2008 time management

8/4/2019 2008 Time Management

1/54

Time Management


2/54

Time Management 1.12

[email protected](256) 679 7486 Cell

Larry is a senior management consultant, adjunct faculty member, and an author. Heserved as the Vice President of Professional Development for the North Alabama

Chapter of PMI from January 2006 through May 2007. He has a BS in Applied

Mathematics, MA in Management Science/Operations Research, a Doctorate in

Research and Engineering Management, a PMI certified Project Management

Professional (PMP), and a FAA certified Commercial Pilot. Larry has 30 years

experience in program / project management having retired from the Air Force in 1988 inthe grade of Lieutenant Colonel, and from Boeing in 1999. His teaching experience

began in the mid-1970s while in graduate school at the University of Alabama in

Tuscaloosa via an Air Force scholarship. He is also a contributing editor for PMIs

PMBPOK Guide 4th Edition.

Larry J. Hawkins, D. Sc., PMP


3/54

Time Management 1.1

Sources

Dr. Randy Pausch

Professor of Computer ScienceVirtual Reality

Carnegie Mellon University

www.randypausch.com

The Last Lecture

Time Managementetc.www.thelastlecture.com

3


4/54

Time Management 1.1

The One Minute Manager, KennethBlanchard and Spencer Johnson,

Berkeley Books, 1981, ISBN 0-425-09847-8.

The Seven Habits of Highly EffectivePeople, Stephen Covey, Simon &Schuster, 1989, ISBN 0-671-70863-5.

Sources

4

Note: Brief appendices at the end summarizeeach of these books.


5/54


Presentation Objectives

Highlight the importance of Time Management

Work - Play - Life

Tools and Tips on how to improve your Time

Management


6/54


Remember that time is money

Ben Franklin, 1748

Advice to a young tradesman

Time Management


7/54

Time Management 1.1

Why Time Management is Important?

Time is a limited - non-renewable resource.- 24 hours per day

- 1,440 minutes per day

- 86,400 seconds per day

Poor Time Management = Stress + Waste + Lost

Opportunity.

Time Management is about life not just work.

Time Management

7


8/54


Why bother with Time Management?

So that we make time for the really important things

in life such as Family, Fun, and Dreams.

Time Management


9/54


Time Management

Americans are known for being fairly good moneymanagers but poor time managers.


10/54


We get caught up in doing things right versusdoing the right things.

Doing the right things marginally is better thandoing things exceptionally.

Time Management


11/54

Time Management 1.1

If you had only 3 days to live, would you manageyour time differently?

Time Management

11


12/54

Time Management 1.1

According to the latest figures, average life expectancy in the

United States is 77.6 years (Harvard Health Letter).

www.health.harvard.edu/press_releases/average-life-expectancy.htm

Time Management

12

= 77.6 years

= 28,324 days

= 679,776 hours

= 40,786,560 minutes

= 2,447,193,600 seconds


13/54

Time Management 1.1

Some studies of office workers show that people waste

approximately two hours a day at work.

~ 500 hours a year wasted at work (assuming 50

work weeks, 5 days a week).

~ 56,648 hours [or ~ 6.5 years] wasted during an

average life-time (assumes one wastes 2 hours a

day over the entire average life-time).

Time Management

13


14/54


Signs of time mismanagement:

Messy desk Cluttered office

Cant find things

Missed appointments

Unprepared for meetings

Volunteering to do things other people should do

Tired / unable to concentrate

Multitasking Frittering not focused

Procrastinating

Time Management


15/54

Time Management 1.1

Being successful does not necessarily imply thatyou manage your time well.

Managing your time well may lead to success.

Time Management

15


16/54

Time Management 1.1

Time Management

Goals, Planning, and Priorities

Why am I doing this?

Why? Why? Why? Young children are prone to ask

why until we teach them to shut up.

What is my goal?

What happens if I chose not to do something?

16


17/54

Time Management 1.1

Time Management

The 80/ 20 Rule

The critical few and the trivial many (Paretos

Principle).

Good judgment comes from experience.

Experience comes from bad judgment.

Experience is what you get when you dont get whatyou wanted (Randy Pausch).

17


18/54

Time Management 1.1

Planning

Failing to plan is planning to fail. Do you have a

plan forWork orLife?

If you dont know where you are going, any road will get

you somewhere.

