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© 2013 Emergenetics, LLC
Boosting Efficiency and Productivity
© 2013 Emergenetics, LLC
SOME FACTS ABOUT TIME MANAGEMENT
13 different methods to manage time
17 million meetings in America every day
A messy desk = 1½ hours a day looking for things
20% of the workday is spent on "crucial" things; 80% of the workday is spent on things that have "little or no value"
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© 2013 Emergenetics, LLC
PROGRAM OBJECTIVES
In this workshop you will:
Define time management with Emergenetics emphasis.
Determine what time management obstacles keep you from reaching maximum productivity…EMAIL?
Learn time management strategies to help accomplish your responsibilities.
© 2013 Emergenetics, LLC
Time Management Quadrants
Emergenetics Insights
Time Management Strategies
Your Time Management
Plan
LEARNING ROADMAP
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JUST WONDERING…
If you could change one thing about how your
time is currently managed that would make
you more effective, what would it be?
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YOUR DRIVING VALUE
What are the five most important
things that you spend time on in
your life?
Write down your responses
© 2013 Emergenetics, LLC
TIME MANAGEMENT
Time Management is a
function of your priorities
and a philosophy that
allows you to live by
design and make choices,
not reactions.
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© 2013 Emergenetics, LLC
CLASSIFYING TIME
Time can be classified into four main categories based on two criteria: Importance and Urgency
© 2013 Emergenetics, LLC
QUADRANT 1
Characterized by:
Crises
Emergencies
Pressing problems
Deadline‐driven projects
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QUADRANT 2
Characterized by:
Prevention
Planning
Improvement
Relationship‐building
Exploring new opportunities
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QUADRANT 3
Characterized by:
Interruptions
Short‐term focus
Crisis management
Resolving co‐workers’ problems
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“Mom! Mom! Mom! Mom!”
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QUADRANT 4
Characterized by:
Time wasters
Busy work
Non‐essential websites
Personal calls
Non‐essential emails
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WHEN TO SAY “NO” (FG p17)
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TIME MANAGEMENT GOAL
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EMERGENETICS THINKING ATTRIBUTES
Questioning
Rational
Thorough
Factual
Objective
Disciplined Organized Methodical
Traditional Follows rules
Sensitive
Thoughtful
Friendly
Supportive
Caring
Inventive
Original
Seeks change
Experimental
Intuitive about ideas
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THINKING ATTRIBUTES AND TIME MANAGEMENT
Let’s Discuss:
How do the Thinking Attributes approach time management?
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Goal Setting Strengths
Researches what needs to be completed.
Uses technology to keep track of progress.
Creates diagrams for how the process will work.
May analyze how time is spent or the best way to spend time.
>23%
THE ANALYTICAL ATTRIBUTE
© 2013 Emergenetics, LLC
Plans out what needs to be done.
Sticks to the timeline.
Works in the order that the plan was laid out.
Uses checklists and to‐do lists to manage time.
>23%
THE STRUCTURAL ATTRIBUTE
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© 2013 Emergenetics, LLC
Includes others in time management process.
Has conversations with others to find out what they are thinking and doing.
Invites personal feedback.
Celebrates each success.
>23%
THE SOCIAL ATTRIBUTE
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Includes visual references.
Invents new ways to keep track of tasks.
May never consider a task “complete.”
Looks at the big picture and makes connections between goals and the tasks at hand.
>23%>23%
THE CONCEPTUAL ATTRIBUTE
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THE BEHAVIOR ATTRIBUTES
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BEHAVIORS AND TIME MANAGEMENT
How does each Behavioral Attribute
react when faced with a time crunch?
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EXPRESSIVENESS AND TIME MANAGEMENT
Will prefer fewer face‐to‐face meetings.
Withdraws to an inner place for resolution.
Will prefer more face‐to‐face meetings.
Will seek others’ opinions for solutions.
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ASSERTIVENESS AND TIME MANAGEMENT
Will generally sit back and wait for things to resolve themselves.
Will be conscious of others’ time.
Can become overly forceful in completing tasks.
Can infringe on others’ time.
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FLEXIBILITY AND TIME MANAGEMENT
More staunch in appointment making.
Sticks firmly to established schedule to avoid changing the routine.
Can take on more projects in an effort to make up for the situation.
May set aside their own time priorities to accommodate those of others.
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STAYING IN QUADRANT 2
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DAILY INVESTMENT CHOICES
___%
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TIME MANAGEMENT OBSTACLES
What are some
obstacles that get in
the way of effectively
managing time?
