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Time Management
Getting Started Or Revisiting
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Frank Worts, PCMI Consultant
Today’s Goals
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• Identify typical time management issues.
• Explore the realities of how time is really used.
• Identify typical mistakes people make & how to correct them.
• Provide strategies & tangible suggestions for more effective time management.
Food for Thought• It’s not enough to be busy, so are the ants. The question is, what are we busy about? ‐ Henry David Thoreau
• The key is in not spending time, but in investing it. ‐ Stephen R. Covey
• If you want to make good use of your time, you’ve got to know what’s most important and then give it all you’ve got. ‐ Lee Iacocca
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An Honest AssessmentHow Time is Wasted
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The cold hard facts:
The average public sector worker wastes 2+ hours per day.
The research was conducted through Dulles, Va.‐based AOL's Find a Job site.
2 2.2 2.4 2.6
Insurance
Public Sector
Research
Education
Software &…
Hours per day
Top 5 Time Wasting Jobs
An Honest AssessmentHow Time is Wasted
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Top Time Wasting Activities1. Internet personal use 52%
2. Socializing with co‐workers 26.3%
3. Taking care of personal errands 7.6%
4. Spacing out 6.6%
5. Making personal calls 3.9%
6. Arriving late / leaving early 2.9%
7. Applying for other jobs 0.7%2nd Annual survey by AOL and Salary.com
An Honest Assessment
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Time Wasted During 8‐Hour Day
• Assumed by HR 0.94 hrs.
• Privately Suspected by HR 1.60 hrs.
• Admitted by Employees 1.86 hrs.
Food for ThoughtEach day has:
• 24 hours• 1440 minutes
• 86,400 seconds.
There is no more or less. This is the time we have.
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Typical Issues
• There is too much to do and not enough time.
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Typical Issues
• Others are wasting my time.
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Typical Issues
• I can’t get anything done.
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Typical Issues
• They keep adding more & more things to do.
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Typical Time Management Mistakes
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Failing to Keep a To Do List
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Importance of the To Do List1. Creates a focus on what needs to be done.
2. Provides the opportunity to see the total of what needs to be done so that priority can be assigned.
3. Allows you to see patterns or tasks that are similar & might be better accomplished together.
4. Allows you to quickly reoriented & get back on task if interrupted.
5. Reduces worry related to forgetting a task.
6. Can create a sense of accomplishment when items are checked as completed.
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Correct Way to use a To Do List1. Only put items on the list that you are actually
going to do.
To Do• Calls – Jones, Smith, Williams.
• Monthly progress report
• Enter data for Mr. XYZ
Notes• Prepare for supervision
• Suggest item for staff meeting
• Schedule lunch with Jeri
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Correct Way to use a To Do List
2. Create your to do list at the start of the day by reviewing your notes list & yesterday’s to do list.
To Do• Calls – Jones, Smith, Williams.
• Monthly progress report
• Enter data for Mr. XYZ© 2012 PCMI
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Correct Way to use a To Do List
3. Break larger tasks into smaller ones.
To Do• Calls – Jones, Smith, Williams.
• Gather documents for progress report
• Schedule time for 1stdraft of progress report.
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Correct Way to use a To Do List
4. Group similar tasks.
To Do• Calls – Jones, Smith, Williams.
• Monthly progress report
• Enter data for Mr. XYZ
Correct Way to use a To DO List
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Most Important
Moderate Importance
Least Important
5. Prioritize your tasks.
One Way to Prioritize
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URGENT NOT URGENT
IMPORTANT
NOT IMPORTANT
One Way to Prioritize
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Return calls to consumers
Work on documentation
Schedule meeting
20 minute walk
Drop off dry cleaning
Enter office football pool
Not Setting Personal Goals
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Setting Personal Goals
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Non‐Work Life Work Life
Setting Personal Goals
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4th 3rd 2nd 1st
Failing to Manage Distractions
Tasks to be completed.
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WorkflowDistraction
Distraction
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Manage Distractions
• Manage email alerts
• Manage phone calls
• Manage intruders
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• Manage email alerts
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• Manage email alerts
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Manage Distractions
• Manage phone calls
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Manage Distractions
• Manage intruders
Sorry, I’m not available Until after 2 p.m. today.
Multitasking
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http://faculty.winthrop.edu/hinera/CRTW‐Spring_2011/TheMythofMultitasking_Rosen.pdf
Negative Time Waster
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The cold hard facts:
• Most people can keep their jobs working at only 20 to 30% of capacity.
• Several workplace studies show that at least 25 % of workers said they were capable of doing 50 % more work.
• On average, they estimated they could do 26 % more.
The Role of Negative Attitudes
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• How much time is spent on dealing with things like:
The Monday Morning Blues
• And how dysfunctional is:
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Shifting the Tone
• We live in a culture where negative attitudes about work are the norm.
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In the 3 previous examples the underlying tone is that work is not desirable, a very counter‐productive tone for being productive.
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Negative or “Trash” Talk
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Some Final Suggestions
• Know how you actually do spend your time.
• Read your email once – then act on it. File it, deleted it, or respond to it.
• Don’t be afraid to say “no”. If you are pressed for time, be honest and let people know that you can’t do what they’ve asked.
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Some Final Suggestions
• Plan your break time. Too often people work less effectively because they haven’t taken the few minutes they need to recharge themselves.
• Only schedule meetings when you need the face‐to‐face interaction for decision‐making. Use memos and email to give people information.
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Some Final Suggestions
• Try to avoid meetings where there is no agenda.
• Delegate when and where possible. If someone else can do it better and quicker, you shouldn’t be the one doing it.
• Block out time. Schedule, just like you would for a meeting, time to work on specific tasks.
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A Quick Review
• We only have 24 hrs a day. Yet for most of us there is waste in this.
• Recognize we are not likely to be asked to do less.
• Honestly assess where and how you waste time.
• Avoid crooked thinking – it sets you up for failure.
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A Quick Review
• Learn to use a to do list correctly.
• Set goals to help prioritize your to do list.
• Eliminate as many distractions as possible.
• Avoid multitasking – it’s a myth.
• Avoid negative or trash talk.
Questions
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• Send additional questions to:
Info@P‐C‐M‐I.org
• Include the following in the message title:NYSAAAA/NYSCA Stress Management
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