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Time Management 24 Techniques to Make Each Minute Count at Work Tuesday, May 1, 2012 1:45-3:15 pm

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Title: Time Management 24 Techniques to Make Each Minute Count at Work Tuesday, May 1, 2012 1:45-3:15 pm


1
Time Management 24 Techniques to Make Each
Minute Count at WorkTuesday, May 1, 2012
145-315 pm
  • 2012 Federal Asian Pacific American Council
    (FAPAC) Conference
  • Atlanta, GA
  • Presenters Cynthia D. Dunn and Margareth J.
    Bennett

2
Presenters
  • Cynthia D. Dunn, Director, Equity, Diversity
    Inclusion, Internal Revenue Service, Tax Exempt
    and Government Entities Division
  • Cynthia.D.Dunn_at_irs.gov
  • Margareth J. Bennett, Director, Institute and
    Center Services Division, Office of Equal
    Opportunity and Diversity Management, National
    Institute of Health
  • Margareth.Bennett_at_nih.gov
  • Moderator David Fang

3
Time Management 24 Techniques to Make Each
Minute Count at Work (1-12)
  • Know How You Use Time
  • Be Reasonable
  • Plan to Enjoy
  • Control Your Space
  • Adapt Time Management Strategies
  • Prioritize with ABCs
  • Prioritize with Paper
  • Prioritize and Change
  • Prioritize with Payoffs
  • Prioritize with Pareto
  • Do It on Time
  • Set Goals and Make Time

4
1. Know How You Use Time
  • Each of us is an individual.
  • How are you managing your time?
  • Assess your time style using three key points as
    a guide
  • Know how you feel about time subconsciously
  • Track how you spend your time
  • Assess your control

5
How are you managing your time?
  • Do you carry a daily calendar or use the calendar
    on your cell phone?
  • Do you keep hard copies of every document you
    sign?
  • Do you bring materials to read while waiting for
    an appointment?
  • Do you normally reconfirm appointments?
  • Do you have a filing system for your personal
    papers?

6
How are you managing your time?
  • Have you missed the deadline for paying a bill in
    the last 3 months?
  • Do you take work home more than once a week?
  • Do you work beyond your scheduled work hours more
    than twice a week?
  • Do slips of paper with phone numbers, addresses,
    and so forth accumulate around your work area or
    in your pockets?
  • Are you on a committee that bores you?

7
2. Be Reasonable
  • Myth
  • Time management is just another label for
    obsessive behavior.
  • Truth
  • An obsession is a persistent and often irrational
    thought. We all get obsessive about time
    occasionally. But occasional obsessive actions
    are not usually a problem.
  • More common and more dangerous is a general
    obsession with time. We all know people who are
    always frantic or workaholics. Theyve got to
    find ways to get to work 30 seconds faster.
    Theyve got to be working on a flight or a
    commuter train. Theyve got to clean their desks
    constantly to stay perfectly organized.

8
Be Reasonable (cont.)
  • Conquer mild obsessive-compulsive time-related
    behaviors with these four Rs
  • Recognize
  • Realize
  • Resolve
  • Replace
  • Be reasonable about time management
  • Beware of what psychologists label type A
    behavior

9
3. Plan to Enjoy
  • Myth
  • Time management extinguishes spontaneity and
    joy.
  • Truth
  • People who manage their time well set aside time
    to enjoy. They know which things should be
    organized and which should not. People who manage
    their time poorly have less funbecause of
    disorganization, foggy priorities, and stress.
  • Its important to enjoy working and feel
    motivated
  • Time management can help reduce stress.

10
Plan to Enjoy (cont.)
  • People who are least vulnerable to stress tend to
    exhibit these characteristics
  • They feel comfortable with their income.
  • They gain strength from their spiritual beliefs.
  • Theyre open about their feelings and
    affectionate.
  • They belong to at least one social group.
  • They have many friends and acquaintances.
  • They eat regular meals.
  • They sleep well.
  • They drink little alcohol, dont smoke, and
    rarely drink coffee.
  • They are healthy and neither overweight nor
    underweight, and they exercise regularly.

You can live healthier by planning to enjoy,
fighting against stress, and making yourself more
resistant.
11
4. Control Your Space
  • Get downtime
  • Reduce interruptions
  • Know whats possible and whats impossible

12
5. Adapt Time Management Strategies
  • Prioritize
  • Reflect
  • Review
  • Good Time Management

13
6. Prioritize with ABCs
  • Focus on the important things
  • Importance and urgency
  • Goal based
  • Accountability based
  • Nature of activity
  • Customized

14
7. Prioritize With Paper
  • Use index cards, adhesive notes, magnetic board
    for flexibility
  • Visual effect may help you prioritize
  • Possible group discussion and revision
  • Possible Shared Authority in Decision Making
  • Create tickler file system
  • Set priorities at end of day. Review in the
    morning and adjust if necessary.

