Effectively Managing YOU!

Presented By Imagine Schools DC Region

Time management really means managing yourself!

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Session Objective:

Provide you with time and structure to:

reflect on your own practice of self-management and

identify next steps

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Our Work Context:

Forces: TechnologyWork

expectationsInformation

availabilityEasy of access

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REFLECT

Turn to a partner and share briefly why you are here and what you hope to walkaway with

Use section #1 of your reflection sheet to self assess how well you are managing yourself and your responsibilities

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Two Parts of Self Management We Will Discuss:Play Offense and Defense

Offense:- Have a smart plan- Systems to help people do things right the first time

Defense:- Manage the things which pull you off plan

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Playing Offense: Have a smart plan for your day

Offense:

- Have a smart plan- Systems to help people do things right the first time

Defense:- Manage the things which pull you off plan

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What Is Time Management?

It is a process of constantly asking what is more important, and arranging priorities to reflect each choice. It is knowing:

A system: For helping you meet your goals Practical tips: For using your time effectively

How to succeed: When facing stumbling blocks or procrastination

Yourself: Your habits, goals, and time during the day when you’re most alert and productive Time management really means managing yourself!

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High Leverage Tool:Strategic Calendaring

Idea one: What’s Important?Focus on Big Rocks Big Rocks Youtube

Idea two: What’s the plan?“If you don’t know where you are going, any road will take you there.”

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Plan your week placing your Big Rocks first. Make a list. At the beginning of the week write out the Big Rocks that

you want to accomplish this week.

Keep it short. Shoot for about one per day.

Place the Rocks. Look at your weekly schedule and put them in the schedule. Try to put them in a spot where you know you’ll get them done.

◦ Not a spot that’s traditionally too busy to concentrate, and not in a little half-hour window between meetings. Give yourself time to do it.

Leave space for the incoming pebbles. Don’t fill in the rest of the schedule if possible completely.

◦ An overly tight schedule tends to bump into itself, pushing things back when other things inevitably take too long.

Source: http://zenhabits.net/big-rocks-first-double-your-productivity-this-week/

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Your Recurring Calendar Should Reflect Your Roles or Respon-sibilities

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Translate Roles/Responsibilities into Calendar

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REFLECT

Using section #2 of reflection sheet:

• Self assess how clear you are on your big rocks (productivity levers) and how well your calendar reflects your responsibilities

• Note any action items you may want to take

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Playing Defense:

Offense:- Have a smart plan- Systems to help people do things right the first time

Defense:

- Manage the things which pull you off plan

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Your Desktop Is Not a To-Do List…or is it?

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Managing the Incoming Traffic

The GTD Workflow ProcessThe GTD Workflow Process

1. Collect things that command our attention

2. Process what they mean and what to do next

3. Organize the actions into lists

4. Review to ensure we follow through

5. Do what needs to be done

1. Collect things that command our attention

2. Process what they mean and what to do next

3. Organize the actions into lists

4. Review to ensure we follow through

5. Do what needs to be done

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GTD Model for Dealing with the STUFF

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High Leverage Tools: Project Plans

The Defining Projects Exercise1. Identify a project - a commitment that will take more than one action to finish.2. Describe the outcome - what the project will look like when it is complete.3. Write down the next action required to move the project towards completion,4. Transfer it to your next actions list.

The Defining Projects Exercise1. Identify a project - a commitment that will take more than one action to finish.2. Describe the outcome - what the project will look like when it is complete.3. Write down the next action required to move the project towards completion,4. Transfer it to your next actions list.

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REFLECT

Using section #3 of reflection sheet:

• Self assess how well you are managing the incoming stuff

• Reflect on the idea of a “trusted system” to hold all the stuff

• Note any action items you may want to take

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“Time Wasters”Time wasters are any type of (often simple) activity that when not managed becomes adistraction from more important work athand:

EmailSelf-InterruptionsConstant InterruptionsConflictSocializingPostponed Decisions

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Em

ail

Constantly checking emails? Do you check thembefore or instead of you high-priority projects? Is most of your day occupied by thoughts ofreceiving an replying to e-mails?

Unless your receiving a urgent message, don’tstop what you’re doing to run and check yourmessages each time you hear the “bell” ring. Only check email’s in a timeframe that works best foryou (perhaps every 3 hours).

During the rest of your work time, turn off your email to resist the temptation to check eachmessage as it arrives.

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Self-InterruptionsUnless it’s being used for business, turn off your cell-phone. How many times have you been around your desk, focusingintently on a project, when “Ding!” a text message arrives,you pick it up immediately and respond, at length, aboutwhat you’ll bring to your friend’s house to dinner for FridayNight. By the time you finish exchanging text messages, you’ve forgotten a critical piece of your project.

Block out all those things that lead you to interrupt yourself.

