E N D
1. Time Management for Managers
3. The Value Of Time How much is your time worth?
Time is money, right?
Wrong! Money is time.
You can always get more money time is more valuable.
Exercise - How much is an hour worth to you?
4. Time Management Time management helps you work smarter, not harder.
Smart people get the right things done.
People who work smart make more money and get promoted faster or get to do the jobs they want.
Time management requires self-management and self-discipline.
5. Four Steps In Time Management Planning
Organizing
Controlling (Keeping track of it)
Evaluating
6. Planning Set goals (Always time framed - deadlined).
Yearly: Income, projects/tasks, improvement areas
Monthly updates
Weekly Planners
Daily Schedules
Prioritize everything: 1s, 2s, 3s.
7. Planning Remember the 80/20 rule: 80% of your results come from 20% of your activities.
Plan for the full range of your job functions and activities to get the results youre expected to get.
Results are politically defined.
8. Self-Management If youre unsure about priorities, ask your boss.
I dont have enough time, blames time, not yourself.
You probably didnt check your priorities with your boss.
Dont be a victim, take responsibility for managing and controlling your time.
According to bosss priorities, not yours.
Take responsibility for results as the boss defines them.
9. Self-Management People who are habitually late or constantly procrastinate:
Arrogant: Try to establish power consciously
Poor self-image: Try to establish power subconsciously
Unhealthy fear of failure
Are you in denial about any of the above problems?
10. Self-Management Overcome these problems with self-discipline:
Time management and priority setting
Professional help ( yes, a shrink)
Dont procrastinate on getting started or getting help in planning your time.
11. Planning Yearly goals
Monthly updates
Weekly planners
Daily schedules
The keystone of an effective system
12. Planning Tools To-Do List
Action folder
Management folders
Project folders
Calendar
Weekly planners
Daily schedule
13. To-Do List Problems The Longer, the worse depressing.
Unconscious, stupid tricks we play on ourselves:
Do lots of little things first to give ourselves achievement feedback.
Do the easiest things first.
Do the most fun things first.
14. To-Do List Solutions Scrub it every week to keep it short.
Reward accomplishments give yourself a piece of candy.
Deadline all items.
Prioritize all items (bosss priorities).
Listen to boss carefully.
Listen for stuff you dont want to hear.
Dont listen defensively its not personal criticism, its improvement advice
15. Weekly Planner Assign priorities in an Action Folder and on a To-Do list.
Look at last weeks Weekly Planner.
16. Weekly Planner Look at calendar for scheduled appointments and meetings.
Synthesize into a new Weekly Planner.
Keep Weekly Planners for later analysis.
17. Daily Planning Set a time for your daily planning (first thing in the a.m. is usually best).
Look at your email - DRAS (delete, refer, act, or save) it
Refer means to refer it to someone else to do.
Act if it takes less than two minutes.
Snail-mail TRAS (toss, refer, act, or save) it
Keep briefcase or backpack open and toss reading in it.
18. Daily Planning Refer - Delegate, forward, or print out and put in an appropriate folder.
Act - Do it immediately if it takes less than two minutes.
Save- Dont save what others save.
19. Daily Scheduling Tips Be tough on yourself do the hardest, nastiest things first.
Save the easiest, most fun for last in the day look forward to them.
On every activity, ask how is this helping me achieve my goals?
Prioritize 1, 2, 3. You shouldnt be doing 4s and 5s
You distract yourself.
20. Daily Scheduling Tips Break big jobs into smaller chunks.
Turn off your computer no email, IMs, Facebook, or Twitter during chunking.
Each chunk completed builds momentum.
Dont attempt too much. Make yourself feel like a winner.
Allow for interruptions leave one-quarter unscheduled.
If youre not a manager, leave one-eighth unscheduled.
21. Daily Scheduling Tips Set a time limit on each appointment or meeting.
If you add something during the day, drop something.
Make time for call-backs.
Best time for call-backs is when assistants arent around before 9:00 A.M. or after 5:30 P.M. (No-Screening Time).
22. Working Your Plan The number-one time management rule:
Do one task until its finished.
We interrupt ourselves (email notifications, IMs, texting, Facebook).
Focus intensely
Champion athletes know the value of focused concentration.
23. Follow-Up Conduct a desk check at the end of the day.
Nothing open
No random piles of stuff have organized piles
No Post-Its all over the place
What color is your desktop?
If you dont know or cant see your desktop, youre not well organized.
24. Organize Your Desk and Computer Use a headset if youre on the phone a lot so you can write stuff down.
Handy Calendar (Only One-Portable, such as a synched smartphone)
Work space neat and clean
Write everything down.
Put often-used information in Favorite Places.
25. Organize Your Desk and Computer Vital information handy on Desktop
Action folder (red if not on computer)
Management folder (yellow if not on your computer)
Project folders (blue if not on your computer)
26. Organize Written Communications Analyze repetition: use forms, templates.
Analyze correspondence.
Have separate files and templates for letters and paragraphs.
27. Organize Support Staff Have no-interrupt hours for support people.
Utilize quiet hours for the entire office or department .
28. Organize Support Staff Have the support staff keep time logs occasionally.
Meet regularly with the support staff to discuss problems, solutions.
Make the support staff part of the team.
29. Organize Your Associates Use liaisons.
Consolidate meetings (bring management and project folders).
Compress meetings (set time limits, use and follow agendas).
30. Manage Your Boss Get specific instructions.
Get agreement on priorities.
Expand autonomy parameters: gain trust.
31. Controlling Time Proper use of time separates winners from losers.
Winners take credit, losers blame time and others.
View time management as an edge opportunity.
32. Evaluating Time logs (every six months)
We misjudge time. What we like to do goes fast. What we dislike to do goes slowly.
Time logs must be accurate.
Analyze logs carefully and identify the biggest time wasters:
Overextended lunch and coffee breaks
Extended, unproductive phone conversations
Inconsequential personal discussions, IMs, Facebook
33. Evaluating Look at your time log and ask these questions:
Am I doing the right things?
Could I have done things in less detail?
What kind of interruptions? How long did it take me to recover?
How long were my conversations?
Did I say no often enough?
Set up no systems
34. Summary Time isnt money, it cant be saved. Its more precious .
Know how you use your time (time logs).
Know your bosss priorities.
Set deadlines for everything.
35. Next Steps Remember, youre the one who makes yourself unhappy with unreasonable expectations and disorganization.
Create a plan.
Get organized and smell the flowers.