15
8. Prioritize and Change
  • At the end of each day, grade yourself on task
    accomplishments (A-F)
  • A is done successfully and completely
  • F is if the task was not done that day
  • B,C and D are in between
  • Analyze reasons for all grades other than an A
  • Decide what to change for future (tomorrow)

16
9. Prioritize With Payoffs
  • Assign value to your time (labor)
  • Use high, medium, and low
  • Assign priority based upon value of efforts
  • Reflect on Whats In It For Me?
  • Create a Not To Do list
  • Consider delegating and not owning work of others
  • Cost out your time when idle or not on task

17
10. Prioritize With Pareto
  • 20 of people do 80 of what is important
  • AKA 80-20 rule
  • Determine what 20 of your efforts will produce
    the most 80 return?
  • Pick 2 of 10 tasks and do them
  • Start with one of five
  • Dont just work smart, work smart on the right
    things

18
11. Do It On Time
  • Dont procrastinate even if unpleasant
  • Tackle first thing in the morning
  • Break into pieces and accomplish and/or delegate
  • Embrace change
  • Dont try to be perfect
  • Consider consequences of inaction
  • Understand your reasons

19
12. Set Goals and Make Time
  • Create specific alone time to concentrate on work
  • Use a Do Not Disturb Sign
  • Send calls to voice mail
  • Schedule free time to relax
  • Work during other peoples non-work time eg.
    Lunch, early or late
  • Hide from distractions

20
We Have Learned How to
  • Know How to Use Time
  • Be Reasonable
  • Plan to Enjoy
  • Control Your Space
  • Adapt Time Management Strategies
  • Prioritize with ABCs
  • Prioritize with Paper
  • Prioritize with Change
  • Prioritize with Payoffs
  • Prioritize with Pareto
  • Do It on Time
  • Set Goals and Make Time

21
Time Management Quote
  • Carving out a small amount of time each week to
    devote to reviewing your goals can work wonders
    for providing the focus you need to allocate your
    time productively

22
Time Management 24 Techniques to Make Each
Minute Count at Work (13-24)
  1. Use Clusters and Patterns
  2. Delegate Effectively
  3. Just Say No
  4. Anticipate and Plan
  5. Socialize Intelligently
  6. Keep Track of Your Things
  7. Write Things Down
  8. Travel Wisely
  9. Read Better and Less
  10. Learn to Say Good-bye
  11. Use Tools Wisely
  12. Fit Tools to Your Needs

23
13. Use of Clusters and Patterns
  • Clustering - the grouping of tasks that have
    something in common for greater efficiency (ex
    research, return calls or photocopy at the same
    time)
  • Cluster in reverse Chart meeting times, calls,
    monthly/yearly events
  • Personal patterns Are you a morning, midday, or
    evening person?
  • Determine your natural rhythm to use your time
    more efficiency
  • Work your body Eat healthy, exercise, rest

24
14. Delegate Effectively Basic Steps
  • Identify task/project chart the flow of task
    outsource as needed
  • Delegate Smart Let go, let others help determine
    the right person to do the job
  • Explain the task and how person can benefit from
    it (developmental assignment).
  • Specify your standards, deadlines, reporting
    method and decision-making authority
  • Monitor progress, evaluate the results, and
    recognize the achievement.

25
15. Just Say No
  • Saying no is a crucial skill people often place
    demands on our time and energy.
  • If someone asks you to do something, determine
    how much time/energy it requires
  • If you decline, give a good reason, be
    diplomatic, suggest other ways to help
  • Be courageous, honest, and dont delay saying no
  • If possible limit meetings and committees
    determine your priorities

26
Just Say No During Meetings
  • Create an agenda include start and end time
  • Choose location consider seating and privacy
  • Determine topics (set goals/timeline)
  • Meet for a purpose, give your input
  • Go over tasks done/pending from last meeting
  • List ideas generated and consider the
    possibilities
  • Summarize decisions and assignments
  • Distribute meeting summary

27
16. Anticipate and Plan
  • Plan to save time. Plan for the unexpected. Limit
    the impact of problems
  • Anticipate the supplies, tools, data, and
    assistance needed to get the job done
  • Protect/back-up vital documents at work/home
    Minimize consequences of a disaster.
  • Pay attention to whats happening around you
    Recognize events that might affect you.
  • Build time into schedules Give early deadlines.

