MANAGING TIME AND ATTENTION Choctaw University Symposium Gary Lawrence & Janah Barone 2015.
-
Upload
tamsin-brown -
Category
Documents
-
view
218 -
download
0
Transcript of MANAGING TIME AND ATTENTION Choctaw University Symposium Gary Lawrence & Janah Barone 2015.
MANAGING TIME AND ATTENTION
Choctaw University Symposium
Gary Lawrence &
Janah Barone
2015
INTRODUCTION
• How many of you always seem to have to work late to get things done?
• Do you go home with the feeling you forgot something or didn’t do your “best”?
• Do you always seem to be playing catch up during the work day?
• Maybe this is related to a time management problem…
OBJECTIVES
• To Identify Time Savers
• To Identify Time Wasters
• Discuss Tips for Effective time Management
TIME SAVERS
• Have a Plan
• Write it down (to do lists)
• A clean work space
• Delegate
• Combine trips
• Prioritize tasks
PLAN
• Sit down before you start and plan your day
• Select major tasks to be accomplished
• Allow time for the
unexpected
• Try not to deviate
from the plan
ORGANIZATION
• Clean work space
• To do list
• Team Work
• Lay out supplies
DELEGATION
• Right task
• Right Circumstance
• Right Person
• Right direction/communication
• Right supervision
PRIORITIES
• Prioritize the tasks to be accomplished
• Do the most important tasks first
• When most important tasks completed move to next priority
TIME WASTERS
• Interruptions
• Tasks that should have been delegated
• Procrastination
• Poor communication
• Stress or fatigue
• Inability to say no
• Multi-Tasking
INTERRUPTIONS
• Minimize interruptions
• Have someone take a message
when ever possible
• Face to face over phone
whenever possible
• Avoid high traffic areas whenever possible
PROCRASTINATION
• If you are sitting, be thinking “what else could I be doing”
• Don’t wait until the last minuteA. May not complete taskB. Poorly performedC. Possible negative outcomes
COMMUNICATION
• Use SBAR Technique “HANDING OFF TASKS”
• Situation-What is going on?
• Background-History
• Assessment- Information, “what do you think?”
• Recommendations-How would YOU deal with the situation
STRESS/FATIGUE
• Eat at least one proper meal per day• Leisure time activity• Rest, Naps• Pampering self• Stretching/Exercise
JUST SAY NO
• It’s ok to say no
• You can’t do everything and do it well
• Multi-tasking
1. Takes longer to do
2. Divides attention
3. Diminishes output
quality
Do I have your attention?
THE AVERAGE AMERICAN WORKER WATCHES HOW MANY HOURS OF
TELEVISION PER WEEK?
28 to 36 hours
4 to 5 hours per day
HOW MUCH TIME DOES THE AVERAGE AMERICAN FATHER ENGAGE IN MEANINGFUL INTERACTION WITH
HIS CHILD EACH DAY?
6Minutes * from UCLA Study
ATTENTION ZONESIncrease
awareness of what zone you are in at any
given moment
Avoid distractions and minimize
waste by asserting
boundaries and raising standards
Invest the time you’ve saved into
being more proactive and strategic
PROACTIVE ZONEStrategy Thinking & Planning
PreparationBuilding Reserves
MaintenanceRenewal
WASTE ZONEInefficiencies
Trivial ActivitiesExcessive
Entertainment
DISTRACTIONZONE
Unnecessary Interruptions
Distracting Callsand Email
REACTIVEZONE
Urgent DemandsCrisisStress
TIME AND ATTENTION MANAGEMENT TACTICS
1. Turn Off Automatic E-mail Notification
2. Use E-mail Folders and Filters
3. Use Time Blocks
4. Create a Time Budget
5. Schedule and Keep Appointments with Yourself
6. Lose the Electronic Leash
7. Re-evaluate Your Open Door Policy (Educate Your Environment)
8. Use Real-Time Communication Effectively
TURN OFF AUTOMATIC EMAIL NOTIFICATION
USE TIME BLOCKS
CREATE A TIME BUDGET
USE EMAIL FOLDERS AND FILTERS
LOSE THE ELECTRONIC LEASH
USE REAL-TIME COMMUNICATION EFFECTIVELY
Real-time (Synchronous) Vs. Asynchronous
RE-EVALUATE YOUR OPEN DOOR POLICY
(Educate Your Environment)
Q&A AND “TAKE AWAY”