MEMBERS TEACHING HIGH TIME – A Time Management Workshop

Activity: How do you spend your time?

• Using the activity sheet provided, go through each of the activities and determine the total time spent for each of these activities in a day. For those activities that you only do once a week, then divide the time by 7 so that you get a time allocation for one day.

• Leave blank the column labeled “Q?” This will be filled up in a later activity. • Total Duration: 8 to 10 min.

1. Introduction

• Scripture teaches us to discern carefully how we make use of our time and using it to the fullest. We should see and understand the will of the Lord in all these.

Watch carefully then how you live, not as foolish persons but as wise, making the most of the opportunity (time), because the days are evil. Therefore, do not continue in ignorance, but try to understand what is the will of the Lord. Ephesians 5:15-17

• What is Time Management o Time management is the process of organizing the activities in your life to determine what tasks have

priority. o Time management allows you to focus on the most important activities. The ability to organize your tasks

within an allotted amount of time will enhance your overall productivity, increasing the quality and quantity of your work.

o Time is a highly valuable resource that individuals frequently overlook and mismanage. Exercising self-discipline will allow you to manage your time successfully. The ability to manage this valuable resource allows skilled time managers to accomplish more than other employees do on a given day.

2. Important Characteristics of Time

Time is just. Time is the only truly democratic resource, since no one has any more or less time than anyone else. Every individual has an equal amount of time (24 hrs a day, 168 hrs a week, etc.) to use however they choose.

Time expires. Time is a perishable resource. It is impossible to keep it, save it, slow it down, or use it later. Each individual must take advantage of every moment, because once time is gone it cannot be regained.

Time is priceless. Time is a very valuable resource that most people do not use to their full advantage. There are unlimited possible uses for time, and it is up to each individual to realize its potential. If this resource is used to its full capacity, the individual will experience maximum benefits.

3. Benefits of Time Management

Control stress. Time management is stress prevention. Time management reduces stress because you can meet deadlines, and you can work fewer hours with greater results.

Balance your life. Working long hours and taking work home with you can harm the natural balance you should have in your life. By learning to manage your time, you can do things you want to do instead of spending all your time on work responsibilities.

MEMBERS TEACHING Increase productivity. Part of time management is determining how you spend your time. Once you determine

how you spend your time, you can modify your schedule to increase productivity. For example, you may find that you waste time in meetings when a group e-mail could address the issue just as well.

Identify priorities. People who have the most trouble managing their time are those who do not know what their priorities are or should be. Knowing your priorities helps you spend valuable time where you need it most.

Accomplish goals. One of the most important aspects of having a time management plan is setting goals. Without goals, what you are working toward is unclear. Following your time management plan increases your chances of accomplishing the goals you set.

4. Myths about Time Management

There are many incorrect ideas about time management:

I can do it all

Individuals frequently believe that if they just work harder, they can accomplish everything they feel is important.

No one is capable of doing everything. It is important to realize that becoming organized will only allow you to achieve most of what you want to accomplish. Trying to accomplish everything just sets you up for failure. Recognizing you cannot do it all will encourage you to allow some time for other activities.

I should put in longer hours

Occasionally, long hours are necessary to complete a pressing task. However, it is usually counter-productive to spend an excessive amount of time working.

Stress and exhaustion become significant problems and prevent you from completing tasks successfully. When the workweek becomes exceedingly long, there is no way to balance personal and work related activities.

I should hurry

Individuals may believe that performing tasks as quickly as possible will save them time. Working too quickly can cause you to become frenzied and does not allow time for reflection. Completing the job quickly can compromise quality, which will lead to additional time spent correcting errors caused by rushed performance.

I was born organized

Some individuals seem naturally organized and others do not, but it is not because they were born that way. People learn time management skills by example from those around them. Anyone can enhance their organization skills and more effectively complete their job.

