Time Management

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Time ManagementPutting First Things First

• Jeff Hornsby, Ph.D., SPHR
• Department of Management
• Ball State University
• Muncie, IN 47306
• 765.285.5306
• Jhornsby_at_bsu.edu

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Objective

• The objective of this session is to help each
  person become better stewards of his or her time
  both during work and non-work hours. Specific
  strategies for setting goals, prioritizing
  activities and meeting objectives will be
  discussed. Each participant will have the
  opportunity to assess his or her own personal use
  of time and create an action plan for better time
  stewardship.

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Case Exercise

• A Day in the Life of Chuck Stoneman

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The Clock and the Compass
The Generations of Time Management
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Key Topics

• How do you spend your time?
• Goal Setting and Prioritization
• Identifying and Reducing Time Wasters

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Productivity, Effectiveness, and Efficiency

• Take a few minutes and define these terms!
• Productivity
• Effectiveness
• Efficiency

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Time Management and the Seven Habits
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The Seven Habits

• Habit 1 Be Proactive
• Habit 2 Begin with the End in Mind
• Habit 3 Put First Things First
• Habit 4 Think Win/Win
• Habit 5 Seek First to Understand ...
• Habit 6 Synergize
• Habit 7 Sharpen the Saw

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First Three Habits

• Be Proactive - I can change
• Begin with the End in Mind - Vision of what we
  can become
• Put First Things First - Independent will
  towards becoming principle centered

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Identify Your Zone of Peak Performance

• Personal Mission
• Organizational Environment/Culture
• Job Requirements

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Personal Mission Statement

• A personal mission statement is your philosophy
  or creed about what you want to be and to do. It
  encompasses the values and principles upon which
  being and doing are based. (Paraphrased from
  Steven Covey)

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Two examples of Personal Mission Statements
See your handouts!
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What is your personal mission statement?

• While you may not be able to finish it here,
  please write a brief paragraph which you think
  summarizes your mission.

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Organizational Culture

• Define your culture.

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Job Requirements

• Job Descriptions
• Manager Instructions
• Being part of a team

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What is your zone of peak performance?

• Your zone of peak performance is your place to
  stand. It incorporates all the principles upon
  which your life is built including church, job,
  relationships, money, etc.

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Personal Mission
Your Zone of Peak Performance
Job Requirements
Organizational Culture
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How We Spend Our Time

• Simply put, there are two factors that define an
  activity
• Urgency
• Importance

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How much does urgency control your life?

• The Urgency Index

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Time Management Matrix

• Urgent Not Urgent
• Important
• Not Important

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Effective Management is Putting First Things First

• The successful person has the habit of doing
  things that failures dont like to do. They
  dont like doing them necessarily either, but
  their disliking is subordinate to the strength of
  their purpose.

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Where do you spend your time?
Time log exercise described at the end of class
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Types of Quad II activities

• Improving communication w/people
• Better preparation
• Better planning and organizing
• Taking better care of self
• Seizing new opportunities
• Personal development
• Empowerment

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Quadrant 2 Self-Management

• Connect with Vision/Mission
• Identifying roles
• Selecting goals
• Scheduling
• Daily Adapting
• Evaluate

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The key is not to prioritize whats on your
schedule, but to schedule your priorities.
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Establishing a Direction Goal Setting and Time
Management
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Setting Priorities

• Priority A--Must do
• Priority B--Should do
• Priority C--Nice to do
• Every thing else is a time waster!

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SMART Characteristics of High Quality Goals

• Specific--Not general. Get commitment. Write
  out your goals.
• Measurable--Assess goal accomplishment
• Achievable/Attainable--Resources and tools need
  to exist. Need to be challenging!
• Realistic--In congruence with organizational
  culture and resources.
• Time Specific--Goals are deadline sensitive.

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Goal Statement Example

• To return calls from clients every day by 430.
• To provided requested information to subordinates
  by the end of the workday.
• To reduce waste by 10 percent.

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What are some goals you need to work on?
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Scheduling through Prioritization and Organization

• Capturing Every Task and Idea The Master To Do
  List
• Based on Goals

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Building a High Impact Week

• Weekly Planning
• Focused Daily To Do List

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Techniques for Prioritizing

• Agreement with mission
• Deadline/Payoff

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Tools for Prioritization and Organization

• Calendar/Planning Systems
• paper vs. electronic
• Outlook
• PDAs
• Others

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Typical Time Wasters

• When thinking about your day.
• What activities take the majority of my time
  during the day?
• What activities need to be given more time?
• What activities should be given less time? (These
  are typically time wasters!)

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Typical Time Wasters--Self Generated

• Disorganization
• Procrastination
• Inability to say no or to delegate
• Gossip
• Unnecessary perfectionism

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Typical Time Wasters--Organization Generated

• Paperwork
• Visitors
• Telephone calls
• Drop-in interruptions
• Junk Mail
• e-mail/Internet

• Waiting for someone
• Unproductive meetings
• Crises
• Coffee klatch
• Unused reports

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Techniques for eliminating time wasters
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Controlling Drop-ins
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Streamlining and organizing paperwork (Chicken
pox)
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Saying no (The five As)

• Always say it early
• Acknowledge the importance
• Assertively decline
• Account for your resources
• Alternative solutions

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Minimizing drop-ins
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Managing procrastination
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Conclusions--Six Tips...

• Continually review personal mission and where you
  fall in the zone of peak performance.
• List and prioritize weekly objectives.
• Follow the Time Management Commandment
• Make a daily to do list and prioritize it.

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Conclusions--Six Tips...

• Devote primary attention to your As.
• Handle each piece of paper only once.
• Continually ask, What is the best use of my time
  right now? and do it!

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The best way to begin, is to begin.
Marie Edmond Jones
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Time Log Exercise

• Take a few minutes and trace your Monday.
• Start at 700 and stop at 500

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Questions...

• Which part of the day was most productive? Which
  was least productive?
• What are the recurring patterns of inefficiency
  (e.g., waiting for something, searching for
  something or interruptions)?

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Questions...

• Where are your opportunities for increased
  efficiency?
• On average, what percentage of work time are you
  productive? (Be honest!) What is your reaction
  to this figure?

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Thank you very much!!!!!!!