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3/1/2020 1 © 2013 Emergenetics, LLC Boosting Efficiency and Productivity © 2013 Emergenetics, LLC SOME FACTS ABOUT TIME MANAGEMENT 13 different methods to manage time 17 million meetings in America every day A messy desk = 1½ hours a day looking for things 20% of the workday is spent on "crucial" things; 80% of the workday is spent on things that have "little or no value" 1 2

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Page 1: Boosting Efficiency and Productivity › amo_hub_content › Association320...Boosting Efficiency and Productivity ©2013Emergenetics, LLC SOME FACTS ABOUT TIME MANAGEMENT 13 different

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© 2013 Emergenetics, LLC

Boosting Efficiency and Productivity

© 2013 Emergenetics, LLC

SOME FACTS ABOUT TIME MANAGEMENT

13 different methods to manage time

17 million meetings in America every day

A  messy desk = 1½ hours a day looking for things

20% of the workday is spent on "crucial" things; 80% of the workday is spent on things that have "little or no value"

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© 2013 Emergenetics, LLC

PROGRAM OBJECTIVES

In this workshop you will:

Define time management with Emergenetics     emphasis.

Determine what time management obstacles keep you from reaching maximum productivity…EMAIL? 

Learn time management strategies to help accomplish your responsibilities. 

© 2013 Emergenetics, LLC

Time Management Quadrants

Emergenetics  Insights 

Time Management Strategies

Your Time Management 

Plan

LEARNING ROADMAP

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© 2013 Emergenetics, LLC

JUST WONDERING…

If you could change one thing about how your 

time is currently managed that would make 

you more effective, what would it be? 

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YOUR DRIVING VALUE

What are the five most important 

things that you spend time on in 

your life?

Write down your responses

© 2013 Emergenetics, LLC

TIME MANAGEMENT

Time Management is a 

function of your priorities 

and a philosophy that 

allows you to live by 

design and make choices, 

not reactions.

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CLASSIFYING TIME

Time can be classified into four main categories based on two criteria: Importance and Urgency

© 2013 Emergenetics, LLC

QUADRANT 1

Characterized by:

Crises

Emergencies

Pressing problems

Deadline‐driven projects

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QUADRANT 2

Characterized by:

Prevention

Planning

Improvement

Relationship‐building

Exploring new opportunities

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© 2013 Emergenetics, LLC

QUADRANT 3

Characterized by:

Interruptions

Short‐term focus

Crisis management

Resolving co‐workers’ problems

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“Mom! Mom! Mom! Mom!”

© 2013 Emergenetics, LLC

QUADRANT 4

Characterized by:

Time wasters

Busy work

Non‐essential websites

Personal calls

Non‐essential emails

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WHEN TO SAY “NO” (FG p17)

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TIME MANAGEMENT GOAL

© 2013 Emergenetics, LLC

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EMERGENETICS THINKING ATTRIBUTES

Questioning

Rational 

Thorough 

Factual

Objective

Disciplined Organized Methodical

Traditional Follows rules

Sensitive

Thoughtful

Friendly

Supportive

Caring

Inventive

Original

Seeks change

Experimental

Intuitive about ideas

© 2013 Emergenetics, LLC ©EMERGENETICS, LLC

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THINKING ATTRIBUTES AND TIME MANAGEMENT

Let’s Discuss:

How do the Thinking Attributes approach time management? 

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Goal Setting Strengths

Researches what needs to be completed.

Uses technology to keep track of progress.

Creates diagrams for how the process will work.

May analyze how time is spent or the best way to spend time.

>23%

THE ANALYTICAL ATTRIBUTE

© 2013 Emergenetics, LLC

Plans out what needs to be done.

Sticks to the timeline. 

Works in the order that the plan was laid out.

Uses checklists and to‐do lists to manage time.

>23%

THE STRUCTURAL ATTRIBUTE

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Includes others in time management process.

Has conversations with others to find out what they are thinking and doing.

Invites personal feedback.

Celebrates each success.

>23%

THE SOCIAL ATTRIBUTE

© 2013 Emergenetics, LLC

Includes visual references.

Invents new ways to keep track of tasks. 

May never consider a task “complete.”

Looks at the big picture and makes connections between goals and the tasks at hand.

>23%>23%

THE CONCEPTUAL ATTRIBUTE

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THE BEHAVIOR ATTRIBUTES

© 2013 Emergenetics, LLC

BEHAVIORS AND TIME MANAGEMENT

How does each Behavioral Attribute 

react when faced with a time crunch?

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EXPRESSIVENESS AND TIME MANAGEMENT

Will prefer fewer face‐to‐face meetings.

Withdraws to an inner place for resolution.

Will prefer more face‐to‐face meetings. 

Will seek others’ opinions for solutions.

© 2013 Emergenetics, LLC

ASSERTIVENESS AND TIME MANAGEMENT

Will generally sit back and wait for things to resolve themselves.

Will be conscious of others’ time.

Can become overly forceful in completing tasks.

Can infringe on others’ time.

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FLEXIBILITY AND TIME MANAGEMENT

More staunch in appointment making.