Plan each day, each week, each month

Time Management

18


19/54


You can always change your plan, but only if youhave one! Plans are not static. Plans are fluid.

Do you have a TO DO list?

Have you ever crossed an item off yourTO DO list?

Planning

Time Management


20/54

Time Management 1.1

Important

NotImportant

Due Soon Not Due Soon

Stephen CoveysThe four-quadrant TO DO List

Time Management

20

1 = High priority

2 = Medium priority3 = Routine priority

4 = Lowest priority

1, 2, 3 or 4

1, 2, 3 or 4

1, 2, 3 or 4


21/54


Important

NotImportant


1

4

Time Management

1 = High priority

2 = Medium priority

3 = Routine priority4 = Lowest priority


22/54


1 3

2 4

Important

NotImportant


Time Management

Many people fall into the Due Soon syndrome


23/54

Time Management 1.1

1 2

3 4

Important

NotImportant


Stephen CoveysThe four-quadrant TO DO List

Time Management

23


24/54

Time Management 1.1

Clutter leads to thrashing.

Focus on one thing at a time strive to eliminate

mutitasking.

A good file system is essential.

Time Management

24


25/54


Time Management

In general, multitasking causes task or project

completions to take longer.

Example: Observe someone driving and talking on

their cell phone ?

Recent California train wreck train

engineer had been texting prior to

missing warning signal (25 people killed)


26/54


Time Management

Some multi-tasking is essential: Airplane Pilot.

Some multi-tasking is unacceptable: Brain surgery.

Numerous study results can be found on the Internet.


27/54

Time Management 1.1

Dr. Randy Pauschs Desk ?

27


28/54

Time Management 1.1

Telephone

Keep calls short; stand during the call.

Start by announcing goals for the call.

Have something in view that youre waiting to do next.

If necessary, hang up while youre talking (lostconnection syndrome). Telemarketers! Bosses!

Group outgoing calls - just before lunch or maybearound 5:00 pm. Why?

Time Management

28


29/54

Time Management 1.1

Work Reading Pile

Only read something if you will be fired for not reading

it (Randy Pausch).

Note: This applies to routine reading, which is differentthan work related required reading.

Time Management

29


30/54

Time Management 1.1

Office Logistics

Make your office comfortable for you, and optionallycomfortable for others. Why?

My grandfather liked visitors and referred to them as:

- Comers and goers (he preferred this group)

- Comers and stayers

Time Management

30


31/54

Time Management 1.1

Scheduling Yourself

You dont find time for important things, you maketime.

Everything you do has an opportunity cost.

Learn to say no.

Time Management

31


32/54


Time Management

32

Gentle Nos

I will do it if no one steps forward, but you shouldkeep searching.


33/54

Time Management 1.1

Interruptions

The sound of a new e-mail arrival is an interruption TURN IT OFF!

Studies have shown that the average time for aninterruption is 6 - 9 minutes with 4 - 5 minutes forrecovery five interruptions consumes an hour.

Try to reduce the frequency and length of interruptions.

Time Management

33


34/54

Time Management 1.1

Cutting Things Short

Im in the middle of something now

Start with I only have 5 minutes you can always

extend.

Stand up, stroll to the door, complement, thank,shake hands if that doesnt work then you have the

option ofexiting and continuing to walk!

Time Management

34


35/54

Time Management 1.1

Time Journals

Its amazing what you will learn.

Monitor yourself in 15 minute increments for 3 days or

three weeks

Update every hour; not at the end of the day when

your memory will be less than accurate.

Time Management

35


36/54


Time Management

Randy Pauschs


37/54

Time Management 1.1

Using Time Journal Data

What am I doing that doesnt really need to be done?

What am I doing that could be done by someone

else?

What am I doing that wastes others time?

37

Time Management


38/54


If you dont where your time is going, welcome to the land

of Project Madness

Time Management


39/54


0

10

20

30

40

50

60

70

80

Months

Stoplights Junk Mail Searching Telephone Housework Lines Eating

Time Utilization Priority Management, Inc.

Time Management

How we spend our Life-Time


40/54

Time Management 1.1

Balancing Act

Work expands so as to fill the time available for its completion.

Parkinsons Law

Cyril Parkinson, 1957

Time Management

40

Time Thieves will consume an inordinate amount of your limited,

non-renewable time for their gratification if you allow such.