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Con

sta

nt In

terru

ptio

ns

Do people waltz into your officeunannounced? Do they “hang out” andtalk about non work related things?

In order to properly use that time tofocus on priorities and unfinishedtasks, block out time when nobody isallowed to interrupt to you and ifnecessary put up a sign that says:

“Focus time”. Come back in an hour

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ConflictHandle whatever conflicts are in your life so as tominimize the “drains” in your life. Conflict takes upenergy and drains us of our ability to beenthusiastic, focus and productive.

SocializingToo much socializing with our colleagues can be distracting.

Understand the difference between productive socializing and wasting time; there’s a fine line and balance between the two.

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REFLECT

Using section #4 of reflection sheet:

• Self assess identifying your biggest time wasters and how well you are managing yourself

• Note any action items you may want to take

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Playing Offense: Have a smart plan for your day

Offense:- Have a smart plan

- Systems to help people do things right the first time

Defense:- Manage the things which pull you off plan

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Use Wikis and Process Maps to Reduce Future Time Drains

Process maps• Define for people how to do what you expect or get what

they need without having to take your time• Good for routine items and highly complex items

Wikis• Provide access to broad set of people who tend to not be

well organized themselves

http://dcimagineschools.wikispaces.com/

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Finalize your Action Plan

Finalize your planShare it with your partner and agree to

follow up within 3 weeks

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THE END

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APPENDIX

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COVEY 7 Habits Model to Plan Your WeekCOVEY 7 Habits Model to Plan Your Week

Source: http://www.ymresourcer.com/documents/

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(1) Review Your Mission

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(2) Identify Your Roles

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(3) Create Your Goals

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(4) Schedule your Activities

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Warning!!!Schedule the ‘Big Rocks’

First!!!

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Or they will not fit in!!!

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(5) Adapt Your Schedule•Preview your day•Prioritise your activities•Reschedule your activities

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(6) Evaluate Your Progress

• What goals did I reach? • What goals did I miss?• What can I learn from the week?

• Am I setting good goals?

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COVEY 7 Habits Model to Categorize Types of ActivitiesCOVEY 7 Habits Model to Categorize Types of Activities

Source: http://www.ymresourcer.com/documents/

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1. Live Your Priorities1. Live Your Priorities

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Two factors define an activity:

Importance and Urgency

Importance: Your most important things, your first things, activities that add to your mission.

Urgency: Pressing things, in-your-face activities that demand immediate attention.

Two factors define an activity:

Importance and Urgency

Importance: Your most important things, your first things, activities that add to your mission.

Urgency: Pressing things, in-your-face activities that demand immediate attention.

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Urgency Urgency

Imp

ort

an

ceIm

port

an

ce

2

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1

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URGENT NOT URGENT

IMPO

RTA

NT

NO

T IM

PO

RTA

NT

Exam tomorrowFriend get injuredLate for schoolProject due todayCar breaks down

Quadrant 1 Quadrant 1

Planning/goal settingEssay due in a weekExerciseRelationshipsRelaxation

Quadrant 2Quadrant 2

Too much TVEndless phone callsExcessive gamingMall marathonsTime wasters

Quadrant 4Quadrant 4

Unimportant callsInterruptionsOthers problemsPeer pressure

Quadrant 3

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Q1 Q2

Q3 Q4

Q1

Result: Stress, Burnout, Deeper crises

Result: Stress, Burnout, Deeper crises

Spend less time inQ2 and you’ll increase size of Q1

Spend less time inQ2 and you’ll increase size of Q1

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Q1

Q3 Q4

Q1

Spend more time inQ2 to decreasetime spent in Q1

Q2

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Q1 Q2Q1

Where do you find time for Q2

Q4Q3

Say NO! to Q3 and Q4 activities

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Q1

Q3 Q4

Q1

Q4Q3

Q2

This is the result of Q2 living!

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Q1 Q2

Q3 Q4

Q1

Q4Q3

Q2

What one thing can I do on a regular basis that will make a

great difference in my life?

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Q1 Q2

Q3 Q4

Q1

Q4Q3

Q2

What one thing can I do on a regular basis that will make a

great difference in my life?

That is a Q2 Activity!!!

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My

mis

sio

n is

:

Roles Goals

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

5 5 5 5 5 5 5

6 6 6 6 6 6 6

7 7 7 7 7 7 7

8 8 8 8 8 8 8

9 9 9 9 9 9 9

10 10 10 10 10 10 10

11 11 11 11 11 11 11

12 12 12 12 12 12 12

1 1 1 1 1 1 1

2 2 2 2 2 2 2

3 3 3 3 3 3 3

4 4 4 4 4 4 4

Priorities

5 5 5 5 5 5 5

6 6 6 6 6 6 6

7 7 7 7 7 7 7

8 8 8 8 8 8 8

Tasks

Tasks Tasks

Tasks

Tasks Tasks

Tasks

Sample Calendar

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