9/10/2013

1

MainTitle

Sub Title Text

The phone lines will open 15 minutes

prior to the start of the webinar.

Toll Free: 1-800-867-0864 Entry Code: 40343857

You may download a copy of the handout(s)

by clicking on the “handout” icon,

located in the upper right hand corner of your screen.

Take Time to Manage Your Time

MainTitle

Sub Title Text Presented by

Patty Ehrhardt and Karen Riba

September 10, 2013

.

Take Time to Manage Your Time

WELCOME

Your Host: Judy Nerud

Handout is available by clicking on the “handout” icon,

located in the upper right hand corner of your screen

For technical difficulties, please e-mail kchandler@paml.com

For questions you have during the presentation use the

“Q & A” link at the top of your screen

Questions will be answered at the end of the presentation

9/10/2013

2

WELCOME

P.A.C.E. credit may be obtained by submitting your

completed evaluation form at the end of the webinar.

CE credit may be obtained by downloading the

“Certificate of Completion.”

PAML employees will be able to receive one (1) hour of

continuing education.

SPEAKERS

Patty Ehrhardt Karen Riba

Objectives

Participants will learn to:

Apply a system to estimate time and activities required for reaching objectives

Attain improved outcomes through planning and clarifying objectives

Use time management tools more effectively

Practice Tips and Tricks that may save you an hour per day

9/10/2013

3

Quick Review of Effective Work Habits

Organize, Plan, Prioritize, Delegate and Appraise!

Organize yourself, your office, your workspace and your tasks

Plan your day, plan your week

Prioritize your tasks

Delegate all you can

Appraise weekly how you do

Checking in With Patty . . . . .

What have you implemented since our last webinar?

What are the results?

9/10/2013

4

We All Have the Same Time Balance

If you had a bank that credited your account each morning with $86,400 ---with no balance carried from day to day--- what would you do?

What is Your Time Worth?

If You Earn Every Minute is Worth

Every Hour is Worth

In One Year – One Hour/Day is Worth

$35,000 $ .30 $ 17.93 $ 4,375

$50,000 $ .43 $ 25.60 $ 6,250

$75,000 $ .64 $ 38.42 $ 9,375

$100,000 $ .85 $ 51.23 $ 12,500

GOAL: Save One Hour Per Day

Do You Know Where Your Time is Spent?

Apply a system to estimate time and activities required for reaching objectives

9/10/2013

5

Time Log

Commit to keeping and analyzing a time log for one week for you. Take the form and fill it out for one week.

Analyze where your time was spent.

Identify your time wasters and how you plan to change.

Time Log – Monday through Friday

Date & Time Activity # minutes Useful for work

Time Log – Monday through Friday

Date & Time Activity # minutes Useful for work

9/3/13 – 8 Greeted employees and got coffee 15 Yes - No

9/3/13 – Varied Answered e-mails 45 Yes-No

9/3/13 - 8:30 Worked on project A 90 Yes

9/3/13 - varied Attended 3 conference calls 90 Yes - No

9/3/13 – 11:10 Worked on employee evaluation 15 Yes

9/3/13 - noon Lunch 30 YES

9/3/13 – 12:30 One-on-One 20 Yes

9/3/13 – varied Returned phone calls 60 Yes - No

9/3/13 – varied Personal conversations 35 Yes - No

9/3/13 – varied Misc. Tasks - 35 Yes - No

9/3/13 – 5:15 Rewrote my to do list 15 No

9/10/2013

6

Top Time Wasters

Meetings

Lack of planning

Lack of objectives

Crisis management

Shifting priorities

Telephone interruptions

Email interruptions

Not setting priorities

Attempting too much

Drop-in visitors

Ineffective delegation

Personal disorganization

Lack of self-discipline

Inability to say no

Procrastination

Identify Your Top Time-Wasters:

Time Waster # 1 What will I change? When will I achieve it?

Time Waster # 2 What will I change? When will I achieve it?

Time Waster # 3 What will I change? When will I achieve it?

Meeting Solutions

Meetings as an Attendee

Call organizer and determine why you were asked

Ask to just receive the minutes to review

Ask if it’s ok to speak with someone who attended

Is there a specific portion of the meeting you need to attend

Delegate: send someone in your place

Be willing to say you are already committed

9/10/2013

7

Meeting Solutions

Run Effective Meetings

Have a purpose for the meeting

Understand the costs

Start and end on time

Prepare an agenda

Stay on target

Generate minutes

Solutions for Eliminating Time-Wasters

Time Waster # 1 What will I change? When will I

achieve it?

Meetings • I will confirm I need to attend

in person

• I will delegate an attendee if

possible.

October’s

meetings

Planning Solutions – SMART

Specific

Measurable

Achievable

Realistic and Related

Time Bound

9/10/2013

8

Planning Solutions

Five-Minute Planning - Daily To-Do Focused - only things you’ll do that day 60/40 Rule - account for unplanned activities Is this a “today task” or an “after-today” task?

Today - priority today, placed/kept on focused daily list After-today - added to master list Delegate - yes or no?

Print out your daily schedule and follow it

END EACH DAY WITH PLANNING!

PRIORITIZING

Schedule 3 times/day for email/calls (30 min. max)

Schedule 15 minutes at beginning and end of each day to plan

Designate 30 minutes for yourself

Exercise for one hour three days per week

Planning Solutions – SMART Examples

Schedule 3 times/day for email/calls (30 min. max)

Determine best times and schedule in calendar (8, noon, 5)

Keep to schedule and do not allow interruptions

Keep track of how long it really takes

Review at end of week to determine if this improved your work week. Did more projects get done, etc.

