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October 27th in Kitchener, ON. Presentation, October 29th in Burlington, ON.
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A New Dimension of Time
3 Mistakes we make today that affect how we manage time (and what to do about it!)
Peter Drucker
“Time is the scarcest resource of managers. If it is not
managed, nothing else can be managed.”
Today’s Time Reality
Office distractions ate up a full 2.1 hours for the average worker. That amounts to $2.8 Billion in the US alone. – Basex, Fall 2007 Study
Wasted time costs 7% of GDP for industrialized countries. – Proudfoot Consulting - 2007 results
Today’s Time Reality
Causes of Wasted Time inadequate workforce supervision (31%) poor management planning (30%) poor communication (18%) IT problems, low morale, and lack or
mismatch of skills (21%)
Today’s Time Reality
The Wall Street Journal (March, 1997) reports the average U.S. executive wastes 6 weeks per year searching for misplaced information from messy desks and files. This equals 5 hours per week or one hour per day. At $60,000/year in salaries, that is nearly $8,000/year in wasted time on the job.
Today’s Time Reality
280 hours (7 weeks) per year are lost by workers seeking clarification due to poor communication.
Per management engineers, misfiled documents cost between $61-122 to be retrieved. The cost is calculated by the value of the person looking for the file, the person interrupted to find the file, the space the file occupies, and the cost to recreate the file if it cannot be retrieved.
3 Mistakes
1. Having a Spatial Time Relationship vs. a Values / Outcome Oriented Time Relationship.
2. Use Ineffective Time Management Tools vs. the 5 that have a proven track record.
3. Failure to invest in the Ultimate Time Leverage Drivers – Relationships, Communication, Self-management, Business Acumen
Spatial Time Relationship
Evolved during the Industrial Revolution (a fairly recent phenomena).
Characterized by Work Time, Home/Personal Time, Social Time
Laws, company policies, social contructs reinforce this Spatial Time orientation
Spatial Time Relationship
We measure effectiveness by how many normalized hours we work
Overtime is considered outside the norm If we take work home with us, it is often
considered a special burden because it rides into Personal/Family/Social time
In this paradigm, we search for Work/Life Balance – Old Game
The Challenge
Today’s hyper-communication society is forcing the blurring of Spatial Time constructs.
We are always accessible to the office, the boss, customers, co-workers with today's tools including the Blackberry, Internet, Email, Cell Phones etc.
Instant Communication is now the norm.
The Challenge
To stay viable, we are practically required to communicate instantaneously to maintain our credibility
This is not going away… It will likely get worse… We will either break or be broken by the
Spatial Time constraints.
Values / Outcome Centred
By re-orienting ourselves to what we truly value and what we desire as an Outcome, we can free ourselves from the burden of Spatial Time Relationships
We can now engage in Lifestyle Design
An Exploration
What do you Value? What do you not Value?
What are the Happiest times? Unhappiest Times?
What are your Strengths? Weaknesses? What do you Love to do? Hate to do?
Choose the Order of Values
If we fail to choose the hierarchy of our values, we will be in perpetual confusion.
Balance is an elusive concept (doesn’t exist) Something is always more important than
something else Put what you value in order of importance –
DECIDE and live accordingly
5 Questions
1. What is the Outcome my company (customer) desires? Mandates? Strategy?
2. Why does my job exists? Contribute?
3. 2 – 4 Key focus areas to contribute?
4. What gets in my way?
5. What do I want long-term for myself, my family, my career?
Time Management Techniques
1. Plan your Work and work your Plan.
2. Use Block time.
3. Batch Tasks.
4. Know your target. Keep it in your sights. Hit it (until you hit it).
5. Time Log (and analysis)
3Phone calls
InterruptionsE-mail
Voice mailReportsDrop-ins
2Planning
Clarifying Values
Relationships
Vision/MissionProcess -
Improvement
1Crisis
DeadlinesMeetingsRepairs
4Trivia
InternetGames
“Escapes”Junk Mail
Busy Work
3Phone calls
InterruptionsE-mail
Voice mailReportsDrop-ins
Tyranny of the Urgent
1Crisis
DeadlinesMeetingsRepairs
Urgent Not Urgent
Imp
ort
ant
Not
Import
an
t
2Vision/Mission
Planning
Clarifying Values
RelationshipsProcess
Improvement
Original concept by Charles E. Hummel
Other Time Management Suggestions
Know your Worth and Outsource Use a Capture Tool Use Software – Internet tools Get an Assistant
Ultimate Invisible Drivers for Time and Life Success
1. Confidence – Passion.
2. Communication and Presentation skills.
3. Human Relations.
4. Leadership.
5. Self-Management (stress and outcome management)
6. Business Acumen.
Estimate and Project
Review each statement and answer the questions. Make approximate projections.
What value have you put on the development of these skills?
Why do we tend to favour short-term techniques over long-term development?
What commitment will you make to gain these high leverage skills?
What can you do?
Do nothing. Hope things get better. (That usually works, doesn’t it?)
Read some more books, watch some DVD’s, go to another informational seminar.
Create a clear plan and get some serious coaching.
A process that works
Define – over some time – what you truly value, your strengths, your passions. Get some feedback from an objective coach.
Analyse your current time allocations in light of the Outcome you desire, your strengths, your Current Reality.
Design a plan for development.
A process that works
Implement the plan with a strong coach holding you accountable, talking through your mistakes and praising you on progress.
Move towards the long-term version of the person you CHOOSE to become where your time is truly your own and your values lead your life.