5. The Four Generations of Time Management

First generation: Reminders o Notes and checklists o No concept of priorities or connection to values

Second generation: Planning and Preparation o Calendars and Appointment books o More control but still no prioritizing

Third generation: Planning, Prioritizing and Controlling o Added to 1

st and 2

nd generations is the idea of prioritizing and clarifying values

MEMBERS TEACHING o Also focused on goal-setting and daily planning using a computer or paper-based organizer

Emerging 4th generation: Being Efficient and Proactive

o We manage ourselves, rather than time o Satisfaction is a function of expectation as well as realization o Expectation lies within our Circle of Influence o Focus is on relationships and results o Emphasizes the difference between urgency and importance in planning. For example: some people may

go their entire lives completely missing out on important things (like spending time with their children before they have grown up) because it was never "urgent." The point is not to ignore urgent things, but to embrace important things without waiting for them to become urgent.

MEMBERS TEACHING EFFECTIVE TIME MANAGEMENT

6. A Critical Conceptual Framework for Time Management

Source: 7 Habits of Highly Effective People, FranklinCovey

• Difference between Reactive and Proactive

o Reactive people allow outside influences (moods, feelings, or circumstances) to control their responses o Proactive people use the margin of freedom to make choices that best apply their values. Their freedom

to choose expands as they wisely use the space between stimulus and response. • Four Unique Human Gifts

o Self-Awareness – Ability to stand apart from our own life and observe it (even the way we think) then step in to make changes and improvements.

o Conscience – Moral or ethical sense; our “inner voice” o Imagination – Ability to envision something entirely different or a better response to events and situations. o Independent Will – The power to take action – to recommit, to win internal battles privately and get ones

motives straight.

MEMBERS TEACHING • Applying this framework in Effective Time Management

• We should manage ourselves to be efficient and proactive in order to develop a thought-process that would

enable us to quickly and instinctively categorize and organize our tasks at hand. 7. Time Management Matrix – A Time Management Tool

• Definition of Quadrants o Quadrant 1 represents things which are both urgent and important. We've called this "firefighting". The

activities need to be dealt with immediately, and they're important. o Quadrant 2 represents things which are important, but not urgent. We've termed this one "Quality Time".

Although the activities here are important, and contribute to achieving the goals and priorities - they don't have to be done right now. As a result, they can be scheduled in when you can give quality thought to them. A good example would be the preparation of an important talk, or mentoring a key individual. Prayer time, family time and personal relaxation/recreation are also part of Quadrant 2.

o Quadrant 3 are distractions. They must be dealt with right now, but frankly, are not important. For example, when you answer an unwanted phone call, - you've had to interrupt whatever you were doing to answer it.

Stimulus

Emergency Meeting Game 6: Ginebra vs. SMB

SFC e-mails Organize documents

Announce SAGIP class Dental appointment

Laundry Learn to play guitar

Response

Prioritization: 1. 2. 3. 4. 5. 6. 7. 8.

Thought Process

MEMBERS TEACHING o Quadrant 4 are things which are neither urgent nor important. Some meetings could fall into this category

- they've been scheduled in advance, but if they achieve nothing, or you don't contribute to them, then they have simply wasted time. Other examples could include driving time and low quality relaxation or family time.

• Consciously strive to maximize Quadrant 2 time.

o Anticipate Quadrant 1 activities by spending time in Quadrant 2. o Eliminate Unimportant Activities (Quadrants 3 and 4). o Quadrant 2 activities are those that are aligned to your personal vision, mission and goals.

“Seek first his kingdom … and all these things shall be yours as well" (Matt. 6:33).

8. Planning Your Quadrant 2 Activities

Six Steps in Putting First Things First – A Weekly Planning Activity (Source: 7-Habits, Franklin-Covey)

1. Connect to Mission

Connecting to your mission is linking to your mind and heart to your worthwhile purpose. When you reflect on your mission statement, the things you think about and care about merge. Your mission statement can act as a catalyst to achieve worthwhile purposes.

