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Time Management in a Multi-Tasking Environment. Mark Levy, VP / GSM Radio Advertising Bureau. Remember Grade School?. Time Management. And summers that lasted forever…. Time Management. Does time really go faster as we grow older?. Where the heck does it go? . Time Management. - PowerPoint PPT Presentation
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Mark Levy, VP / GSM
Radio Advertising Bureau
Time Management in a Multi-Tasking Environment
Remember Grade School?
Time Management
And summers that lasted forever…
Time Management
Where the heck does it go?
Does time really go faster as we grow older?
Time Management
“To do is to be.” - Socrates
“To be is to do.” - Aristotle
“Do be do be do.” - Sinatra
Feel more like Sinatra? Time Management
Time Management
Do you have more or less time than last year?
Don’t say you don’t have enough time. You have exactly the same number of hours per day
that were given to Louis Pasteur, Michelangelo,
Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein.
- H. Jackson Brown, Jr.
Time Management
Can we really manage time?
Time management is actually managing ourselves!
Time Management
We are a product of what we repeatedly do.
We are creatures of habit!
Time Management
What things do you do that waste time?
Time Management
• Incomplete information• Employee problems• Lack of support (subordinate and superior)• Handling routine tasks• Putting out fires• Meetings• Phone calls• E-mail• Completing reports• Lunch• Personal obligations
Things that can waste time…
Time Management
Things that do waste time• Working on assumptions• Failure to listen• Correcting avoidable mistakes• Lack of organization• Procrastination• Crisis management• Micro management• Unwillingness to say “no”• Unwillingness to delegate• Failure to plan • Failure to prioritize
Time Management
12 Steps to Effective Time Management
Time Management
1. Keep a daily time log
12 Steps to Effective Time Management
Time Management
2. Plan your work and work your plan
12 Steps to Effective Time Management
Time Management
2. Plan your work and work your plan
12 Steps to Effective Time Management
Steps to a successful plan Access situation Develop assumptions Establish objectives Develop alternatives Decide course of action Measure and evaluate results Take corrective actions if necessary
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
Time Management
TO DO PRIORITYCheck e-mail ATurn in weekly planner to sales manager BPrepare annual proposal for Wendy's BCopy approval Tom's Auto APrep for one-on-one with sales manager BReturn call to Bill at DDB Advertising AWrite up plan to hit monthly goal BRead trade magazines CApprove remote dates for Jack's Tire AGet balloons for Jack's remote BWrite copy for Mack Trucks schedule BSend corporate my success stories C
3. Prioritize daily
12 Steps to Effective Time Management
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
TO DO PRIORITYCheck e-mail ATurn in weekly planner to sales manager BPrepare annual proposal for Wendy's BCopy approval Tom's Auto APrep for one-on-one with sales manager BReturn call to Bill at DDB Advertising AWrite up plan to hit monthly goal BRead trade magazines CApprove remote dates for Jack's Tire AGet balloons for Jack's remote BWrite copy for Mack Trucks schedule BSend corporate my success stories C
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
TO DO PRIORITYCheck e-mail A3Turn in weekly planner to sales manager B4Prepare annual proposal for Wendy's B1Copy approval Tom's Auto A3Prep for one-on-one with sales manager B3Return call to Bill at DDB Advertising A1Write up plan to hit monthly goal B2Read trade magazines C2Approve remote dates for Jack's Tire A2Get balloons for Jack's remote B6Write copy for Mack Trucks schedule B5Send corporate my success stories C1
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
TO DO PRIORITYReturn call to Bill at DDB Advertising A1Approve remote dates for Jack's Tire A2Check e-mail A3Copy approval Tom's Auto A3Prepare annual proposal for Wendy's B1Write up plan to hit monthly goal B2Prep for one-on-one with sales manager B3Turn in weekly planner to sales manager B4Write copy for Mack Trucks schedule B5Get balloons for Jack's remote B6Send corporate my success stories C1Read trade magazines C2
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
Time Management
3. Prioritize daily
12 Steps to Effective Time Management
“Is what I’m doing now
helping me reach my goals?”
Time Management
4. Delegate
12 Steps to Effective Time Management
Time Management
4. Delegate
12 Steps to Effective Time Management
Barriers to delegation include… Managers preference for operating Managers need to know minute details “I can do it better” syndrome Perfectionism / no tolerance for mistakes Failure to train subordinates No systems to measure and evaluate results Understaffing Confusion in authority and responsibilities
Time Management
5. Solve little problems before they become big ones
12 Steps to Effective Time Management
Time Management
6. Get organized and stay organized
12 Steps to Effective Time Management
Time Management
7. Avoid e-mail slavery
12 Steps to Effective Time Management
Time Management
8. Differentiate between urgent and important
12 Steps to Effective Time Management
Time Management
9. Avoid procrastination
12 Steps to Effective Time Management
“Never put off until tomorrow what you can do the day after
tomorrow.”- Mark Twain
Time Management
10. Break big projects into bite-size pieces
12 Steps to Effective Time Management
Time Management
11. Know when to say “no”
12 Steps to Effective Time Management
Time Management
12. Learn the art of minimizing / maximizing meetings
12 Steps to Effective Time Management
Time Management
12. Learn the art of minimizing / maximizing meetings
12 Steps to Effective Time Management
The most productive meetings… Are scheduled to minimize disruption to productivity Start on time Have a limited, focused agenda Stay on point End on time Are followed up with summary, assignments, and timelines
Time Management
12. Learn the art of minimizing / maximizing meetings
12 Steps to Effective Time Management
7AM - 1PM70%
1PM - 4PM20%
After 4PM10%
When most sales occurTime Management
12. Know your management type
- Focus well and stay on task?Do you:
- Naturally assume a leadership role?- Seek out “win-win” solutions?- Perform best under pressure?
12 Steps to Effective Time Management
Time Management
Knowing what to do is seldom the problem.
Time Management
Top Managers
12 Steps to Effective Time Management
Plan Prioritize Delegate Solve problems quickly Are organize Avoid procrastination Can say “no”
Time Management
Mark Levy, VP / GSM
Radio Advertising Bureau
Time Management in a Multi-Tasking Environment
