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Continuing Education Webinar
Marie L. Radford, Ph.D.
Hosted by ALCTS
Association for Library Collections & Technical Services
December 2, 2015
1:00-2:00pm CST
Tips & Tactics for Time Management
& Organizational Skills
2
Presenter
Marie L. Radford, Ph.D., Professor,
Rutgers University
School of Communication & Information
(848) 932-8797
@MarieLRadford
Agenda
Why Bother with Time Management?
Habits of Highly Effective People
Worst Mistakes that People Make with their Time
Setting Priorities
Tips for Phone, Email, Social Media
Paper Clutter Control
Q and A
To Think About…
What are your top time management issues?
Jot down three or four.
What motivated you to attend this webinar?
We will return to this later…
Why Bother?
Benefits of Time Management
Stress Relief
Greater Self Confidence
More Effective Results for Efforts
Career Advancement
More Free Time for Fun!
Efficiency/Effectiveness
Effectiveness
Doing the right things!
Efficiency
Doing things right!
8 Habits of Highly Effective People
(Covey, 2004)
Habit 1: Be Proactive
Habit 2: Begin with End in Mind
Habit 3: Put 1st Things 1st
Habit 4: Think Win-Win
Habit 5: Seek 1st to Understand
Then to Be Understood
Habit 6: Synergize
Habit 7: Sharpen the Saw
Habit 8: Find Your Voice & Help Others to Find Theirs
5 Worst Mistakes People Make with
Their Time
Worst Mistake 1
Spending Time on Concerns
That Are Not Chosen Priorities.
Time Management Matrix
I Urgent – Important
II Not Urgent – Important
III Urgent – Not Important
IV Not Urgent – Not Important
Where do you spent the most time?
Goal:
Increase time spent in II
Decrease I, III, & IV
Prioritizing
Set priorities for your tasks/activities by placing them in the following grid:
Urgent, Important tasks - Do first.
Non-Urgent, Important tasks - Schedule & commit.
Urgent, Not important tasks - Avoid, delegate, or do quickly.
Not Urgent, Not important tasks - Toss, ignore, delegate, or say "NO."
Worst Mistake 2 Underestimating the Time that
Tasks Actually Take
Adding 50%
Beating Procrastination
Beating Perfectionism
Tips to Beat
Procrastination
1st in the day work on what makes you most anxious or is most difficult.
Don’t trip on trivia.
Do hardest thing.
Reward yourself.
If a carrot doesn’t work, try a stick.
Break large tasks into “baby steps.”
Set deadlines.
Put task in perspective. What would happen if task was put off? Can you live with that?
Tips to Beat
Perfectionism
“Being perfect should not be a goal — you are caught up only when you quit, retire, or are dead”
Ask Yourself:
Will results be substantially better with more effort?
Will I get paid more?
Would anyone else notice improvement (or care)?
Have I gone as far as I can without getting help?
Have I already done more than is expected?
Your answer tells you when to keep going & when to STOP!
Worst Mistake 3
Allowing Too Many Interruptions
Once a project is begun, a flow develops.
Takes time to regain flow after interruptions.
Working with others is important, your
work is equally important.
If seeing others is part of your job, schedule
time.
When Interrupted
at Your Desk…
Say: “I’m tied up, can we talk later?” (over lunch, at break).
Stand up.
Pretend to be leaving, talk briefly & walk away.
Be direct, but gentle (I’d love to talk, but…)
Arrange desk differently.
Close door or take work elsewhere.
Ask supervisor about work at service points.
Worst Mistake 4
Lack of Delegation &
Not Asking for Help
Ask: “Am I the only person who can do this?” If not, delegate it.
Ask for help, don’t demand.
Invest training time for routine tasks.
Make sure person knows purpose of work & expectations.
Know who needs closer supervision.
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Worst Mistake 5
Saying “YES” Too Frequently
How to Say “NO!” Beware automatic YES.
Buy time.
If answer is no, say NO.
You don’t have to give a reason.
Base decision on priorities, cost, & benefits.
Stick to your decision!
When you can’t say No, you can usually negotiate.
Saying “NO” with Grace
Family Time
Over Committed
Already Booked
Rain Check
Delay
Gentle No
Conditional No
Overloaded? Negotiating
with Your Boss
Over Committed
Quality Concern
Time to Set Priorities
Phone Tips
• When You Call
• Make a list.
• Impt. items 1st.
• Have ready files/papers.
• Take charge of your cell!
When You Are Called
Beware those 3 words:
Are you busy?
Got a minute?
Before you answer, find
out:
What caller wants to
talk about?
How much time?
Email Tips
Top tip! Spend 15-30 min. on top priority before email.
Batch email. Schedule 2 – 3 visits to inbox/day
Don’t keep email open on your desktop all day
Time email sessions
Keep it simple & short. Important, controversial, or confidential? Use phone or in-person.
Social Media Tips
Top tip! Get into a routine
#2 tip! Use mobile apps
Set a time limit
Find the right blend
Take a break!
Paper Clutter
Control
Top Tip!! Ripening Drawer or Box
Clutter is Postponed Decisions
4 Possible Decisions (TRAF)
Toss
Refer
Act
File
To Control Clutter, Make Prompt Decisions!
Action Plan
Consider your time management issues.
Most important one?
Devise realistic plan to work on it for 10
min. a day.
Write down what you will do starting
today!
Make a commitment to yourself.
Bottom Line
Skill that takes time & patience.
Worth it!
Constant area of improvement.
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Questions?
THANKS!
Marie L. Radford, Ph.D., Professor,
Rutgers University
School of Communication & Information
(848) 932-8797
@MarieLRadford