Planning Solutions – Example 1

9/10/2013

9

Schedule 15 minutes at beginning and end of each day to plan

List and prioritize for day, schedule in planner, print out

Stick with priorities for that day

Review at end of day, check off what is done, plan next day

At end of five days, review print outs for each day to see if things are getting done

Planning Solutions – Example 2

Planning Solutions – Example 3

Designate 30 minutes for yourself

Write down why you think you don’t have the time to take 30 minutes/day to yourself

Determine time each day to take 30 minutes for yourself

Determine what you will do during the 30 minutes: lunch, walk, close office door and listen to music, etc.

Keep track of time and feeling

Review at end of week. Was it helpful? If yes, then schedule next week

Planning Solutions – Example 4

Exercise for One hour, Three days per week

Pick day, time and place (M-W-F, 6-7 am, gym)

Keep diary including feelings

Review in 6 weeks, evaluate and adjust

9/10/2013

10

Planning Solution - Batching

One hour project and three, five minute phone calls Scenario One: Total Time 105 Minutes

• Start project, answer calls during the project

• Add 15 minutes for calls

• Add in 30 minutes “transition time”

Scenario Two: Total Time 75 Minutes • One hour on project, calls go to voicemail

• Add 15 minutes for calls

30 Minutes Saved

Planning Solutions – Scheduling Time

Time Waster # 1 What will I change? When will I

achieve it?

Meetings • I will confirm I need to attend

in person

• I will delegate an attendee if

possible.

October’s

meetings

Time Waster # 2 What will I change? When will I

achieve it?

Failure to plan • I will toss my handwritten to-do

list and begin scheduling all of

my tasks

• I will schedule my week on

Monday Mornings

• I will update my schedule at

the end of every day

• SMART

• Starting

Wed Sept.

11th

• I will be fully

electronic

by Sept. 30

Solutions for Eliminating Time-Wasters

9/10/2013

11

Time Management Tools

• MS Outlook

• Information Management Programs

• Electronic To-Do Lists

• Delegation Skills

MS Outlook 2010

Organize your Personal Folders similar to your My Documents

Touch an e-mail once in your Inbox Read and delete

Move and save

Flag and move to follow-up

Electronic To-Do Lists

MS Outlook Tasks

Flag for Follow-up

9/10/2013

12

Organize e-mails, documents and tasks all in one place

Use the “Flagging” command for reminders

Information Management

Delegation As A Tool

What to Delegate:

Yes:

Routine tasks and the associated decision-making

Complete jobs – to give a sense of achievement

Tasks that others could do better and possibly less expensively

No:

Ultimate responsibility for the task lies with you

Tasks without guidance

Unpleasant tasks which are really your responsibility

How to Delegate Make a list of what could be delegated

Select people who are capable, willing and interested

9/10/2013

13

How to Delegate

Be prepared to invest time early on explaining /coaching – it will pay off in the end

Explain reasons why and the results expected (SMART )

Let go of authority, but maintain responsibility

Let staff establish their priorities, you fix deadlines

How to Delegate

Follow up on the task

Be available for help when needed, but don’t spy

Demand finished work – don’t accept problems, but do accept suggestions for a solution

Always give credit for good work

Delegate Scheduling - Example

Not – “you’re doing the schedule next week, you’ll do great!” Choose the correct person Coaching Meeting One Month Prior

Importance/purpose Clarify concerns/resources person needs Determine SMART measurements;

• Date it needs to be completed and posted by – 3rd Thursday of the month • Overtime allowed – 2% • TAT – averages three days

Coaching Plan Watch you do first schedule Watch them do second schedule Third schedule on own, then meet for feedback

Follow-up Meeting Questions, concerns Measurements Met

9/10/2013

14

Tips and Tricks

Use waiting time effectively

For co-workers who tend to be talkative – go and visit their workspace

Keep work area organized

Always probe deadlines to establish the true situation

Participate in time management training

Determine if “Speed Reading” is something that will save you time

Action Plan

Fill in 5-day time log Analyze 5-day time log for time wasters and determine what

to change Make a To-Do list and prioritize it and add timelines Determine best method to organize yourself – to-do list (excel

or word format, Microsoft OneNote, Microsoft Tasks, etc.) – stick with it

Schedule activities for each day – remember 60/40 Rule Take 15 minutes at the beginning and end of each day to

review and update tasks, schedules, etc. (once this becomes a habit it will only take 5 minutes)

REPEAT THIS PLAN EVERY 6 MONTHS!

Action Plan

Organize and manage your MS Outlook tools

Implement an organization system to help you put everything in one place (One Note, Evernote, other)

Implement two Tips/Tricks by Sept. 27th

Share your new skills with a fellow employee

9/10/2013

15

Resources

Organization One Note - http://www.onenote.com/ondc

Evernote - https://evernote.com/

Electronic To-Do Lists MS Office Tasks

www.rememberthemilk.com/

Delegation www.mindtools.com/rs/Delegation

http://managementcenter.org/

Speed Reading Made Easy, by Nila Banton Smith, Ph.D

Effective Work Habits webinar recording on paml.com

JUST DO IT

QUESTIONS

9/10/2013

16

P.A.C.E. credit may be obtained by submitting your completed evaluation form. You will find the form by clicking on the “handouts” icon in the upper right hand corner of your screen

CE credit may be obtained by downloading the “Certificate of Completion” under the “handouts” icon

PAML employees will be able to receive one hour of continuing education credit by submitting your attendance through CE Manager.

Thank You for Attending

Thank You for Attending

We will be leaving the webinar open for 15 minutes to allow you to download the handouts

This webinar has been recorded and will be available by Monday, September 16th, at www.paml.com

PAML’s next webinar is scheduled for Tuesday, December 10th.