Larry Hawkins, 2008


41/54

Time Management 1.1

Avoid Procrastination

Doing things at the last minute is far more expensive

than doing them just before the last minute (RandyPausch).

Procrastination is a time thief.

Why do we procrastinate?

Time Management

41


42/54

Time Management 1.1

Meetings

Average executive spends ~ 40% of their time in

meetings.

Lock the door, unplug the phone, check cells phones,and I-pods at the door.

Maximum of one hour per meeting (of courseexceptions will occur).

Prepare - there must be an agenda.

Document - who is responsible for what by when?

Time Management

42


43/54

Time Management 1.1

Technology

Computers are faster but they take longer- aquote from a University of Central Florida janitor.

Administrative assistants are better than answering

machines; what are the costs and benefits of a

technology?

Time Management

43


44/54

Time Management 1.1

e-Mail Tips (Randy Pausch)

Save all of it; no exceptions. Why?

If you want somebody to do something, make them theonly recipient. Otherwise, you create diffusion ofresponsibility. Give a concrete request / task and a

deadline.

If you really want someone to do something, copysomeone powerful above them.

Nagging is okay; if someone doesnt respond in 48hours, they probably will never respond. (True for phoneas well as e-mail).

Time Management

44

Ti M


45/54

Time Management 1.1

Vacations

Phone callers should get two options: If this cant wait, contact John Doe at 555-1212.

Otherwise please call back in a month or two.

This works for e-mail too!

Vacations should be vacations.

Its not a vacation if youre reading e-mail.

Time Management

45

Ti M


46/54


1. Do you know how you are using your time?

- If not then you are likely doomed to fritter and be lessthan successful.

- Theres only 1,440 minutes in a day, no more, no less.

You can not purchase more time.

2. Organize- Systematic structure and approach to combat project

madness.

3. Prioritize- All tasks are not created equal nor are all milestones

critical.

In Summary

Time Management

Ti M t


47/54


4. Focus

- One project one time segment. Minimizemulti-tasking.

5. Delegate- Divide and conquer.

Time Management

Mind Reading Exposed


48/54


Mind Reading Exposed


49/54


If there are no dogs in Heaven, then when I die Iwant to go where they went.Will Rogers

Appendices


50/54


The Seven Habits of Highly Effective People, Stephen Covey, Simon& Schuster, 1989, ISBN 0-671-70863-5.

1. Be Proactive.

2. Begin with the end in mind.

3. Put first things first.

4. Think win-win.

Appendices

Appendices


51/54


5. Seek first to be understanding, then to beunderstood. Many people only listen when they aretalking.

6. Synergize.

7. SHARPEN THE SAW. This is the habit of self-

renewal, which has four elements: mental, spiritual,

social/emotional, and physical which includes

exercise, nutrition and stress management.

The Seven Habits of Highly Effective People, Stephen Covey,Simon & Schuster, 1989, ISBN 0-671-70863-5.

Appendices

Appendices


52/54


The One Minute Manager, Kenneth Blanchard and Spencer Johnson,


One Minute Goal Setting:1.Agree on your GOALS.

2.See what good behavior looks like.

3.Write out each of your GOALS using less than 250

words per GOAL.4.Read and re-read each GOAL which should take no

more than a minute.

5.Take a MINUTE periodically to look at your Performance

to see if it your behavior matches your GOAL.

Appendices

Appendices


53/54




One Minute Praising:

1.Tell people up front that you are going to let them know how they aredoing.

2.Praise people immediately. Tell them what they did right and be

specific.

3.Tell people how good you feel about what they did right, and how ithelps.

the organization and other people who work there.

4.Stop for a moment of silence to let them feel how good you feel.

5.Encourage them to do more of the same.

6.Shake hands or touch people in a way that makes it clear that yousupport their success in the organization.

Appendices

Appendices


54/54




One Minute Reprimand:

1.Tell people beforehand that you are going to let them know how theyare doing and in no uncertain terms.

2.Reprimand people immediately (in private).

3.Tell people specifically what they did wrong.

4.Tell people specifically how you feel about what they did wrong.5.Stop for a few seconds of uncomfortable silence to let them feel how

you feel.

6.Shake hands or touch them in a way that makes it clear that you are

honestly on their side.

7.Remind them how much you value them.8.Reaffirm that you think well of them but not of their performance in

this situation.

9.Make sure that when the reprimand is over, its over.

Appendices

2008 time management

Documents