© 2013 Emergenetics, LLC
TIME MANAGEMENT OBSTACLES
1. Email
2. Drop‐in visitors
3. The “non‐crisis crisis”
4. Procrastination
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© 2013 Emergenetics, LLC
SOME FACTS ABOUT EMAIL MANAGEMENTMimecast Survery, SaneBox ; McKinsey Global Institute; UC Irvice/US Army
2‐4 Hours spent every day sending email
Average employee spends 650 hours annually reacting to “non‐urgent”, “irrelevant messages”
63% of email is internal communication, 42% of the average inbox is UN‐important and 20% believe the “CC” is overused
8% of work email is spam & 10% is personal correspondence
Email overload increases stressful “high alert state” and increased heart rate.
Banning email doesn’t work.
© 2013 Emergenetics, LLC
CLASSIFYING EMAIL THROUGH TIME
Time can be classified into four main categories based on two criteria: Importance and Urgency
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OBSTACLE: EMAIL
1 hour and 47 minutes per
day…at least
19.32 days a year
464 hours a year
© 2013 Emergenetics, LLC
OBSTACLE: EMAIL
Turn off auto‐notifications
Read it, answer it
Keep it short and concise
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Brainstorming EMAIL MANAGEMENT 1
• Create relevant email folders
• Reduce total number of email folders
• Decrease sites and newsletters to which you subscribe.
• Write shorter emails that get faster responses.
• Write single subject emails versus the “novel”
• DELETE! DELETE! DELETE! Be brutal in clearing your inbox of the unimportant Q3 & Q4 items.
• Get training from Google or Outlook on using their systems effectively.
• Have company move to 1 email system that all can be trained on.
• Make a call if this buys back time.
• USE TWO MINUTE RULE: If email takes longer than 2 minutes to read then schedule time on your calendar to address it.
• Set aside 30 minute blocks daily to just DO email.
• Set aside one two hour block a week to CATCH UP on email.
• Organize by Priority Projects, C‐Suite/authority…
• Teach people what to send you and what NOT to send you
• Take action immediately. Make quick decisions if they can be made today. Do not procrastinate.
© 2013 Emergenetics, LLC
Brainstorming EMAIL MANAGEMENT 2
• Organize with labels, folders and categories
• Unsubscribe from promotional emails
• Set time in your calendar for the REAL IMPORTANT WORK
• RULE of 5: When you look at your email then minimum get 5 off your plate.
• Process your email once a day…twice a day…
• Select the important emails and delete the rest.
• Have a reply by “Date” folder
• Don’t reply.
• Don’t CC. It can increase you return traffic.
• Create template replies. Cut and paste.
• 1 Minute Rule: If you can replay in 1 minute or less. Do it and get it off your plate.
• Set time limits for how long you will engage email at any given email management time.
• Touch it once and be done with it.
• Find email checking routine that works for you.
• Do YOUR PEOPLE KNOW their DECISION RIGHTS? CLARITY‐‐‐TRAIN‐‐‐EXPECT‐‐‐DELEGATE‐‐‐INSPECT‐‐‐REPEAT
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OBSTACLE: DROP-IN VISITORS
Possible Responses:
“I have a deadline to meet.”
“I’m right in the middle of an important project.”
“I will find you later to discuss.”
“Let’s schedule another time to discuss.”
“I have __ minutes free to chat.”
© 2013 Emergenetics, LLC
OBSTACLE: THE NON-CRISIS “CRISIS”
Respectfully say no
Identify what will be moved in priority if your focus shifts
Direct them to someone else who can assist
Direct them to an actionable next step
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OBSTACLE: PROCRASTINATION
Reasons for Procrastinating
Lack of direction
Lack of enthusiasm
Fear of failure
Fear of success
Battle for control
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OVERCOMING PROCRASTINATION
ANALYTICAL:
• Try the “10 minute” rule.
• Weigh the pros and cons of doing the task vs. not doing the task.
ANALYTICAL:
• Try the “10 minute” rule.
• Weigh the pros and cons of doing the task vs. not doing the task.
STRUCTURAL:
• Organize the task into manageable steps.
• Create a backup plan in case something goes off course.
STRUCTURAL:
• Organize the task into manageable steps.
• Create a backup plan in case something goes off course.
SOCIAL:• Look at how the outcome can benefit others.
• Enlist the help of others; delegate where possible.
SOCIAL:• Look at how the outcome can benefit others.
• Enlist the help of others; delegate where possible.
CONCEPTUAL:• Brainstorm ways to get clearer direction.
• Visualize success to overcome fear of failure.
CONCEPTUAL:• Brainstorm ways to get clearer direction.
• Visualize success to overcome fear of failure.
• Give yourself a pep talk that you will be successful.
• Break the task into smaller chunks.
• Talk out the task with another to clarify direction.
• Enlist a cheerleader to create enthusiasm.
• Say “no” without saying “no.”