2. Review Roles When you organize your life into roles, you will be able to clearly see the balance or imbalance among them. In these smaller units, you can manageably work toward living your mission. As you review your roles in light of your mission, you will be able to achieve more balance and unity in your life. Example:

As a Son/Daughter As a Brother/Sister As a Boyfriend/Girlfriend As an Employee/Employer As a Household Head

3. Identify Goals

Within each role, select goals each week that will help you achieve those things that are truly important to you. Weekly goals are not typical TO-DO’s, but represent high leverage, important activities that:

• Contribute to long-term happiness and well-being • Advance the fulfillment of your mission • Encourage improvement and a “do it right the first time” mentality • Fulfill the four human needs (i.e. physical, social/emotional, mental and spiritual) • Create a long term solution • Enhance relationships

4. Organize Weekly If you limit yourself to daily planning, you will have a limited view of what is important and may be forced unnecessarily into Quadrant 1. Although monthly planning gives you a greater view of what is important, too many things change during the month to plan effectively.

5. Exercise Integrity in the Moment of Choice

People with integrity make and keep meaningful promises and commitments to themselves and others that are in line with their mission statement. Every wise choice affirms the question, “Does this choice lead me toward what I really want?”

6. Evaluate

As you sit down to plan your next week’s activities, look back and evaluate what worked well and what should be changed to help you accomplish your goals. Evaluate lessons learned.

9. Additional Time Management Techniques and Tools • This is optional depending on time. See Appendix for other possible tools and materials (more to follow).

MEMBERS TEACHING

10. Workshop • Filling Up Your Time Matrix (How Do I Spend My Time?)

o Plan to eliminate Quadrants 3 and 4 activities o Plan activities for Quadrant 2 to anticipate Quadrant 1

• Plan Your Quadrant 2 towards things that matters most to you • Invite someone from the class to share his/her learnings

MEMBERS TEACHING APPENDIX: (May be added to the talk outline) Prioritization Techniques

• ABC analysis

A technique that has been used in business management for a long time is the categorization of large data into groups. These groups are often marked A, B, and C—hence the name. Activities that are perceived as having highest priority are assigned an A, those with lowest priority are labeled C. ABC analysis can incorporate more than three groups. ABC analysis is frequently combined with Pareto analysis.

• Pareto analysis

This is the idea that 80% of tasks can be completed in 20% of the disposable time. The remaining 20% of tasks will take up 80% of the time. This principle is used to sort tasks into two parts. According to this form of Pareto analysis it is recommended that tasks that fall into the first category be assigned a higher priority.

The 80-20-rule can also be applied to increase productivity: it is assumed that 80% of the productivity can be achieved by doing 20% of the tasks. If productivity is the aim of time management, then these tasks should be prioritized higher.

• Fit

The concept of fit is simple yet profound. Essentially, fit is the congruence of the requirements of a task (location, financial investment, time, etc.) with the available resources at the time. Often people are constrained by externally controlled schedules, locations, etc., and "fit" allows us to maximize our productivity given those constraints. For example, if one encounters a gap of 15 minutes in their schedule, it is typically more efficient to complete a task that would require 15 minutes, than to complete a task that can be done in 5 minutes, or to start a task that would take 4 weeks. This concept also applies to time of the day: free time at 7am is probably less usefully applied to the goal of learning the drums, and more productively a time to read a book. Lastly, fit can be applied to location: free time at home would be used differently from free time at work, in town, etc.

• POSEC METHOD

POSEC is an acronym for Prioritize by Organizing, Streamlining, Economizing and Contributing.

The method dictates a template which emphasises an average individual's immediate sense of emotional and monetary security. It suggests that by attending to one's personal responsibilities first, an individual is better positioned to shoulder collective responsibilities.

Inherent in the acronym is a hierarchy of self-realization which mirrors Abraham Maslow's "Hierarchy of needs".

PRIORITIZE-Your time and define your life goals by:

1. ORGANIZING-Things you have to accomplish regularly to be successful.(Family and Finances) 2. STREAMLINING-Things you may not like to do, but must do.(Work and Chores) 3. ECONOMIZING-Things you should do or may even like to do, but they're not pressingly urgent.(Past-

times and Socializing) 4. CONTRIBUTING-By paying attention to the few remaining things that make a difference.(Social

obligations)

Understanding How You Use Your Time

To gain control of your time resources, you must recognize some of the most common time control problems. Then you need to understand how you currently make use of your time. After this learning process, plan for change.