Sticks firmly to established schedule to avoid changing the routine.

Can take on more projects in an effort to make up for the situation.

May set aside their own time priorities to accommodate those of others.

© 2013 Emergenetics, LLC

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STAYING IN QUADRANT 2

© 2013 Emergenetics, LLC

DAILY INVESTMENT CHOICES

___%

___%

___%

___%

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TIME MANAGEMENT OBSTACLES

What are some 

obstacles that get in 

the way of effectively 

managing time?

© 2013 Emergenetics, LLC

TIME MANAGEMENT OBSTACLES

1. Email

2. Drop‐in visitors

3. The “non‐crisis crisis”

4. Procrastination

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SOME FACTS ABOUT EMAIL MANAGEMENTMimecast Survery, SaneBox ; McKinsey Global Institute; UC Irvice/US Army

2‐4 Hours spent every day sending email

Average employee spends 650 hours annually reacting to “non‐urgent”, “irrelevant messages”

63% of email is internal communication, 42% of the average inbox is UN‐important and 20% believe the “CC” is overused

8% of work email is spam & 10% is personal correspondence

Email overload increases stressful “high alert state” and increased heart rate.

Banning email doesn’t work.

© 2013 Emergenetics, LLC

CLASSIFYING EMAIL THROUGH TIME

Time can be classified into four main categories based on two criteria: Importance and Urgency

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OBSTACLE: EMAIL

1 hour and 47 minutes per 

day…at least

19.32 days a year

464 hours a year

© 2013 Emergenetics, LLC

OBSTACLE: EMAIL

Turn off auto‐notifications

Read it, answer it

Keep it short and concise

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Brainstorming EMAIL MANAGEMENT 1

• Create relevant email folders

• Reduce total number of email folders

• Decrease sites and newsletters to which you subscribe.

• Write shorter emails that get faster responses.

• Write single subject emails versus the “novel”

• DELETE! DELETE! DELETE! Be brutal in clearing your inbox of the unimportant Q3 & Q4 items.

• Get training from Google or Outlook on using their systems effectively.

• Have company move to 1 email system that all can be trained on.

• Make a call if this buys back time.

• USE TWO MINUTE RULE: If email takes longer than 2 minutes to read then schedule time on your calendar to address it.

• Set aside 30 minute blocks daily to just DO email.

• Set aside one two hour block a week to CATCH UP on email.

• Organize by Priority Projects, C‐Suite/authority…

• Teach people what to send you and what NOT to send you

• Take action immediately.  Make quick decisions if they can be made today.  Do not procrastinate.

© 2013 Emergenetics, LLC

Brainstorming EMAIL MANAGEMENT 2

• Organize with labels, folders and categories

• Unsubscribe from promotional emails

• Set time in your calendar for the REAL IMPORTANT WORK

• RULE of 5: When you look at your email then minimum get 5 off your plate.

• Process your email once a day…twice a day…

• Select the important emails and delete the rest.

• Have a reply by “Date” folder

• Don’t reply.

• Don’t CC.  It can increase you return traffic.

• Create template replies. Cut and paste.

• 1 Minute Rule: If you can replay in 1 minute or less.  Do it and get it off your plate.

• Set time limits for how long you will engage email at any given email management time.

• Touch it once and be done with it.  

• Find email checking routine that works for you.

• Do YOUR PEOPLE KNOW their DECISION RIGHTS?  CLARITY‐‐‐TRAIN‐‐‐EXPECT‐‐‐DELEGATE‐‐‐INSPECT‐‐‐REPEAT

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OBSTACLE: DROP-IN VISITORS

Possible Responses:

“I have a deadline to meet.”

“I’m right in the middle of an important project.”

“I will find you later to discuss.”

“Let’s schedule another time to discuss.”

“I have __ minutes free to chat.”

© 2013 Emergenetics, LLC

OBSTACLE: THE NON-CRISIS “CRISIS”

Respectfully say no

Identify what will be moved in priority if your focus shifts

Direct them to someone else who can assist

Direct them to an actionable next step

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OBSTACLE: PROCRASTINATION

Reasons for Procrastinating

Lack of direction

Lack of enthusiasm

Fear of failure

Fear of success

Battle for control

© 2013 Emergenetics, LLC

OVERCOMING PROCRASTINATION

ANALYTICAL:

• Try the “10 minute” rule.

• Weigh the pros and cons of doing the task vs. not doing the task.

ANALYTICAL:

• Try the “10 minute” rule.

• Weigh the pros and cons of doing the task vs. not doing the task.

STRUCTURAL:

• Organize the task into manageable steps.

• Create a backup plan in case something goes off course.

STRUCTURAL:

• Organize the task into manageable steps.

• Create a backup plan in case something goes off course.

SOCIAL:• Look at how the outcome can benefit others.

• Enlist the help of others; delegate where possible.

SOCIAL:• Look at how the outcome can benefit others.

• Enlist the help of others; delegate where possible.

CONCEPTUAL:• Brainstorm ways to get clearer direction.

• Visualize success to overcome fear of failure.

CONCEPTUAL:• Brainstorm ways to get clearer direction.

• Visualize success to overcome fear of failure.

