time management workshop - uls leadership program
DESCRIPTION
Prepared as a component of the Pitt University Library System's Leadership Development Program, a year-long set of learning activities to strengthen ULS leadership capacity for achieving strategic initiatives, managing projects, and working in teams across organizational boundaries.TRANSCRIPT
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Time Management Workshop
Prepared by Karen Calhoun
for the ULS Leadership Program
12 June 2012
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Credits
• Patti Hathaway – 1993 workshop
• Stephen Covey and Charlie Whiting – 1996 First Things First workshop
• SkillPath workshop – Managing Multiple Projects, Objectives, Deadlines – 1998?
• All the colleagues who have helped me try to “keep the main thing the main thing”
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Illustration John Tenniel, Alice in Wonderland. Public domain.
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Learning Objectives
• Understand your own time management habits
• Identify what you want to change
• Assess what controls your time
• Explore the links between values and how you manage your time
• Add some tips and tricks to your personal tool kit
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CHANGING OLD HABITS IS HARD AND
FEELS WEIRD
Write your name with the hand you usually use
________________________________________
Write your name with the other hand
________________________________________
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Getting in Control
Self-examination
Tools and techniques
Commitment and practice
Control*
*The fine print: 100% control is not possible, especially as you advance in your career. See Peter Drucker “Know Thy Time” to learn more.
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What Robs Your Time? Pick Your Top Five
Procrastination Poor planning Inadequate equipment
Interruptions
_____ _____ _____ _____
Indecision E-mail/phone Lack of procedure
Lack of authority
_____ _____ _____ _____
Inability to say “no”
Anger and arguments
My own mistakes
Multiple bosses
_____ _____ _____ _____
Others’ mistakes
Socializing, chat
Unclear priorities
Cluttered workspace
_____ _____ _____ _____
Waiting for others
Failure to listen
Poor communication
Shifting priorities
_____ _____ _____ _____
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Look at your top five …
• Which ones do you have limited control over?
• Which ones do you have maximum control over?
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Personal power grid
CAN CONTROL CAN’T CONTROL
TAKE ACTION MASTERY CEASELESS STRIVING
NO ACTION GIVING UP LETTING GO
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Exercises/Discussion
• Results from “Time Mastery Profile” (Inscape Publishing)
• Handout – “The main thing”
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Action Plan Part One
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Am I Addicted to Urgency?
• Sense of excitement
• Energy
• Status (in our society, a busy person = an important person)
• Feels good to solve crisis
• Good at it
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Some Possible Signs of Urgency Addiction
• I work better under pressure
• I’m too busy to think about it now
• I feel guilty when I’m not working
• I hate to wait or stand in line
• I give up family or personal time to handle a crisis at work
• Someday I’ll be able to do what I really want to do
• I know ____ is important, but I don’t have time now
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Time Management Matrix
Urgent Not Urgent
Important Quadrant 1: Critical problems, deadline-driven projects
Quadrant 2: Preparation & prevention, re-creation, relationship building
Not Important Quadrant 3: Interruptions, some e-mail/calls, some meetings, many “proximate” matters
Quadrant 4: Trivia, busywork, junk mail, time wasters
Adapted from Covey
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Time Tools
• Personal log
• Master list
• Priority planning worksheet
• Weekly plan
• Daily plan
• More ….
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Time Concepts
• Prime time
• Strategic reserve time
• Quiet time
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Time tool exercise
• How many hours are in your day?
• How much time do you actually have?
• How are you going to use it?
• See set of handouts
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An Unexpected Way of Paring Down a Task List: A
Tip from Laurie Ford (laurieford.com)*
MANAGING THE “IN-BETWEEN”
• Agreements
• Requests and promises
• Manage the “arrows” not the boxes
• Fine tune your network of agreements
• Manage “dues” not “to dos”
WHAT HAVE I PROMISED TO OTHERS? WHAT HAVE OTHERS PROMISED TO ME?
*Speaker at Women in Project Management Conference, June 2008, Columbus OH
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Why Do We Procrastinate?
• Forget
• Don’t know how
• Don’t have means
– Lack of resources
– Too complicated
– Prospect of conflict
• Attitude
– Unpleasant
– Outside my comfort zone
– Fear of making mistakes
– Sidetracked
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A Dozen Ideas for Dealing with Procrastination
• Deal with tough issues during your prime time
• Start small but start
• Write yourself a reminder
• Reward yourself (I’ll take a break after …)
• Keep a master list
• Go somewhere else to do it
• Schedule it; set aside time, make a deadline
• Seek help
• Let go (delegate)
• Fight perfectionism
• Listen to your self-talk (yes you can!)
• JUST DO IT
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Do It for 15 Minutes
http://chronicle.com/blogs/profhacker/why-15-minutes/40196?sid=wc&utm_source=wc&utm_medium=en
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Ideas for Dealing with Interruptions
• Stand up
• Be aware of “people traps” and traffic patterns
• Maintain your work posture
• Establish quiet time
• Have a clock visible at all times
• Develop a plan for consolidating calls, e-mail, etc.
• Think to yourself “Can this wait?”
• JUST SAY NO
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Can You Say “No”?
I CAN SAY NO WHEN …
• Boss asks for work I don’t have time to do
• Peer asks me for help and giving it would put me behind schedule
• Some places unrealistic demands on me
• Someone asks me for information I shouldn’t give out
I CAN SAY NO …
• Without feeling guilty
• Several times, if I need to
• Without feeling fearful
• When someone is sulking, crying or getting angry
• To establish limits with my boss
• To establish limits with my peers
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Tips for Saying “No”
• Evaluate the request against your goals/plan
• Ask for clarification (be sure you understand the request)
• Say ‘no’ if appropriate
– Boss: “Yes, provided someone else can… provided there is opportunity for …”
– All others: “My problem is…” or USA = “I Understand … here is my Situation … let’s [Action]”
• Give options if possible
• Say it again, calmly (broken record)
• Don’t give up, don’t lose your temper
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Managing Paper Stacks, E-Mail
• Turn off e-mail beep!
• T.A.S.K. – Toss it, Act on it, Send it on, Keep it
• Decide on a filing system and use it
• PUT THINGS AWAY
– Afraid of forgetting? Make a note in Outlook, master list, weekly plan, “perhaps” list …
• Throw away as much as possible
• Set aside time to clear your desk/in-box (15 minute trick?)
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Action Plan Part Two
1. What is at least one new time management habit I want to develop?
2. What steps will I take in the next two weeks?
3. What steps will I take in the next two months?
4. Who will I ask to help me, and what will I ask them to do?
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The Benefits of Managing Your Time
• “We have to decide what our highest priorities are and have the courage—pleasantly, smilingly, nonapologetically—to say ‘no’ to other things. And the way you do that is by having a bigger ‘yes’ burning inside. The enemy of the best is often the good.”—Stephen Covey
• For career
• For building relationships
• For relaxing
• For thinking
• For staying current
• …
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Evaluations of This Workshop Please!
• Please go to evaluation form for this workshop
• Fill it out
• I’ll share summary
• Thanks!