• Set small benchmarks.
• Address roadblocks directly.
• Power through the task.
• Focus on completing one task at a time.
• Remove all possible external distractions.
• Prioritize tasks
• Explore other ways the task could be completed.
EXPRESSIVENESS
ASSERTIVENESS
FLEXIBILITY
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ELIMINATE TIME WASTERS
1. Create a sheet for each hour you are awake.
2. At each hour ask: “Did I invest my time wisely?”
Yes: Leave it blank
No: Write a few works that describe what you did
3. Continue all day, MAYBE all week.
4. Evaluate where you are “wasting” time and make changes to avoid these activities.
© 2013 Emergenetics, LLC
TIPS TO MANAGING TIME
Once you’ve managed time for Quadrant 2
tasks, here are tips to remain there:
Create a time buffer
Learn to respectfully say “no” (How do you say “No”?)
Put worst things first (“get it over with”)
Schedule time for yourself (when do you sharpen the saw…at work?)
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CREATE A TIME BUFFER
• Allow yourself enough time when events inevitably run over their allotted times. This is known as the time buffer. (Trick your brain…allow for more
time=running ahead of schedule)
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RESPECTFULLY SAY “NO”
Questions to help you respectfully say “NO” and Stay In Q2:
1. What would you like me to give up in order to get this done? I’d be DELIGHTED to do this for you, but that means other projects will be delayed. Is this okay?
2. I’m not going to be able to help you with this today. How do you suggest this task be addressed?
3. Examples of an Effective “No” / Ineffective “No”
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PUT WORST THINGS FIRST
1. Schedule your most unappealing activities to be completed first. (Or, schedule them at your highest energy
part of your day.)
2. Follow the 10‐Minute Rule: Set a timer for 10 minutes and commit to giving this task 100% of your time for all 10 minutes. (Great for email)
© 2013 Emergenetics, LLC
SCHEDULE TIME FOR YOURSELF
“By taking breaks in the middle of the morning and the middle ofthe afternoon, getting out of the workplace altogether atlunchtime, and leaving work at a reasonable time in the evening,you can improve the quality of your work and get more done in lesstime.”
~Ernest Rossi, Author “The Psychobiology of Mind-Body Healing”
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More on Time For Yourself
• Pythagorean Breathing
• Go to the Beach (You Tube)
• Learn what your personal building Happiness Activities are in the How of Happiness.
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TIPS TO MANAGING TIME
What are some other
ways of effectively
managing time?
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© 2013 Emergenetics, LLC
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STAYING IN QUADRANT 2
To effectively stay within Quadrant 2, consider:
Unity
Balance…Out of Balance on Purpose
Weekly Planning / “Daily Check‐in”…look at
your schedule multiple times a day.
Focus on People
Flexibility
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EMERGENETICS-BASED TIME MANAGEMENT PLAN
When choosing a personalized system consider:
Mobility
Method for prioritizing
Area to capture your values
Weekly and daily planning
Puts you in control
Helps you go slower (fast pace= anxiety)
Capitalizes on your Emergenetics strengths
© 2013 Emergenetics, LLC
ANALYTICAL:
Latest technology to organize and plan.
Time to reflect and think.
Loses energy when surroundings are disheveled.
ANALYTICAL:
Latest technology to organize and plan.
Time to reflect and think.
Loses energy when surroundings are disheveled.
STRUCTURAL:
Embrace your desire to prioritize.
Utilize an A, B, C system
Set procedures
STRUCTURAL:
Embrace your desire to prioritize.
Utilize an A, B, C system
Set procedures
SOCIAL:
Helps you get back on track after distractions.
Prefers to stay flexible
Likes to save everything
SOCIAL:
Helps you get back on track after distractions.
Prefers to stay flexible
Likes to save everything
CONCEPTUAL:
Create list of things that you don’t want to forget
Build in time for unplanned thinking
Create your own system
CONCEPTUAL:
Create list of things that you don’t want to forget
Build in time for unplanned thinking
Create your own system
EXPRESSIVENESS ASSERTIVENESS FLEXIBILITY
Energized by solitude
Energized by
people Complete tasks at own pace
Complete tasks at all costs
One project at a time
Comfortable with unplanned
interruptions
EMERGENETICS-BASED TIME MANAGEMENT PLAN
Use your Emergenetics Profile to develop a time management system that works for your preferences.
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APPLICATION AND EXPECTIATIONS
Based upon everything we experienced today, what is one change you plan to make regarding
your current management of time?
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TIME MANAGEMENT
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© 2013 Emergenetics, LLC
Kevin McDaniel CPC, CPL
www.windriverstrategies.net
© 2013 Emergenetics, LLC
TIME MANAGEMENT
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