• Give yourself a pep talk that you will be successful.

• Break the task into smaller chunks.

• Talk out the task with another to clarify direction.

• Enlist a cheerleader to create enthusiasm.

• Say “no” without saying “no.”

• Set small benchmarks.

• Address roadblocks directly.

• Power through the task.

• Focus on completing one task at a time.

• Remove all possible external distractions.

• Prioritize tasks

• Explore other ways the task could be completed.

EXPRESSIVENESS

ASSERTIVENESS

FLEXIBILITY

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ELIMINATE TIME WASTERS

1. Create a sheet for each hour you are awake. 

2. At each hour ask: “Did I invest my time wisely?”

Yes: Leave it blank

No: Write a few works that describe what you did

3. Continue all day, MAYBE all week.

4. Evaluate where you are “wasting” time and make changes to avoid these activities. 

© 2013 Emergenetics, LLC

TIPS TO MANAGING TIME

Once you’ve managed time for Quadrant 2 

tasks, here are tips to remain there:

Create a time buffer 

Learn to respectfully say “no” (How do you say “No”?)

Put worst things first (“get it over with”)

Schedule time for yourself (when do you sharpen the saw…at work?)

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CREATE A TIME BUFFER

• Allow yourself enough time when events inevitably run over their allotted times.  This is known as the time buffer. (Trick your brain…allow for more 

time=running ahead of schedule)

© 2013 Emergenetics, LLC

RESPECTFULLY SAY “NO”

Questions to help you respectfully say “NO” and Stay In Q2:

1. What would you like me to give up in order to get this done? I’d be DELIGHTED to do this for you, but that means  other projects will be delayed.  Is this okay?

2. I’m not going to be able to help you with this today.  How do you suggest this task be addressed?

3. Examples of an Effective “No” / Ineffective “No”

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PUT WORST THINGS FIRST

1. Schedule your most unappealing activities to be completed first. (Or, schedule them at your highest energy 

part of your day.)

2. Follow the 10‐Minute Rule: Set a timer for 10 minutes and commit to giving this task 100% of your time for all 10 minutes. (Great for email)

© 2013 Emergenetics, LLC

SCHEDULE TIME FOR YOURSELF

“By taking breaks in the middle of the morning and the middle ofthe afternoon, getting out of the workplace altogether atlunchtime, and leaving work at a reasonable time in the evening,you can improve the quality of your work and get more done in lesstime.”

~Ernest Rossi, Author “The Psychobiology of Mind-Body Healing”

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More on Time For Yourself

• Pythagorean Breathing

• Go to the Beach (You Tube)

• Learn what your personal building Happiness Activities are in the How of Happiness.

© 2013 Emergenetics, LLC

TIPS TO MANAGING TIME

What are some other 

ways of effectively 

managing time?

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© 2013 Emergenetics, LLC

STAYING IN QUADRANT 2

To effectively stay within Quadrant 2, consider: 

Unity

Balance…Out of Balance on Purpose

Weekly Planning / “Daily Check‐in”…look at 

your schedule multiple times a day.

Focus on People

Flexibility

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EMERGENETICS-BASED TIME MANAGEMENT PLAN

When choosing a personalized system consider:

Mobility

Method for prioritizing

Area to capture your values

Weekly and daily planning

Puts you in control

Helps you go slower (fast pace= anxiety)

Capitalizes on your Emergenetics strengths

© 2013 Emergenetics, LLC

ANALYTICAL:

Latest technology to organize and plan.

Time to reflect and think. 

Loses energy when surroundings are disheveled.

ANALYTICAL:

Latest technology to organize and plan.

Time to reflect and think. 

Loses energy when surroundings are disheveled.

STRUCTURAL:

Embrace your desire to prioritize.

Utilize an A, B, C system 

Set procedures

STRUCTURAL:

Embrace your desire to prioritize.

Utilize an A, B, C system 

Set procedures

SOCIAL:

Helps you get back on track after distractions.

Prefers to stay flexible

Likes to save everything

SOCIAL:

Helps you get back on track after distractions.

Prefers to stay flexible

Likes to save everything

CONCEPTUAL:

Create list of things that you don’t want to forget

Build in time for unplanned thinking

Create your own system

CONCEPTUAL:

Create list of things that you don’t want to forget

Build in time for unplanned thinking

Create your own system

EXPRESSIVENESS ASSERTIVENESS FLEXIBILITY

Energized by solitude

Energized by 

people Complete tasks at own pace

Complete tasks at all costs

One project at a time

Comfortable with unplanned  

interruptions

EMERGENETICS-BASED TIME MANAGEMENT PLAN

Use your Emergenetics Profile to develop a time management system that works for your preferences. 

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© 2013 Emergenetics, LLC

APPLICATION AND EXPECTIATIONS

Based upon everything we experienced today, what is one change you plan to make regarding

your current management of time?

© 2013 Emergenetics, LLC

TIME MANAGEMENT

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© 2013 Emergenetics, LLC

Kevin McDaniel CPC, CPL

[email protected]

www.windriverstrategies.net

© 2013 Emergenetics, LLC

TIME MANAGEMENT

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