time management “putting first things first” jeff hornsby, ph.d., sphr department of management...
TRANSCRIPT
Time Management“Putting First Things First”
Jeff Hornsby, Ph.D., SPHR
Department of Management
Ball State University
Muncie, IN 47306
765.285.5306
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!!!!!!!