APICS & NAPM Buffalo February 12, 2014 Effective Time Management Skills: Eliminating the Biggest Time Wasters Presented by: Julie M. Kowalski Of Spizzerinctum

APICS & NAPMBuffalo

February 12, 2014

Effective Time Management Skills: Eliminating the Biggest

Time WastersPresented by:

Julie M. Kowalski Of

Spizzerinctum Group LLC [email protected]

262-993-4883

2

Effective Time Management

The choice is Yours!

[email protected] 262-993-4883

3

What is Effective Time Management?

Identifying what is important to YOU and giving those activities a place in your schedule!

Creating days that are meaningful and rewarding to YOU!

[email protected]

262-993-4883

4


The Big Black Hole

We can loose 4 hours a day to this!

What is it?


5


The BIG BLACK HOLE

=

Needless Interruptions

What are needless interruptions?

"unanticipated events"[email protected]

262-993-4883

6


Interesting Statistics

On average we experience 1 interruption every 8 minutes, or approximately 6-7 per hour

In an 8 hour day that totals around 50 – 60 interruptions

The average interruption takes approximately 5 minutes

50 interruptions / day @ 5 minutes = 250 minutes or just over 4 hours out of 8 or 50% of the workday


Types of Interruptions

Total interruption: Completely occupy one’s conscious mind & disallow any thought relevant to the task (i.e.. Actively participating in phone conversation)

Dominant interruption: Largely occupy the mind, leaving thought about the task to slowly develop in the back of one’s mind (i.e. recreational web browsing)

Distractions: Do not stop one from consciously working on task but do draw attention away from it thus slowing the accuracy, thoroughness and speed of completion (i.e. instant messaging friends)

Background activities: may not be obvious but divert some portion of one’s attention away from task. (i.e. listening to music)


7


8

Top Time Wasters

1. Lack of planning, prioritizing and focus

2. Procrastination

3. Interruptions

4. Lack of delegation

5. Unnecessary meetings / meetings without an agenda with time slots


9

Top Time Wasters

6. Crisis management, fire fighting

7. Email and internet

8. Not saying 'No'

9. Lack of organization and untidiness

10.Not enough time-off or time for yourself


10

Top Time Wasters

11.Lack of tools – forcing workarounds

12.Too many ways to “forget”

13.Lack of clarity in action items / responsibilities and follow through

10 Most Common Time Management Mistakes

1. Failing to keep a to-do list

2. Not setting personal goals

3. Not prioritizing

4. Failing to manage distractions / interruptions

5. Procrastination


11

10 Most Common Time Management Mistakes

lTaking on too much

lThriving on “busy“

lMultitasking

lNot taking breaks

lIneffectively scheduling tasks


12

How Good Is Your Time Management?

For each statement, check the column that best describes you. Please answer questions as you actually are (rather than how you think you should be), and don't worry if some questions seem to score in the 'wrong direction'.


13

# Question Notat all

Rarely Sometimes

Often VeryOften

1 Are the tasks you work on during the day the ones with the highest priority?

2 Do you find yourself completing tasks at the last minute, or asking for extensions?

3 Do you set aside time for planning and scheduling?

4 Do you know how much time you are spending on the various jobs / tasks you perform?



14


Rarely Sometimes

Often VeryOften

5 How often do you find yourself dealing with interruptions?

6 Do you use goal setting to decide what tasks and activities you should work on?

7 Do you leave contingency time in your schedule to deal with "the unexpected"?

8 Do you know whether the tasks you are working on are high, medium, or low value?



15


Rarely Sometimes

Often VeryOften

9 When you are given a new assignment, do you analyze it for importance and prioritize it accordingly?

10 Are you stressed about deadlines and commitments?

11 Do distractions often keep you from working on critical tasks?

12 Do you find you have to take work home, in order to get it done?



16


Rarely Sometimes

Often VeryOften

13 Do you prioritize your "To Do" list or Action Program?

14 Do you regularly confirm your priorities with your boss?

15 Before you take on a task, do you check that the results will be worth the time put in?

3 Reasons why we don’t get done what needs to be done!

1. Our beliefs

2. Negative Mental Programming

3. Self-Limitations


17

18

21 Effective Time Management Tips

1. Ask yourself “Is what I am doing right now the best use of my time?”

2. Know thyself and thy time wasters and STOP

3. Practice not answering the phone just because it's ringing and e-mails just because they show up. Disconnect

4. Schedule / Block time – you have to “make time” as you will never “find time”


19


5. Use “to do lists” – include “where” in the schedule – great apps (Put Things Off)

6. Eat that elephant one bite at a time - work on larger tasks for short periods of time

7. Create start and stop times as well as what you will accomplish in that amount of time

8. Plan more time than you actually think it will take


20


9. Stop trying to multi-task and start practicing mindfulness

10. Challenge your own tendency to say 'yes' without scrutinizing the request - start asking and probing what's involved - find out what the real expectations and needs are

11. Take 2 minutes to think about better options


21


12. Re-condition the expectations of others as to your availability and their claim on your time

13. Always probe deadlines to establish the true situation - people asking you to do things will often say 'now' when 'later' would be perfectly acceptable


22


14. Do not start lots of jobs at the same time - even if you can handle different tasks at the same time it's not the most efficient way of dealing with them, so don't kid yourself that this sort of multi-tasking is good - it's not

15. Manage your environment

16. Appropriately challenge anything that could be wasting time and effort, particularly habitual tasks, meetings and reports


23


17. Have a regular place for things and put them back when you’re done with them

18. Use a calendar and write down everything you need to do and when you need to do it – on the same calendar

19. Relearn how to focus

20. Stop procrastinating

21. Build coping skills to deal with [email protected]

262-993-4883

Work smart or hard!

A man was hired to paint the stripes down the middle of Main Street. The boss issued him a can of paint and a paintbrush and checked up on him after an hour and he noticed he was making reasonable progress. When the boss visited him at lunchtime, he saw that progress had slowed dramatically. At the end of the day, the boss counted only two new stripes since lunchtime and called his new worker to account for the lack of results. The worker said, "Well, just look how far I am from my paint can!"


24

Work smart or hard!

Where do you need to move your paint can?


25

26

THANK YOU

Thank YOU for allowing me the privilege of spending this time with you!

It has certainly been my pleasure!

Please do not hesitate to call me if I can be of assistance to you, your company, or your team or another professional organization to which you belong.

I would be honored to talk to you. I am always willing to brainstorm, learn and share with others!

Spizzerinctum Group LLC Energy Enthusiasm Success

Julie Kowalski 262-993-4883 [email protected]

Documents

APICS & NAPM Buffalo February 12, 2014 Effective Time Management Skills: Eliminating the Biggest Time Wasters Presented by: Julie M. Kowalski Of Spizzerinctum