28
17. Socialize Intelligently
  • Socializing is number one, of the six greatest
    time wasters in business
  • Socializing in reasonable amounts may increase
    job satisfaction, raise morale, improve
    productivity, and quality of work.
  • Socializing is affected by personalities, type of
    job, and activity requirements
  • Company monitoring is good, but in extremes it
    can damage morale and productivity.
  • Encourage employees to use their time wisely and
    productively maintain balance
  • Extrovert Set limits, keep socializing brief,
    have quiet times
  • Introvert - Take breaks, socialize more and seek
    solitude

29
18. Keep Track Of Your Things
  • Be organized maintain a filing system for
    paper/electronic documents
  • Minimize misplacing things
  • Use the top of your desk only for active cases or
    projects, and the supplies you use most.
  • Prioritize cases, tasks, or projects as A, B, or
    C Work on your As first
  • Maintain tickler files. Use Outlook Calendar
  • Have a clean desk policy at end of the day
    Plan for the next day

30
19. Write Things Down
  • Forgetting things
  • Use the device that best fits your needs to do
    this
  • Use your mind to save things that really matter
  • 50 percent of all you hear or read youll forget
    within one minute

31
20. Travel Wisely
  • Commuting and Air Travel
  • Multitask in classic style
  • Never allow multitasking to become dangerous
  • Never allow multitasking to become obsessive
  • If only your office were the only place you
    worked! But office has become a portable
    concept

32
21. Read Better and Less
  • Reading is an essential means of getting useful
    information
  • Read more efficiently and effectively
  • Subscribe to publications that summarize books,
    articles, and other information
  • Block out incoming information thats irrelevant

33
21. Read Better and Less (cont.)
  • Toss or recycle any mail thats clearly junk
  • Limit the unwanted mail
  • www.the-dma.org
  • Cancel subscriptions
  • Its sad when we think of reading as
    unproductive. Yet many executives rated it rather
    high among time wasters

34
22. Learn to Say Good-Bye
  • Long-winded people
  • On the phone
  • In person
  • Drop-in visitors
  • Use your body
  • Be blunt
  • Monitor yourself
  • If you ever find yourself wondering whether or
    not youre going on too long about something, you
    probably are

35
23. Use Tools Wisely
  • Do I need it?
  • Do I need all its features?
  • Is it easy to use?
  • How reliable is it?
  • How long will it meet my needs?

36
Use Tools Wisely (cont.)
  • Know what you need
  • Get what you want
  • Search intelligently and quickly
  • We have many tools that enable us to manage our
    time better. Some are products of technology.
    Others are no-tech items. But, like any other
    tools, time management tools function well only
    if theyre used properly

37
24. Fit Tools to Your Needs
  • Your work environment is important to time
    management
  • E-mail can be greatif you minimize the
    disadvantages
  • Be brief
  • Use a clear and interesting subject
  • Dont use all caps
  • Copy only those who need to know
  • Delete messages you dont need to keep

38
Fit Tools to Your Needs (cont.)
  • Send long messages as attachments, not e-mail
    text
  • Check your e-mail regularly, but not constantly
  • Check your spelling and grammar
  • Use auto-response when youre away on the road or
    on vacation

39
Fit Tools to Your Needs (cont.)
  • Filing is important for time management
  • Pick the most appropriate order
  • Name your files simply and logically
  • Prune your files periodically
  • Using the right tools to manage your timeand
    using them rightis just one piece in the puzzle

40
Bottom Line
  • Each of us has the same number of seconds to use
    as we think best, but we dont all use them to
    best advantage, and we dont all invest them
    wisely

41
More Time Management Quotes
  • Time is what we want most, but what we use worst.
    William Penn
  • The Key is in not spending time, but investing
    it. Stephen R. Covey
  • Every minute we waste in frustration over a task
    that seems overwhelming is a minute subtracted
    from the time weve allotted to enjoy life.

42
Questions?
43
Resource
  • Book Time Management
  • 24 Techniques to Make Each Minute Count at Work
  • Published by McGraw-Hill Professional Education
  • The Employee Handbook for Enhancing Corporate
    Performance
  • Author Marc Mancini

44
Presenters
  • Cynthia D. Dunn, Director, Equity, Diversity
    Inclusion, Internal Revenue Service, Tax Exempt
    and Government Entities Division
  • Margareth J. Bennett, Director, Institute and
    Center Services Division, Office of Equal
    Opportunity and Diversity Management, National
    Institute of Health
  • Moderator David Fang
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