Time_Management

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Time Management
Date: 1/13/2015
Presented by: Andy Willums
Presented to: Tampa Chapter
IIBA

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What’s In It For Me?
 Be able to focus your time and energy
on the “right” things
◦ Personal and professional
 Save time, stress, worry
 Be more productive
 Reduce chance of forgetting things

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Time, Efficiency
 Touch it Once rule (or at least minimal
times)
◦ File, read, act, delegate, toss, schedule for
another time
◦ How many items are in your email inbox?
 Categories for personal goal setting
 Are you busy or are you productive?
 How many start or end each day
planning?
 If you’re not xx minutes early, you’re
late!

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Imposed Time Robbers
 Interruptions
 Waiting for answers
 Unclear job definition
 Unnecessary meetings
 Too much work
 Poor communication
 Shifting priorities
 Equipment failure
 Disorganized boss
 Conflicting priorities
 Red tape
 Low company morale
 Untrained staff
 Peer/staff demands
 Lack of authority
 Interoffice travel
 Mistakes of others
 Revised deadlines
 Meetings
1994, Hyrum W. Smith

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Self-Inflicted Time Robbers
 Failure to delegate
 Poor attitude
 Personal
disorganization
 Absentmindedness
 Failure to listen
 Indecision
 Socializing
 Fatigue
 Lack of self-discipline
 Leaving tasks
unfinished
 Paper shuffling
 Procrastination
 Outside activities
 Cluttered workspace
 Unclear personal
goals
 Perfectionism
 Poor planning
 Preoccupation
 Attempting too much

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Biggest Time Robbers
 Interruptions
 Procrastination
 Shifting priorities
 Poor planning
 Waiting for answers

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Importance & Value (in rank orde
 Spouse
 Financial security
 Personal health and fitness
 Children and family
 Spirituality/Religion
 A sense of accomplishment
 Integrity and honesty
 Occupational satisfaction
 Love for others/Service
 Education and learning
 Self-respect
 Taking responsibility
 Exercising leadership
 Inner harmony
 Independence
 Intelligence and wisdom
 Understanding
 Quality of life
 Happiness/Positive attitude
 Pleasure
 Self-control
 Ambition
 Being capable
 Imagination and creativity
 Forgiveness
 Generosity
 Equality
 Friendship
 Beauty
 Courage
1992 survey by Franklin Quest Co.

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Susan Reid's survey of 50 women entrepreneurs

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10 Tips for Taking Control of Your Time
1. List everything you need to do today – in order of priority.
2. Make time for important things, not just urgent ones.
3. Write your goals. Then write the steps to your goals.
4. Set a starting time as well as a deadline for all projects.
5. Slice up big projects into bite-sized pieces.
6. If you run out of steam on one project, switch to another.
7. Say no to new projects when you’re already overloaded.
8. Trim low-payoff activities from your schedule.
9. For each paper that crosses your desk: act on it, file it, or
toss it.
10. Use a Day-Timer system to manage your busy life.

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“The Time Famine”
Bad time management = stress
This is life advice
Randy Pausch, CMU, 2007

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Two hours wasted per day
Messy desk
Can’t find things
Missed appointments
Unprepared for meetings
Tired/unable to concentrate

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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 choose not to do it?
Doing things right vs. doing the right things
100 things to do in my life

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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
Experience comes from bad judgment

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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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Paperwork
 Clutter is death; it leads to
thrashing. Keep desk clear: focus
on one thing at a time
 Touch each piece of paper once
 Touch each piece of email once;
your inbox is not your TODO list

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Scheduling Yourself
You don’t find time for important
things, you make it
Everything you do is an opportunity
cost
Learn to say “No”

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Interruptions
6-9 minutes, 4-5 minute recovery – five
interruptions shoots an hour
You must reduce frequency and length of
interruptions (turn phone calls into
email)
E-mail “ding” on new mail is an
interruption -> TURN IT OFF!!

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Time Journals
It’s amazing what you learn!
Monitor yourself in 15 minute
increments for between 3 days and
two weeks.
Update every ½ hour: not at end of
day

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Using Time Journal Data
What doesn’t need to be done?
What can someone else do?
What can I do more efficiently?
How am I wasting other people’s
time?

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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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Challenge People
 People rise to the challenge: Delegate
“until they complain”
 Communication Must Be Clear: “Get it in
writing” – Judge Wapner
 Give objectives, not procedures
 Tell the relative importance of each task

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Tools for Time Management
 MS Outlook
 Smart Phone with apps
◦ Evernote, Keep, Wunderlist, etc
 DayRunner
 Wikis
 MindMap
 Sticky notes
 Hand-written ToDo’s in a notepad
 Combination
 Work versus Personal?

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Discussion Questions
 Who begins and ends each business
day by reviewing tasks, schedules,
and priorities?
 What can you do to be more effective
with your time?
 What kind of goals should you be
setting?
 How can you make your organization
better?

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Discuss Practical Application and
Relevance
 What does the information covered
today mean to you?
 What can you do with it?
 Is it important to how you do your
job?

Time_Management

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