02-time management.ppt

8/21/2019 02-Time Management.ppt

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Personal and ProfessionalDeveloping

Personal Skills:

Time Management


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In this session you will learn to:

Clarify your goals and achieve them

Handle people and projects that waste your

time

Be involved in better delegation

Work more efficiently with your boss/advisor

Learn specific skills and tools to save you time

Overcome stress and procrastination

= really important point


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Remember that time is money

Ben Franklin, 1748Advice to a young tradesman


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Introduction

Time must be explicitly managed, justlike money

Much of this wont make sense until later(too late?)

Lightning pace, heavy on techniques


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Outline

Why is Time Management Important?

Goals, Priorities, and Planning

TO DO Lists Desks, paperwork, telephones

Scheduling Yourself

Delegation

Meetings

Technology

General Advice


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Why Time Management is

Important The Time Famine

Bad time management = stress

This is life advice


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The Problem is Severe

By some estimates, people waste about 2

hours per day. Signs of time wasting:

Messy desk and cluttered (or no) files

Cant find things

Miss appointments, need to reschedule them late

and/or unprepared for meetings

Volunteer to do things other people should do

Tired/unable to concentrate


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Hear me Now, Believe me Later

Being successful doesnt make

you manage your time well.

Managing your time wellmakes you successful.


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Goals, Priorities, and Planning

Why am I doing this?

What is the goal?

Why will I succeed?

What happens if I chose not to do it?


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The 80/20 Rule

Critical few and the trivial many

Having the courage of your convictions

Good judgment comes from experience

Experiences comes from bad judgment

for many events, roughly 80% of the effects

come from 20% of the causes


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Inspiration

If you can dream it, you can do it

Walt Disney

Disneyland was built in 366 days, from

ground-breaking to first day open to the

public.


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Planning

Failing to plan is planning to fail

Plan Each Day, Each Week, Each

Semester

You can always change your plan, but

only once you have one!


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TO DO Lists

Break things down into small steps

Like a child cleaning his/her room

Do the ugliest thing first


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The Key to Good Time

Management Urgent tasks demand your immediate

attention, but whether you actually give

them that attention may or may not matter.

'Important' tasks matter, and not doing them

may have serious consequences for you or

others. Try using a grid, like the priority matrix, to

organize your tasks into their appropriate

categories: 14


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The four-quadrant TO DO List

1 2

3 4

Important

Not so

Important

Due Soon

(Urgent)Not Due Soon

(Not so Urgent)


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The four-quadrant TO DO List


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Paperwork

Clutter is death; it leads to thrashing.

Keep desk clear: focus on one thing at a

time

A good file system is essential

Touch each piece of paper once

Touch each piece of email once; your

inbox is not your TODO list


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Desk 1


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Desk 2


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Speaker phone:

hands are free

to do somethingelse; stress

reduction when

Im on hold.


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Telephone

Keep calls short; stand during call

Start by announcing goals for the call

Dont put your feet up

Have something in view that youre waiting to

get to next


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Telephone

When done, get off: I have otherstudents waiting

If necessary, hang up while youretalking

Group outgoing calls: just before lunchand 5pm


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Reading Pile

Only read something if youll be fired for

not reading it

Note that this refers to periodicals and

routine reading, which is different than a

research dig


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Office Logistics

(Of course when you have one!)

Make your office comfortable for you,

and optionally comfortable for others

No soft comfortable chairs! Prefer

upright and dunctional chairs


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Scheduling Yourself

You dont find time for important things,

you make it

Everything you do is an opportunity cost

Learn to say No


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Learn to say No

Will this help me get desired GPA?

Will this help me get my masters?

Will this help me get my Ph.D?

Keep help me broadly defined


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Gentle Nos

Ill do it if nobody else steps forward

or Ill be your deep fall back, but you

have to keep searching.

Commitments with other students for

university projects


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Everyone has Good and Bad Times

Find your creative/thinking time. Defend

it ruthlessly, spend it alone, maybe at

home.