1. Universal Time Control Problems

MEMBERS TEACHING Unclear expectations

It is frequently assumed that everyone in an organization has the same vision of what needs to be achieved. However, it is common for some individuals to have a different vision, causing them to strive for different goals.

A lack of understanding between employer and employee about what is expected can create confusion on both parts. It is important to outline objectives clearly from the start so individuals can manage their time proactively.

Vague objectives

Successful time management is affected negatively when individuals do not understand organizational and individual objectives. Individuals have to know what their areas for concentration should be, otherwise they cannot manage their time resources successfully.

Individuals must understand how their performance affects the overall organization. Understanding this relationship will enable them to manage their time and energy effectively.

Lack of communication

When a message between individuals is misunderstood, it is unlikely that the correct action will be taken. Miscommunication creates confusion and makes it difficult to develop mutual understandings. This leads to misused and mismanaged time because individuals are unable to determine where to focus their energy.

You must learn to recognize communication barriers in order to minimize their effects on your time management. Continually checking to make sure the other individual understands your message will open communication channels.

Ineffective delegation

The tendency to ''do it yourself'' instead of delegating tasks to others creates time management problems. Delegation requires you to relinquish control, which is difficult if you have a high sense of personal responsibility.

Although the planning required to delegate tasks consumes time at the outset, it will save time in the end. Delegating frees up time for you to spend on tasks that are more important, and gives employees a sense of self-fulfillment and motivation.

Insufficient planning

Planning is an important step to take before you use any resource, including time. You must determine what activities need attention and how much time to allot to each.

You may expend a significant amount of personal energy if you do not establish a plan, which results in ''management by crisis.'' Failure to plan on a regular basis will cause you to fall behind, overload your schedule, and be unable to catch up.

Extreme stress

Stress is an internal reaction to life's challenges. Individuals can feel stressed when dealing with a variety of situations. Anxiety impairs productivity and slows your progress toward achieving objectives. Extreme stress becomes a distraction, making it difficult to focus and distinguish between significant and insignificant activities.

Handling stress successfully produces positive results. As long as you are able to manage stress and use it in a healthy manner, it can motivate you and give your life definition and purpose.

• Procrastination

MEMBERS TEACHING Procrastination is the practice of putting off taking action. Putting things off that you should address immediately will cut into your work time, interrupt your productivity, and delay your progress. All of these problems will result in poor time management.

What causes procrastination?

Several factors cause people to put off their tasks: Fear of confrontation Lack of confidence Fear of failure Incorrect prioritization Perceived difficulty Personal disorganization

How can I avoid procrastination?

There are five steps you should take to reduce your tendency to procrastinate: Commit to the activity Set deadlines Give the activity priority Gain proper knowledge Be flexible

2. How do personality types hinder time management?

When thinking about time management, it is important to acknowledge that your personality type can affect how well you manage your time. You may find that you have some characteristics of several of the personality types, or you may find that none of them apply to you. However, you may find that some of your co-workers or employees have some of the characteristics of the following five personality types:

Procrastinator

Procrastinators put off anything they need or want to do until the last minute, when there is no valid reason for the delay. Procrastination costs companies millions of dollars and prevents countless employees from being as productive as they could be. Procrastinators tend to have lower self-esteem than people who do not procrastinate. Low self-esteem causes creativity blocks and the inability to set and accomplish goals. Since procrastination is a habit, it can be broken. If you are a procrastinator, ask yourself, ''What is the best use of my time right now?'' When you determine the answer to that question, you should implement a ''do it now'' strategy.

Perpetually late

Lateness is a habitual behavior that affects everyone. To overcome perpetual lateness, you should first evaluate the reasons for your lateness. Every time you are late, write down how late you are and why. Each day, examine your list to see if there is a pattern to your lateness. Once you pinpoint the reasons you are late, you can then create a plan that compensates for your lateness. For example, you may find the solution to your problem is to spend less time at breakfast and to leave fifteen minutes earlier for work.

Perfectionist

Perfectionists are never satisfied with the work they do. They often work and rework a project so much that they miss deadlines or do not finish projects at all. Perfectionism is a result of fear of failure and success. Perfectionists hesitate to delegate tasks to others, fearing the employees will not complete the tasks properly.

