Business Professional Women Leadership Business Professional Women Leadership ConferenceConference

October 24-26, 2012 October 24-26, 2012

By Lisa GebauerBy Lisa Gebauer

TIME TIME MANAGEMENT MANAGEMENT WORKSHOPWORKSHOP

OverviewOverview

Time management training most often begins with setting goals. Setting goals results in a plan with a task list or calendar of activities.

Effective time management requires personal reflection of goals and aspirations, personal motivation, delegation skills, organization tools, and crisis management.

ObjectivesObjectives

Identify strategies for setting goals, prioritizing and meeting objectives:

How do you spend your time?What are your core values? Goal Setting and PrioritizationIdentifying and Reducing Time Wasters

Assess personal use of time and create an action plan for better time management

Self Assessment #1Self Assessment #1

Time Management Skills Assessment

Results in… Inability to meet deadlines Working 50 + hours per week Losing sight of individual objectives and priorities Making hasty decisions Stress; may lead to absenteeism and health issues Insufficient time spent with family (little or no social

life) Inability to prioritize Inherent fear of delegation; unproductive Messy desk Excessive meeting time

Poor Time Management Poor Time Management SkillsSkills

The 86,400 The 86,400 QuestionQuestion

Eight Six Thousand Four Eight Six Thousand Four HundredHundred

Imagine each day your bank deposits

$86,400 into your checking account with the requirement that you have spend it all in one day. You can’t carry over any money to the next day.

What would you do? What would you do?

SPEND IT! RIGHT?

What 86,400 means to YOUWhat 86,400 means to YOU

24 hours per day

X60 minutes per hour

X60 seconds per minute

=

86,400 S86,400 Seconds econds Each DayEach Day

Spending your 86,400 seconds wisely and effectively

Goal Setting

Establishing Establishing DirectionDirection

Goal Setting the SMART Goal Setting the SMART WayWay

R

M

A

S

T

The Three P’sThe Three P’s

Pareto 80/20 Rule

80% Results

20 percent REALLY MATTERS 20% of your tasks produce 80% of your results. 20% of a meeting gives you 80% of the information. 20% of your contribution produces 80% of the recognition you

get. 20% of clients create 80% of your sales. 20% of the clothes in your wardrobe are worn 80% of the time!

80 percent of the time should be focused on the 20% of your work that really matters During your day, identify and focus on those activities. “Crisis” of the day or fire drills eat up precious time Don't just "work smart", work smart on the right things.

Pareto 80/20 RulePareto 80/20 Rule

TIME MANAGEMENT MATRIXTIME MANAGEMENT MATRIX

How do we spend our time?

Self Assessment #2

Covey Urgency Index Assessment

Does urgency control your Does urgency control your life?life?

Out of Control? In Control?

Covey Time Management Covey Time Management MatrixMatrix

Quadrant I Quadrant II

Quadrant III Quadrant IV

Covey Time Management Covey Time Management MatrixMatrix

Quadrant IFire Fighting

Quadrant IIQuality Time

Quadrant IIIDistractions

Quadrant IVTime Wasters

Covey Time Management Covey Time Management MatrixMatrix

Fire Fighting

Effects on you: Stress, Burn out, Always putting out fires, Tired & Overwhelmed

Covey Time Management Covey Time Management MatrixMatrix

Quality Time

Covey Time Management Covey Time Management MatrixMatrix

Distractions

Effects on you: Short term focus, Letting circumstances take control, Feeling Victimized, Stress

Time Wasters

Covey Time Management Covey Time Management MatrixMatrix

Effects on you: Dependent on others, Lack of accountability, Lacking vision and motivation

Quadrant 2 Self-ManagementQuadrant 2 Self-Management

Connect with Vision/Mission Identifying roles Selecting goalsSchedulingDaily AdaptingEvaluate

Types of Quad II ActivitiesTypes of Quad II Activities

Improving communication w/peopleBetter preparationBetter planning and organizingTaking better care of selfSeizing new opportunitiesPersonal developmentEmpowermentQuality time with those you care aboutDelegation

ObservationsObservations

Where do I get the time to spend in Quadrant II?

• Primarily in Quadrant III • Time spent in Quadrant I is both urgent and

important – acknowledge that we need to be there.

• And we know we shouldn't be in Quadrant IV. The key is learning to see all of our activities in terms of their importance.

• Then we're able to reclaim time lost to the deception of urgency and spend it in Quadrant II.

ObservationsObservations

What if I'm in a Quadrant I environment? Some professions are, by nature, almost

completely in Quadrant I. For example, it's the job of firefighters, many doctors and nurses, police officers, news reporters, and editors to respond to the urgent and important.

However, for such professionals it's even more critical to capture Quadrant II time for the simple reason that it builds their capacity to handle Quadrant I. Time spent in Quadrant II increases our capacity to accomplish more.

ReflectionReflection

• List one activity in your professional life that you are NOT doing NOW that would give you tremendous benefit if you did it consistently and well.

• List one activity in your personal life that you are NOT doing NOW that would give you tremendous benefit if you did it consistently and well.

• If you know these things, why are you not doing them?

The PresentThe Present

Yesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why They Call it

The Present

The PresentThe Present

Words from the WiseWords from the Wise

In ClosingIn Closing

Be empoweredto make the

personal changes today to living a

“purposeful” life!

Thank You