Time Management

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Air Education and Training Command
Time Management
MSgt Pablo Morales HQ AETC/LG-EM 05 Sep 2002
I n t e g r i t y - S e r v i c e - E x c e l
l e n c e
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TIME MANAGEMENT
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OVERVIEW

• DEFINITION
• TIME WASTERS
• TIME MANAGEMENT TOOLS
• USING DELEGATION
• VIDEO, PARETOS PRINCIPLE

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DEFINITION

• The effective use of techniques and tools to
  fully maximize professional and personal time in
  the accomplishment of established goals

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TIME WASTERS

• INTERNAL WASTERS
• Procrastination
• Coffee breaks
• Lack of priorities
• Socializing
• Open-Door Policies

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TIME WASTERS

• INTERNAL WASTERS
• Misplaced items
• Poor organization
• Lack of self-discipline
• Poor filing techniques
• Telephone interruptions
• Poor communications
• Inability to say NO

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TIME MANAGEMENT TOOLS

• SETTING GOALS
• PRIORITIZING
• PLANNING
• ORGANIZING

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TIME MANAGEMENT TOOLS

• SETTING GOALS
• IDENTIFY AREAS OF CONCERN
• SOLICIT (UP DOWN) FEEDBACK
• WRITE YOUR GOALS DOWN
• TARGET DATE OF COMPLETION
• DESIRED OUTCOME
• SPECIFIC AND MEASURABLE

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TIME MANAGEMENT TOOLS

• PRIORITIZE YOUR GOALS
• DEFINE IMMEDIATE/URGENT GOALS
• DEFINE LONG TERM GOALS
• DEFINE NICE TO HAVE GOALS
• WRITE IT DOWN TODAY
• BE REALISTIC WITH TARGET DATES
• IDENTIFY POTENTIAL ROAD BLOCKS

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TIME MANAGEMENT TOOLS

• PLAN GOAL ACCOMPLISHMENT
• UTILIZE THE TEAM APPROACH
• SOLICIT FEEDBACK
• QUESTIONNAIRES
• DISCUSSION
• THIRD PARTY DISINTERESTED REVIEW
• BREAK IT DOWN INTO BITE SIZE CHUNKS
• PLAN TO MEASURE THE RESULTS

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TIME MANAGEMENT TOOLS

• ORGANIZE FOR SUCCESS
• ARRANGE GOALS
• DAILY GOALS
• WEEKLY GOALS
• MONTHLY GOALS
• SEMI/ANNUAL ECT.
• PROGRAM INTERRUPTION TIME (EXPECT IT!)

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TIME MANAGEMENT TOOLS

• INBOXES
• REVIEW ALL PENDING WORK ITEMS
• PRIORITIZE TO DO LIST
• REVIEW

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DELEGATION

• SELECT THE CORRECT PERSON(S)
• USE TEAMS WHERE POSSIBLE
• ESTABLISH TEAM LEADER
• RESPONSIBILITY VS. AUTHORITY
• TASKS EQUAL EXPERIENCE LEVEL
• ESTABLISH DEADLINES
• GIVE CLEAR INSTRUCTIONS
• FOLLOW-UP/FEEDBACK

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PARETOS PRINCIPLE

• Eighty percent of the results or value are
  achieved through/by twenty percent of the
  activities/people.
• 80 of sales are made by 20 of salesmen
• 80 of absenteeism results from 20 of employees
• 80 of sick leave is taken by 20 of workers
• 80 of group discussion is presented by 20

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PARETOS PRINCIPLE

• Eliminate the Trivial Many 80 and focus on the
  Vital Few 20
• Review your activities and determine which are
  the Vital Few that will provide the maximum
  value towards accomplishing our most desired
  goals.

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BALANCE?

• -Balance is something you can achieve
• -Allow others to share the load
• -Let go of unrealistic goals and priorities
• -Act on your goals/priorities
• -No is a word you can learn to say
• -Communicate effectively to strengthen
• relationships
• -Expect and plan for the unexpected

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Conclusion

• Time Management begins and ends with the
  individuals efforts to plan, organize and
  control the valuable asset of time.

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Questions?