maximizing your day: effective time management … · • provide characteristics of effective time...

MAXIMIZING YOUR DAY: EFFECTIVE TIME MANAGEMENT

Stephen Sandridge

Stephen Sandridge holds a Bachelor of Science degree in Communications with a concentration in Broadcasting from Toccoa Falls College in Georgia. He is currently the Team Lead of the United States

intakes team at Workplace Options.

Stephen has been with Workplace Options for over 6 years and in his current position he oversees the

production and quality of inbound phone staff and also provides support for intake-related issues.

On a personal note, Stephen has 4 adopted children from Uganda. He also probably knows the name of that guy in that movie that you are having a hard

time remembering!

PRESENTER

LEARNING OBJECTIVES

• Explain the time management process

• Provide characteristics of effective time managers

• Discuss the importance of prioritizing important events

• Explore the role of delegation and communication with others

SURVEY

How often do you feel that there is not enough time to do what you need to?

A. Always

B. Most of the time

C. Sometimes

D. Occasionally

E. Rarely

“Time is the scarcest resource; unless

it is managed, nothing else can be

managed.”

Peter Drucker

TIME MANAGEMENT

A set of principles, practices, skills, tools, and

systems working together to help you get

more value out of your time with the aim of

improving the quality of your life

THE TIME MANAGEMENT PROCESS

Plan

Organize

Staff

Direct

Evaluate

THE TIME MANAGEMENT PROCESS

• Specify goals.Plan

• Arrange activities to achieve your goals.Organize

• Ask for help.

• Take advantage of supportive programs.

• Delegate tasks.Staff

• Use positive reinforcement.

• Reward yourself.Direct

• Monitor your attitude and behavior.

• Track accomplishments.Evaluate

EFFECTIVE TIME MANAGERS

1. Plan for the unplanned

2. Follow a schedule that can adapt to changes

3. Get the important things done

4. Are productive

EFFECTIVE TIME MANAGERS

5. Can juggle several activities

6. Have their short- and long-term goals in mind

7. May keep a daily, weekly, and monthly schedule

KEY PERFORMANCE ACTIVITIES

Improving communication

Better planning and organizing

Better self-care

Seizing new opportunities

Personal development

Empowerment

KEY PERFORMANCE ACTIVITIES EXERCISE

What is the one activity that, if you were to do it superbly well and consistently, would have significant positive results in your personal life?

What is the one activity that, if you were to do it superbly well and consistently, would have significant positive results in your professional/work life?

STEPHEN COVEY’S TIME MANAGEMENT MATRIX

TIME MANAGEMENT TIPS

• Peak performance times

• Parkinson’s law

• Murphy’s second law

1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12

A.M. P.M.

PEAK PERFORMANCE TIMES

PARKINSON’S LAW

“Work tends to expand to fill the time

available for its accomplishment.”

Work

MURPHY’S SECOND LAW

“Everything takes longer than you think it will.”

EFFECTIVE DELEGATION

• Is the art of getting someone else to do something

• Is a crucial aspect of time management

• Helps us to maximize efficiency, develop collaborative relationships, and focus on priorities

EFFECTIVE DELEGATION AT WORK

1. Determine tasks.

2. Choose the right person.

• Request; don’t order.

• Give clear expectations and outcomes.

• Provide proper tools and training.

• Give sincere recognition.

3. Accept that it may be done differently.

WHY WE DON’T DELEGATE TO EMPLOYEES

Uncomfortable asking others

Caught up in routine

Can do task better and faster alone

Too busy/poor planning

Fear that others will make mistakes

Fear of change

• Combine tasks.

• Use incentives and natural consequences.

• Lower your standards.

• Use discretionary time.

• Set limits.

• Communicate your needs.

• Get support.

EFFECTIVE DELEGATION AT HOME

ACTION PLAN

1. Which current strategies are working well?

2. Which strategies need to change?

3. What resources can I draw from?

4. What are three things that I can do immediately to increase my sense of time management?

ALWAYS AVAILABLE.ALWAYS CONFIDENTIAL.

FOR ADDITIONAL ASSISTANCECONTACT YOUR EMPLOYEE ASSISTANCE PROGRAM (EAP)

WORKS CITED

Brefi Group Limited. (2014). Covey’s four quadrants for time management. Retrieved

December 11, 2014, from http://www.brefigroup.co.uk/

Covey, S.R. (1990). The seven habits of highly effective people. New York: Simon & Schuster.

Dunlap, B. (n.d.). The compass or the clock. Retrieved December 11, 2014, from

http://braddunlap.wordpress.com/

Hasan. (2007, June 23). How to delegate effectively. Retrieved December 11, 2014, from

http://www.dirjournal.com/

Worcester Polytechnic Institute. (n.d.). Sixteen traits of effective time managers. Retrieved

December 11, 2014, from http://www.wpi.edu/