To overcome perfectionism, you should learn from mistakes instead of fearing them. Also, know when to quit by allowing yourself only two ''do-overs'' for any project, and focus on actual results of your work, instead of worrying

MEMBERS TEACHING about criticism of your work before you have completed it. Learn to trust your employees and determine which tasks you can delegate.

Easily distracted

Easily distracted people have difficulty completing one project before moving on to another one. The easily distracted are interrupted easily by co-workers, telephone calls, and e-mails and often become bored working on one task at a time. In addition, they are often bored with the work they are doing.

To become more focused, you should try to become interested in the work you are doing by seeing your work as a reflection of yourself. If you are bored with your work, try to find creative ways to complete routine activities. If outside distractions are a problem, you should close your office door, limit the time you spend on the telephone, and designate specific times to check your e-mail.

Do-it-all

Do-it-alls have a hard time telling people ''no.'' Part of changing this habit is realizing that doing everything all the time is just not possible. Telling someone ''no'' does not indicate that you are an incapable person. Often, realizing that you simply do not have time for another project saves you and the people around you time. It is important to understand that realizing your limits is not a weakness. Being honest about your limits allows the person making the request an opportunity to delegate the task to someone else.

3. How can a self-assessment help me understand how I manage my time?

Doing a self-assessment helps you understand how you currently manage your time by allowing you to see what habits hinder your ability to manage time. In a self-assessment, you might ask yourself the following questions:

Do I wait until the last minute to accomplish a task?

Do I often arrive late to work or meetings?

Do I re-work an assignment more than twice?

Do I often move from one project to another before completing the initial project?

Do I have difficulty turning down requests even when I do not have the time for them?

MEMBERS TEACHING High Time – A Time Management Workshop PARTICIPANTS HANDOUT

1. Scripture teaches us to discern carefully how we make use of our time and using it to the fullest. We should see and understand the will of the Lord in all these. “Watch carefully then how you live, not as foolish persons but as wise, making the most of the opportunity (time), because the days are evil. Therefore, do not continue in ignorance, but try to understand what is the will of the Lord.” Ephesians 5:15-17

2. Benefits of Time Management

Control stress Balance your life Increase productivity Identify priorities Accomplish goals

3. Myths about Time Management

I can do it all I should put in longer hours I should hurry I was born organized

4. The Four Generations of Time Management First generation: Reminders

o Notes and checklists o No concept of priorities or connection to

values Second generation: Planning and Preparation

o Calendars and Appointment books o More control but still no prioritizing

Third generation: Planning, Prioritizing and Controlling o Added to 1

st and 2nd generations is the idea of prioritizing and clarifying values

o Also focused on goal-setting and daily planning using a computer or paper-based organizer

Emerging 4th generation: Being Efficient and

Proactive o We manage ourselves, rather than time o Satisfaction is a function of expectation as

well as realization o Focus is on relationships and results o Emphasizes the difference between urgency

and importance in planning. 5. A Conceptual Framework for Time Management

Difference between Reactive and Proactive

• Reactive people allow outside influences (moods, feelings, or circumstances) to control their responses

• Proactive people use the margin of freedom to make choices that best apply their values. Their freedom to choose expands as they wisely use the space between stimulus and response.

Four Unique Human Gifts • Self-Awareness – Ability to stand apart from our own

life and observe it (even the way we think) then step in to make changes and improvements.

• Conscience – Moral or ethical sense; our “inner voice”

• Imagination – Ability to envision something entirely different or a better response to events and situations.

• Independent Will – The power to take action – to recommit, to win internal battles privately and get ones motives straight.

