time management “putting first things first” jeff hornsby, ph.d., sphr department of management...

Time Management“Putting First Things First”

Jeff Hornsby, Ph.D., SPHR

Department of Management

Ball State University

Muncie, IN 47306

765.285.5306

Jhornsby@bsu.edu

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.

Case Exercise

A Day in the Life of Chuck Stoneman

The Clock and the Compass

The Generations of Time Management

Key Topics How do you spend your time?

Goal Setting and Prioritization

Identifying and Reducing Time Wasters

Productivity, Effectiveness, and Efficiency

Take a few minutes and define these terms!

– Productivity

– Effectiveness

– Efficiency

Time Management and the Seven Habits

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

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”

Identify Your Zone of Peak Performance Personal Mission Organizational Environment/Culture Job Requirements

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)

Two examples of Personal Mission Statements

See your handouts!

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.

Organizational Culture

Define your culture….

Job Requirements

Job Descriptions Manager Instructions Being part of a team

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.

Personal Mission

OrganizationalCulture

Job Requirements

Your Zone of PeakPerformance

How We Spend Our Time

Simply put, there are two factors that define an activity:– Urgency

– Importance

How much does urgency control your life? The Urgency Index

Time Management Matrix

I - Activities: Crises Pressing Problems Deadline Driven Projects

2 - Activities: Prevention Planning Relationship Building New Opportunities

3 - Activities: Interruptions, phone calls Some mail, some meetings Popular activities Pressing matters

4 - Activities: Trivia, busy work Some mail Some phone calls Time wasters

Urgent Not Urgent

Important

Not Important

Effective Management is Putting First Things First

“The successful person has the habit of doing things that failures don’t like to do. They don’t like doing them necessarily either, but their disliking is subordinate to the strength of their purpose.”

Where do you spend your time?

Time log exercise described at the end of class…

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

Quadrant 2 Self-Management

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

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.”

Establishing a Direction: Goal Setting and Time Management

Setting Priorities

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

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.

Goal Statement Example

To return calls from clients every day by 4:30.

To provided requested information to subordinates by the end of the workday.

To reduce waste by 10 percent.

What are some goals you need to work on?

Scheduling through Prioritization and Organization

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

Building a High Impact Week

Weekly Planning

Focused Daily To Do List

Techniques for Prioritizing

Agreement with mission

Deadline/Payoff

Tools for Prioritization and Organization

Calendar/Planning Systems– paper vs. electronic

– Outlook

– PDAs

– Others

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!)

Typical Time Wasters--Self Generated Disorganization Procrastination Inability to say no or to delegate Gossip Unnecessary perfectionism

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

Techniques for eliminating time wasters

Controlling Drop-ins

Streamlining and organizing paperwork (Chicken pox)

Saying no (The five A’s)

Always say it early

Acknowledge the importance

Assertively decline

Account for your resources

Alternative solutions

Minimizing drop-ins

Managing procrastination

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.

Conclusions--Six Tips...

Devote primary attention to your A’s. Handle each piece of paper only once. Continually ask, “What is the best use of my

time right now?” and do it!

“The best way to begin, is to begin.”

Marie Edmond Jones

Time Log Exercise

Take a few minutes and trace your Monday.

– Start at 7:00 and stop at 5:00

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)?

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?

Thank you very much!!!!!!!