Time Management A leadership training lesson from The Pennsylvania State University. *This powerpoint should be used in conjunction with the Time Management

Time ManagementTime Management A leadership training lesson from A leadership training lesson from The Pennsylvania State University.The Pennsylvania State University.

*This powerpoint should be used in conjunction with the Time Management *This powerpoint should be used in conjunction with the Time Management lesson plan found at http://leadership.cas.psu.edu/Training.htmllesson plan found at http://leadership.cas.psu.edu/Training.html

Time Management: OverviewTime Management: Overview

IntroductionIntroduction Lesson ObjectivesLesson Objectives Lesson ContentLesson Content Reflection QuestionsReflection Questions ResourcesResources

IntroductionIntroduction

Time is a limited and precious resourceTime is a limited and precious resource There is no way to recover time that is wastedThere is no way to recover time that is wasted You can’tYou can’t

Speed it upSpeed it up Slow it downSlow it down Stop itStop it

Leaders must find a way to make the most of itLeaders must find a way to make the most of it

Lesson ObjectivesLesson Objectives

At the end of this lesson, you should be able to:At the end of this lesson, you should be able to: Discuss ways in which individuals can save time and Discuss ways in which individuals can save time and

waste timewaste time Discover and discuss some ways that you can save timeDiscover and discuss some ways that you can save time Think about and articulate your priorities and how you Think about and articulate your priorities and how you

prioritize your timeprioritize your time Discover tools that they can utilize to help manage time Discover tools that they can utilize to help manage time

effectivelyeffectively

Time WastersTime Wasters(From Don Clark of (From Don Clark of Big Dog LeadershipBig Dog Leadership))

IndecisionIndecision InefficiencyInefficiency Interruptions that do not pay offInterruptions that do not pay off

Sometimes interruptions are good and spark creativitySometimes interruptions are good and spark creativity

ProcrastinationProcrastination Doing urgent rather than important tasksDoing urgent rather than important tasks

Follows procrastinationFollows procrastination

Unrealistic time estimatesUnrealistic time estimates Crisis managementCrisis management

Time WastersTime Wasters(From Don Clark of (From Don Clark of Big Dog LeadershipBig Dog Leadership))

Unnecessary errorsUnnecessary errors Double check your work Double check your work

Poor organizationPoor organization Ineffective meetingsIneffective meetings Micro-managementMicro-management Poor planning and lack of contingency plansPoor planning and lack of contingency plans Failure to delegate, Failure to delegate,

Also includes delegation of responsibility without Also includes delegation of responsibility without authorityauthority

Lack of priorities, standards, policies or proceduresLack of priorities, standards, policies or procedures

Time SaversTime Savers(From Don Clark of (From Don Clark of Big Dog LeadershipBig Dog Leadership))

Manage the decision making process (not the Manage the decision making process (not the decision)decision)

Do one task at a timeDo one task at a time Establish prioritiesEstablish priorities

Daily, short term, mid-term, long-termDaily, short term, mid-term, long-term When writing memos, letters, and e-mails:When writing memos, letters, and e-mails:

Make them shortMake them short Write them quicklyWrite them quickly

Get rid of unneeded thingsGet rid of unneeded things


Make deadlines for yourself and for your groupsMake deadlines for yourself and for your groups Do not waste other people’s timeDo not waste other people’s time Make sure all meetings:Make sure all meetings:

Have a purposeHave a purpose Have a time limitHave a time limit Include only the necessary peopleInclude only the necessary people

Eliminate busy workEliminate busy work Keep accurate calendars and stick to themKeep accurate calendars and stick to them


Know when to stop a task, policy, or procedureKnow when to stop a task, policy, or procedure Keep things simple Delegate everything possible and Keep things simple Delegate everything possible and

encourage teammates to take on responsibilitiesencourage teammates to take on responsibilities Set aside time to complete high priority tasksSet aside time to complete high priority tasks ReflectReflect Use checklists and to do listsUse checklists and to do lists Change time priorities when you get new tasksChange time priorities when you get new tasks

Avoid Wasting TimeAvoid Wasting TimeButler and Hope (1996), Butler and Hope (1996), Managing Your MindManaging Your Mind

1.1. Get StartedGet Started Get down to work quicklyGet down to work quickly

2.2. Start a routineStart a routine Plan a time every day to complete certain tasksPlan a time every day to complete certain tasks

• E-mails, paper work, etc.E-mails, paper work, etc.• Use a day planner to help keep your scheduleUse a day planner to help keep your schedule

3.3. Do not say “yes” to too many thingsDo not say “yes” to too many things Spreads yourself to thinSpreads yourself to thin Makes you live someone else’s prioritiesMakes you live someone else’s priorities


