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www.dynamiccorp.comBalancing the Art & Science of HR
Effective Delegation and Time Management Tools Presented By Megan Richardson, PHR, SHRM-CPVP of Consulting Dynamic Corporate Solutions
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Topics
Delegation as a leadership tool
Techniques to get more control over your time
Deal with time crises and “overwhelm”
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Managing Time: Food for Thought
524,160
382,200
Minutes in a Year
WAKING Minutes in a Year
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POP QUIZ
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Time Bandits
Unclear Goals and Priorities
No daily plan Perfectionism Lack of organization Reacting to Crisis Ineffective delegation
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Time Bandits
Interruptions Telephone Email Ineffective Meetings Procrastination
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Most Common Fantasies
I don’t have ENOUGH time.
There are many ways to SAVE time.
The LONGER you work, the more you get done.
Productive people work HARDER.
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Time Management Archetypes
Achiever Priority-centered
Waster Time-centered
Bull Accomplishment-centered
Performer Progress-centered
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Exercise: The Boss Calls
With your team, decide Wilhelm’s best course of action.
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Rationale-Based Time Management
1 2 3 4 5Importance
FinancialUrgent
Time requiredInfo needed
Others qualified
A Quick Tool for “Crisis”
Time Conflicts
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Tackle the Causes of Overwhelm
Ambiguity Conflict Overload Responsibility Change
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Using Time Well – Strategically
• Discuss with your manager, key skill sets.I must do personally
• Find outliers and any common themes.Others can do
• Create cause-effect diagram.• Ask 5 Whys.
Could be simplified
• Plot frequency and severity of events against time.
• Establish priorities.
Could be eliminated
Think strategically about your major responsibilities and what it takes to accomplish them.
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FAST Delegation Model
Focus
Agree
Schedule
Track
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When to Delegate to Whom
WHEN:You need more timeDevelopmental opportunityYou have time to do it rightYou are under pressure
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When to Delegate to Whom
WHO:Recognition for performanceWho needs developmental OJT experienceThe right level of experienceWorkload of employee
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Delegation Planner
Describe the Work Expected Assign the Proper Level Date
Employee Project 1 Task(s) 2 Responsibility 3 Accountability Delegated Due
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Time Management
Have a Plan Understand priorities Use technology, don’t let it manage you Have contingency plans Remove Time Bandits Delegate
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The Big 3 Recommendations
Rule #1 - Small Changes over Time Make a Big Difference
Rule #2 – 80-20 (Pareto) Principle
Rule #3 – Bowling Ball Rule
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Conduct a Time Study
Review how you spend your time in specific increments -day/week/month
Mark % of time for each task You’ll Be Surprised Where
Your Day Goes
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Eat That Frog!
Source: https://readingraphics.com/book-summary-eat-that-frog/
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Organize Your Work
Don’t allow yourself to be distracted
Determine the steps needed to complete the task
Work until you can cross it off your list
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Turn off alerts
Block out 3 times a day to respond
Get it out of your inbox
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Manage The Phone
Answer it and immediately set expectations for your availability
“I’m so glad you called. I have 10 min before my next meeting and I really want to chat with you.”
Call people when they will not be tempted to chat
Before Lunch, at the End of the Day
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Make A List
Set the daily plan at the end of the workday for the following day
Include realistic expectations and stretch goals
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Just Say ‘No’
Know your prime working hours
Block this time just for you
Internal ‘STOP’ Signs
Politely let people know you’re up against a deadline
Schedule a time when you can meet with them
www.dynamiccorp.comBalancing the Art & Science of HR
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