Find your dead time. Schedule meetings,

phone calls, and mundane stuff during it.


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Interruptions 6-9 minutes, 4-5 minute recoveryfive

interruptions shoots an hour

You must reduce frequency and length ofinterruptions (turn phone calls into email)

E-mail noise on new mail is an

interruption -> TURN IT OFF!!


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Cutting Things Short

Im in the middle of something now

Start with I only have 5 minutes you canalways extend this

Stand up, stroll to the door, complement,

thank, shake hands

Clock-watching; on wall behind them


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Time Journals

Its amazing what you learn!

Monitor yourself in 15 minute increments

for between 3 days and two weeks.

Update every hour: not at end of day


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Using Time Journal Data

What am I doing that doesnt really need to bedone?

What am I doing that could be done bysomeone else?

What am I doing that could be done moreefficiently?

What do I do that wastes others time?


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Procrastination

Procrastination is the

thief of time

Edward Young

Night Thoughts, 1742


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Balancing Act

Work expands so as to fill the time

available for its completion

Parkinsons Law

Cyril Parkinson, 1957


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Avoiding Procrastination

Doing things at the last minute is much

more expensive than just before the last

minute

Deadlines are really important: establish

them yourself!


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Comfort Zones

Identify why you arent enthusiastic

Fear of embarrassment?

Fear of failure?

Get a spine!


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Quit Making Excuses


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Delegation

No one is an island

You can accomplish a lot more with help

Most delegation in your life is to office

staff and secretaries


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Delegation is not dumping

Grant authority with responsibility.

Concrete goal, deadline, and consequences.

Treat your people well

Office staff and secretaries are an executiveslifeline; they should be treated well!


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Challenge People

People rise to the challenge: You shoulddelegate until they complain

Communication Must Be Clear: Get it inwriting Judge Wapner

Give objectives, not procedures

Tell the relative importance of this task


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Sociology

Beware upward delegation!

Reinforce behavior you want repeated

Ignorance is your friendI do not know

how to run the photocopier or the fax

machine


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Meetings

Average executive: > 40% of time

Lock the door, unplug the phone

Maximum of 1 hour Prepare: there must be an agenda

1 minute minutes: an efficient way to

keep track of decisions made in ameeting: who is responsible for whatby when?


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Technology

Computers are faster but they take

longer --Janitor, UCF

Secretaries are better than answering

machines; where are the costs & benefits

of a technology? (transcription)


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Technology

Laptop computer (and docking station) You can scavenge time & work anywhere

At work, you still have internet access

one machine in your life is the right number

WWW; only do things once (post them)

Google (now with image search!)

Digital Library (personally # of my visits tolibrary have reduced drastically)


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Magic E-Mail Tips

Save all of it; no exceptions

If you want somebody to do something, makethem the only recipient. Otherwise, you havediffusion of responsibility. Give a concreterequest/task and a deadline.

If you really want somebody to do something,CC someone powerful.

Nagging is okay; if someone doesnt respond in48 hours, theyll probably never respond. (Truefor phone as well as email).


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General Advice: Vacations

Phone callers should get two options:

If this cant wait, contact XYZ at 555-1212

Otherwise please call back June 1

This works for Email too!

Vacations should be vacations. Its not a vacation if youre reading email


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General Advice

Never break a promise, but re-negotiate them ifneed be.

If you havent got time to do it right, you donthave time to do it wrong.

Recognize that most things are pass/fail.

Feedback loops: ask in confidence.


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General Advice

Kill your cell & television (how badly do youwant tenure or your degree?)

Turn money into timeespecially importantfor people with kids or other familycommitments

And above all else eat, sleep and exercise!


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Action Items

Get a day-timer (or PDA) if you dont alreadyhave one

Start keeping your TO DO list in four-quadrant form or ordered by priorities (notdue dates)

Do a time journal, or at least record number ofhours of television/week

Make a note in your day-timer to revisit thistalk in 30 days. At that time, ask yourselfWhat behaviors have I changed?

02-time management.ppt

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