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