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Friday, April 7, 2023 Copyright© Cher Merrill 2008
Time Keeps on Ticking, TickingTime Keeps on Ticking, Ticking……into the futureinto the futureA Personal Time Management Seminar A Personal Time Management Seminar by Cher Merrill Associated Industriesby Cher Merrill Associated Industries
PASSING TIME…PASSING TIME…
GOT PTM? GOT PTM? OR DO YOU HAVE…OR DO YOU HAVE…
Last minute rushes to meet deadlines
Double booked or worthless meetings
Days that slip by unproductively Unexpected crises out of no where Time slips away
““THOSE WE LABEL NATURAL THOSE WE LABEL NATURAL BORN LEADERS KNOW HOW TO BORN LEADERS KNOW HOW TO
LEVERAGE THEIR TIME.”LEVERAGE THEIR TIME.”
- Warren Blank“The 108 Skills of
Natural Born Leaders”
TIME KEEPS ON TIME KEEPS ON TICKING, TICKING…TICKING, TICKING…
ONE PURPOSE:ONE PURPOSE:
THE PURPOSE OFTHE PURPOSE OFTIME MANAGEMENTTIME MANAGEMENT
TO LET US GET CONTROL OF TO LET US GET CONTROL OF OUR LIVES SO WE CAN MAKE OUR LIVES SO WE CAN MAKE
THE CHOICES WE WANTTHE CHOICES WE WANT
TIME KEEPS ON TICKING…TIME KEEPS ON TICKING…
Today is about controlling the use of your most valuable and undervalued resource:
YOUR TIME
Time Management Benefits Time Management Benefits YOUR STAFFYOUR STAFF Long term objectives don’t suffer Time management allows balance and
objectivity Personnel time needs don’t
get pushed aside (employee reviews, training, etc.)
Planning time Empowerment
Time Management BenefitsTime Management BenefitsYOUYOU
“ME” Time Where do you
want to go? If you do not plan where you want to
go, you are unlikely to get there
Less waste Be prepared Resist extreme
workloads Monitor progress Allocate resources Handle large projects Plan effectively
Time Management BenefitsTime Management BenefitsYOUR COMPANYYOUR COMPANY
Poor Time Management: Poor Time Management: An Energy & Dollar DrainAn Energy & Dollar Drain
Poor TM can lead to: Physical exhaustion Disengagement Illness Loss of good employees
Time Management:Time Management:An Energy Renewal ResourceAn Energy Renewal Resource
4 dimensions of personal energy: Physical Emotional Mental Spiritual
Eight Steps to Taking ControlEight Steps to Taking Control
1. Get up earlier
2. Delegate
3. “Sacred” time
4. Set Unplugged times
Eight Steps to Taking ControlEight Steps to Taking Control
5. Schedule for the unscheduled
6. Take 10 at 10
7. Take another 10
8. Give yourself travel time
TIME TIP!!!TIME TIP!!!
Keep an Activity Log Break your responsibilities into
categories Ask what percentage each should be Check it out with others
Time Waster Letting Go ExerciseTime Waster Letting Go Exercise
Clutter Wastes TimeClutter Wastes Time
"I am a firm believer that our mental processes are influenced by our external environment. It's depressing to be surrounded by clutter.
Clean up and everyone may enjoy a boost in energy and creativity.“ -- Ty Freyvogel
More Sources of Time WasteMore Sources of Time Waste
WORK WITH A CLEAN DESK
Studies have shown people with messy desks spend, on average, 1-1/2 hours a day (a) being distracted or (b) looking for things
That’s 7-1/2 hours per week!
More Sources of Time WasteMore Sources of Time Waste
Telephone calls Unplanned drop ins Conversations
around coffee machine
Instant messaging Frivolous emails Poorly planned meetings
Other Ways We Waste TimeOther Ways We Waste Time
DOING THE WORK DOING THE WORK
OF OTHERSOF OTHERS Be willing to help out But check your work log
How much time you spend on your own work?
How much you spend on others’ work?
Other Ways We Waste TimeOther Ways We Waste Time
GET IT RIGHT THE FIRST TIME Seek clarification Learn the reasons for changes Next time clarify similar points at the beginning Write a small spec sheet for each task and get it agreed upon
Other Ways We Waste TimeOther Ways We Waste Time
“Don’t commit to memory anything you can write down.”
