduces Anxiety

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Which is more Beneficial?

• Proactive

• Reactive

• vs

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How to Become Proactive

• There are 3 steps to managing time
• 1. Plan
• Use a planner and plan ahead!
• 2. Prioritize
• Spend time on things that pay off
• Put the most important Must Do items first on
  your planner
• 3. Protect
• Learn to protect time for high priority tasks
  everyday

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Avoid Reaction because

• REACTIVE PRIORITIES
• Crises
• Interruptions
• Unanticipated events
• Meetings
• Messages

• PROACTIVE PRIORITIES
• Planning
• Thinking, reading, writing
• Prevention (foreshadow)
• Relationship building
• Focus Long Term

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• To be PROACTIVE
• Use planning tools such as a daily planner
• Make To-Do lists and prioritize the tasks
• Block out time for work on projects and other
  priorities
• AND.Just get STARTED!

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Key Tips for Bettering Time

• Learn to use your email more effectively (e.g.
  Outlook)
• Learn to communicate more efficiently
• Try to prevent technical/computer problems thats
  in your control
• Give yourself personal incentives to get
  difficult work done first

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Tips How to Use Outlook Effectively

• Don't
• Read through all your emails first thing in the
  morning
• Go to your email every time you get a pop-up
• Do
• Use the drag drop function to put emails into
  its function
• Drag it into calendar if its something in the
  future that you need to attend or remember.
• Drag it into tasks if its something that needs
  to be accomplished in the near term. (You can
  then prioritize those tasks w/i Outlook).
• Use the Rules Alerts function to filter out
  low priority emails to a folder that you can look
  at later when you have extra time.
• Attach an array of emails within the same email,
  along with any other attachments you need.

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Tips Communicating Efficiently

• Dont
• Frequently ask ONE question every 10 minutes.
• Give up and just say I dont know.
• Do
• Think methodically about something you dont
  know, make the most educated guess, then affirm
  with your supervisor.
• If you know you will have many questions, write
  them done as you go along when youre at a
  stopping point bring the list of questions to
  go over them all at one sitting.
• Keep superiors in the LOOP Progress status is
  very important, especially when you have more
  than one superior.

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Tips Technical/Computer Issues

• Dont
• Download tons of personal items onto your work
  computer
• Continuously be surfing the web during tasks
• Do
• Learn the basic IS terminology so you can
  communicate with your IT support
• Keep up with regular updates that your company
  has made you aware of (Ask someone to help you if
  you dont know how)
• Become familiar with your companies software
  programs asap

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Tips Personal Incentives

• We all know
• Difficult work tends to be last on the list by
  nature
• How exhausting work can be
• There may be days McDonalds sounds appealing
  (not to eat)
• Rewarding yourself
• May re-motivate yourself
• e.g. If I get this huge project done by the end
  of the week, then I can
• Go fishing, wakeboarding, running, eat ice cream,
  etc.
• May promote you faster
• People will feed off your positive nature because
  you know how to enjoy life with work.

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Tips Benefits

• In a research study done by Franklin Covey on
  time productivity they found that people who
  manage their time well have several traits in
  common
• They dont necessarily do more they do more of
  the things that pay off.
• They are not always in a hurry.
• They have balance in their lives.
• They know how to protect their time for their
  highest priorities, both work and personal.
• They plan daily weekly, using planning tools
  effectively efficiently.

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Just Remember the 7 Ps!

• Prior
• Proper
• Planning
• Prevents
• P
• Poor
• Performance

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Time Management is Awesome!

• Time management is not about doing things faster.
• Time management is about doing the RIGHT things.
• Peter Drucker

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Any Questions?

• Thank you!

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Time Management is Awesome!
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