4.4. Do not commit yourself to unimportant activitiesDo not commit yourself to unimportant activities No matter how far ahead, it is still a commitmentNo matter how far ahead, it is still a commitment

5.5. Divide large tasksDivide large tasks Small manageable goals and tasksSmall manageable goals and tasks Smaller tasks fit more easily into a tight scheduleSmaller tasks fit more easily into a tight schedule

6.6. Do not put unneeded effort into a projectDo not put unneeded effort into a project Learn to recognize each situationLearn to recognize each situation Put attention to detail only in situations that need itPut attention to detail only in situations that need it


7.7. Deal with it once and for allDeal with it once and for all Schedule the appropriate amount of time for a taskSchedule the appropriate amount of time for a task Don’t continually start and stop a taskDon’t continually start and stop a task

8.8. Set start and stop timesSet start and stop times This will improve your schedulingThis will improve your scheduling See if you can beat deadlines and work more efficientlySee if you can beat deadlines and work more efficiently

9.9. Plan your activitiesPlan your activities Schedule a time to schedule your activitiesSchedule a time to schedule your activities

PrioritiesPriorities

Mind Tools (click to launch site) has developed a Mind Tools (click to launch site) has developed a three step process to help discover what your three step process to help discover what your priorities arepriorities are

1. 1. What do you enjoy?What do you enjoy? Enjoying what you do for a living or the organizations Enjoying what you do for a living or the organizations

that you are a part of it integral to quality of lifethat you are a part of it integral to quality of life Know what you do and don’t like to doKnow what you do and don’t like to do The more you like what you do, the more likely you The more you like what you do, the more likely you

are to do that job effectivelyare to do that job effectively


2. 2. What are your strengths?What are your strengths? Identify things that you are good atIdentify things that you are good at Identify areas where you are more challengedIdentify areas where you are more challenged Move into areas where strengths are showcasedMove into areas where strengths are showcased


3. 3. Know how to be excellent at what you do. Ask:Know how to be excellent at what you do. Ask: What is the purpose of my job?What is the purpose of my job? What are the measures of success?What are the measures of success? What is exceptional performance?What is exceptional performance? What are my priorities and deadlines?What are my priorities and deadlines? What resources are available?What resources are available? What costs are acceptable?What costs are acceptable? How does what I do relate to other people?How does what I do relate to other people?

Action Plans and To Do ListsAction Plans and To Do ListsWhat’s the Difference?What’s the Difference?

Action PlansAction Plans Lists of tasks that must be done to achieve one goalLists of tasks that must be done to achieve one goal Working in stages to concentrate on achieving goalsWorking in stages to concentrate on achieving goals A simple way to keep track of everything that must be A simple way to keep track of everything that must be

done to achieve a goaldone to achieve a goal

To Do ListsTo Do Lists A list of tasks that must be completedA list of tasks that must be completed Keeps track in one place of all jobs that must be done Keeps track in one place of all jobs that must be done Can be prioritized so most important jobs are done firstCan be prioritized so most important jobs are done first

Reflection QuestionsReflection Questions

Do you do any of the time wasters we listed?Do you do any of the time wasters we listed? Why?Why?

What ways can you save yourself time?What ways can you save yourself time? Which of the ways listed in the lesson would be easiest Which of the ways listed in the lesson would be easiest

for you to implement?for you to implement? How can you make them work for you?How can you make them work for you?

Reflection QuestionsReflection Questions

How do you decide on your priorities?How do you decide on your priorities? How do those compare with how you spend your time?How do those compare with how you spend your time?

Can you use any of the tools talked about in the Can you use any of the tools talked about in the lesson to help you save time?lesson to help you save time? Which ones?Which ones? How will you use them?How will you use them?

ResourcesResources

Butler & Hope. (1996). Butler & Hope. (1996). Managing Your Mind. Managing Your Mind. Oxford University PressOxford University Press

Clark, D. (1997). Clark, D. (1997). Big dog leadership.Big dog leadership. Retrieved Retrieved October 5, 2003, from October 5, 2003, from

www.nwlink.com/~donclark/leader/leader.htmlwww.nwlink.com/~donclark/leader/leader.html

Mind Tools (1995-2005). Mind Tools (1995-2005). Essential skills for an Essential skills for an excellent career.excellent career. Retrieved October 5, 2003, Retrieved October 5, 2003,

from http://www.mindtools.com/ from http://www.mindtools.com/

Documents

Time Management A leadership training lesson from The Pennsylvania State University. *This powerpoint should be used in conjunction with the Time Management