Applying the Framework

6. Time Management Matrix

Urgent Not Urgent

Imp

ort

an

t Pressing Matters Crises/Panics Fire-Fighting Deadline-driven projects

Prevention Relationship building Planning/Preparation Implementing Systems Professional Knowledge

Un

imp

ort

an

t Interruptions Some calls/mail Some reports/meetings Unprepared meetings Popular activities

Trivia Busy work Time wasters Unproductive activity

Consciously strive to maximize Quadrant 2 time. • Anticipate Quadrant 1 activities by spending time in

Quadrant 2. • Eliminate Unimportant Activities (Quadrants 3 and

4). • Quadrant 2 activities are those that are aligned to

your personal vision, mission and goals. 7. Planning your Quadrant 2 Activities

1. Connect to Mission 2. Review Roles 3. Identify Goals 4. Organize Weekly 5. Exercise Integrity in the Moment of Choice 6. Evaluate

Source: 7 Habits of Highly Effective People, S. Covey

MEMBERS TEACHING ACTIVITY WORKSHEET

PERSONAL TIME TRACKING

Activities Total Time

spent each day Q? Activities

Total Time spent each day

Q?

Attending business meetings Chats (anything under the sun) Attending SFC meetings Household chores Attending trainings Buy things from grocery, drugstore, etc. Answering/writing text messages Exercise (jogging, gym, active sports) Answering/writing business emails Beauty, Grooming, Hygiene Answering/writing SFC emails Taking a bath, brushing teeth Answering/writing personal emails Sitting in the toilet Answering/making personal phone calls Looking for things (misplaced personal

items, office documents, computer files)

Answering/making business phone calls Lunch break Fixing things (solving office problems,

relationship problems, family problems, car trouble, health problem and other issues that need your attention)

Coffee break Internet surfing/chat (personal) Internet/computer gaming Watching TV Learning new things for personal

advancement

Watching DVD Reading magazines Waiting (for a ride, for an appointment,

for a meeting to start, etc.)

Reading news (paper or internet) Reading pocket books Commuting/driving to/from work Doing office overtime work Window shopping Doing office work at home Playing (Sudoku, PDA games, solitaire,

arcade, poker, tong-its, etc.)

Scripture reading Praying Sitting idle (tulala, nagmumuni-muni) PERSONAL TIME CATEGORIZATION

Urgent Not Urgent

Imp

orta

nt

Not

Im

por

tan

t

MEMBERS TEACHING

PUTTING FIRST THINGS FIRST (adapted from 7 Habits of Highly Effective people, Franklin-Covey)

1. Connect to Mission What is my mission statement? What are my worthwhile purposes?

Example My Mission Statement I will be a person living the way of Christ, be a faithful and loving husband, a good provider to my family, raise children to be Christ-like, be a successful engineer and put up my own manufacturing company, be a faithful servant in my community and work for total human liberation.

2. Review Roles What are my different roles in achieving my mission?

Examples My Roles As a Son/Daughter, I will give back to my parents by making them happy and fulfilled. As a Brother/Sister, I will support them to have a successful and bright future. As a Boyfriend/Girlfriend, I will make our relationship Christ-centric in preparation for marriage. As an Employee/Employer, I will espouse the vision of the company and work towards its fulfillment. As a Team Leader/Member, I will perform my tasks to exceed customer expectations. As a Household Head/Member, I will grow future leaders in the community. As a child of God, I will live a life so that I will be worthy to see the face of God.

3. Identify Goals What goals to I need to set each week that will help me achieve those things that are truly important?

Examples My Goals Spend quality time with my parents (take them out

to dinner, watch movie, weekend outing, etc) Bond with my brother/sister (talk over coffee, help

with studies, career, relationship, etc.) One-one with household member Organize office file system

Lengthen time for scripture reading.

4. Organize Weekly What do I need to do to ensure that I perform this exercise weekly?

Examples My Plans Set Sunday evening as Weekly Goal Setting time Record daily activities and identify how much time

spent on different quadrants

Anticipate Quadrant 1 and Eliminate Quadrants 4 and 3. Plan on more Quadrant 2 activities.

5. Exercise Integrity in the Moment of Choice

How can I ensure that I can make and keep meaningful promises and commitments in line with my mission statement? Remember that EXECUTION is key.

Examples My Plans Develop self-awareness of possible tendencies Be conscious about the PAUSE button before

responding to events and situations. Be conscious about Time Management Matrix

6. Evaluate Plan on reviewing previous results and act on possible changes to plans.

Examples My Plan Set measurable goals and review regularly. Ex. 15 min. daily scripture reading, weekly file organization, weekly bonding with parents, etc.