time management for public works professionals
Post on 13-Jul-2015
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Time Management for Public Works Professionals
Charles R. (Chas) JordanM.P.A., P.W.E., F.M.P.
Assistant Public Works Director / Facilities Manager
City of Largo, Florida
Florida Public Works InstituteAPWA Florida Chapter
Time – The Changing Point
Ian Hill of The Changing Point http://youtu.be/5qDe0ZdPzCM
About me...What does he know? Assistant Director of a City Public
Works Department Manage a Division of 35 people and
almost 50 Buildings Have a family with a 4 Year Old
Stepdaughter Officer of the APWA Florida Chapter,
Committee Member of the local Branch and National Leadership & Management Committee
Committee Member for FCCMA Currently overseeing 54 separate
projects, managing 8 of them On two non-profit boards (one as the
Board Secretary, the other as the Finance Chairman)
Officer or Committee Chair for five other organizations
Finance Committee Member at my Church
Member of the City of Dunedin's Board of Finance
I travel just about every month for work or personal reasons
Completed by Masters Degree in one Year
Received Certifications in Facilities Management, Public Works, and LEED
I still work a normal 40 hour work week (sometimes 50) and get ample sleep per night
Have not been diagnosed with High Blood Pressure..... Yet.
So what do you need to know?
How to manage life with less stress? How do I fit all of my work into 40 hours
a week? How do I get ahead? If I can't get ahead, how do I at least get
current?
How much work time do we have?
52 Weeks 260 Days 2,080 Hours 124,800 Minutes 7,488,000 Seconds
At least...officially
How much work time do we really have?
Based on a person getting two days of leave (generally) per two week pay period.
46.8 Weeks 234 Days 1,872 Hours 112,320 Minutes 6,739,200 Seconds
We all have the same amount of time. What are you going to do with it? Do you get the most out of it? Are you allocating it well? How do you allocate it?
Who has one of these?
Don’t be fooled by the calendar. There are only as many days in the year as you make use of. One man gets only a week’s value out of a year while another man gets a full year’s value out of a week.
- Charles Richards
Time Management – Beyond the Calendar - OPPIM
Organization Prioritization Planning Implementation Maximization
Organization
Workspace− Time searching for Files− Time Cleaning and Re-filing
Your Calendar− Do you use the computer busy system?− Meeting Time – Length, Duration, and
Agenda− Adequate Time for Adequate Projects
Electronic− How many emails do you have in your
inbox?− How many are unread? − How many are read and you need to
keep? Can someone walk into your office and
find something if YOU are not there?
Prioritization
Value− Is this task important?− Does it's completion benefit you?− Does it's completion benefit your
customers?− Does it's completion benefit your
superiors?
Prioritization
Urgency (Time)− When is the task due?− Do you have control over the time frame?− Emergency or Necessity?
Prioritization Prioritization means determining the
importance of a tasks value and it's urgency.− Highest Priority – High Importance, Urgent− 2nd – High Importance, Not Urgent− 3rd – Low Importance, Urgent (Putting out
Fires) What is the root cause? Can we mitigate this
issue in the future (mitigation of the issue would be high importance)
− 4th – Low Importance, Not Urgent Do we even need to be doing this? Are we distracted??
Planning Calendar
− Do you know how to use one?− Is is accurate? Is it consolidated?− Do you give access to coworkers or
clerical staff? Project Management
− Scheduling of Project Milestones into Time Schedule
Scheduling “Work Time” Setting and Keeping Meetings
Implementation
Follow Through− The hardest way to manage time is to get
a reputation that you will not commit and complete.
Budget Time Appropriately− A good manager budgets everything, not
only their funds, but all resources, including people, equipment AND time.
Maximization Maximize – What Does This Mean? Why do you “Maximize” a Computer
Window? With the time we have, how do we get
the most out of it?− Order of Work− Pre-Planning− Appropriate Delegation− Scheduling− Budgeting
Knowing the Waste
Procrastination− I'll get to it later− I have other deadlines
Pointless Meetings− Staff Meetings with no Communication− Project Meetings with no Agendas− Committees with no Charge
Clutter / Disorganization
Value Added Meetings
From Brian Tracy International:− Begin with a Purpose (Charter or Charge)− Encourage Open Discussion− Press for Closure (Set a Goal / Timeframe)− Summarize the Main Point− Keep a Record (Keep Minutes so you don't
have to rehash things)
Takeaways
Prioritize through value Limit the BS Plan for an outcome, not for tradition User a Calendar! Learn the Computer
System Find something to focus on Remind yourself that everyone has the
same amount of time you do
Questions / Comments?
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