– Albert Einstein
If tasks are large, break them down into their component
elements
If these still seem large, break them down again
Making Your Meetings MatterMaking Your Meetings Matter
To make your meetings shine:1.List meetings and cut in half
2.Take each one of those planned meetings and cut their time in half
3 alternate way to communicate:1.Face time
2.Phone Conference
3.Email
Making Your Meetings MatterMaking Your Meetings Matter
You can direct and control meetings.Have a pre-distributed agendaAdd content to make meetings
interestingEncourage robust dialogEvaluate yourselfSolicit different points of view, dialogue
Do You To Do?Do You To Do?
Gallup Poll, 1990: Do you make time-management lists or calendars to help you organize your time, or not?
Reply PercentageNumber Total of
1024 People
Yes 51.92 864
No 48.08 800
STRESS TESTSTRESS TEST
We’re all trying to beat the clock – for some of us, the clock is winning. And that causes undo stress.
How are you doing?
Take a few minutes to take the Stress Test in your folder.
Appointment List: Starting SimpleAppointment List: Starting Simple
A sheet or legal pad List all known appointments
for the foreseeable future If large, break them down If these still seem large,
break them down again Do this until you have all
tasks as manageable pieces of work
Daily TO DODaily TO DO
Task Oriented Projects Appointments Other contacts:
PhoneEmail
The TO DO List ApproachThe TO DO List Approach
Allocate priorities from A (very important) to C (not as important)
Base priorities on two criteria:Task’s urgencyTask’s importance
TIME TIP!!!TIME TIP!!!
To Do Lists are very personal Different approaches are valid
Paper Lists List on computers Palm Pilot
Must suit the way you work It will make it easier to keep the list and sort
it into order
TIME TIP!!!TIME TIP!!!
Taking note of how you spend your time for a period of time
Make a note of everything you do, and the time you take to do it
The first step is to appraise how you
spend your time and question habits.
Auditing Your TimeAuditing Your Time
What to do if you’re overloadedWhat to do if you’re overloaded
Delegate to another Get more time Eliminate the unnecessary Make schedule
changes
Scheduling ProjectsScheduling Projects
How do you handle deadlines?Leave the work until it’s too late? Is there usually a final panic
toward the end?Are the last few hectic
hours often marred by errors?
Scheduling ProjectsScheduling Projects
For each appointment on Your To-Do List, consider what actions you might take to ensure that no time is wasted
Manage deadlines with the same techniques you use tomanage projects
Monitor your progress
Scheduling ProjectsScheduling Projects
An impossible deadline affects not only your success but also that of others
Planning tells you how much time is needed
Time management tells you how much time is available
Ways to deal with impossible deadlinesWays to deal with impossible deadlines
1. Get the deadline extended
2. Ask for more resources
3. Get the deliverable redefined to something practical
4. State the position clearly so that your boss has fair warning
5. Scram! Pull out all remaining hair and run for the hills!
Getting buy in…Getting buy in…
“I can’t do them all, which should I delay?” Keep a database of time estimates and
actual time tasks take Move deadlines forward and allow time for
proper work to be done
Monitoring StaffMonitoring Staff
Delegated tasks should be given with deadlines and deliverable(s)
Have necessary information in your calendar or To Do
Monitor progress Initiate action only if indicated because
end date has passed
TIME TIP!!!TIME TIP!!!
TAKE CHARGE OF YOUR TIME We never GET the
time for anything. We have to TAKE the time! Take charge Just say “no”
Thirteen Ways to Put TimeThirteen Ways to Put Timein a Bottlein a Bottle
1) Spend time planning and organizing
2) Set goals
3) Prioritize
4) Use a to do list
5) Be flexible
Thirteen Ways to Put TimeThirteen Ways to Put Timein a Bottlein a Bottle
6) Consider your biological prime time
7) Do the right thing right
8) Eliminate the urgent
9) Practice the art ofintelligent neglect
Thirteen Ways to Put TimeThirteen Ways to Put Timein a Bottlein a Bottle
10. Avoid being a perfectionist
11. Reward Yourself
12. Learn to say “NO”
13. Make a decisionnot to procrastinate
Wait a minute! Wait a minute!
Procrastination is an escape route
Procrastination is a decision not to decide
Procrastination usually stems from early choices
Ways to Overcome Ways to Overcome ProcrastinationProcrastination Recognize the unpleasantness Identify your payoff Exaggerate your resistant
behaviors Take responsibility for
each delay Decide everything now
Ways to Overcome Ways to Overcome ProcrastinationProcrastination Prime yourself with
lead-in tasks Finish things Block off your escape routes Stop perfectionism
JUST DO IT!
Time Management ACTION PLANTime Management ACTION PLAN
What actions can you take now to improve your management of time?
“All meaningful and lasting change starts first on the inside, and works its way out.”
- Lou Tice
TIME TIP!!!TIME TIP!!!