The Art of Time Management and Leadership Observations
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Transcript of The Art of Time Management and Leadership Observations
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The Art of Time Managementand
Leadership Observations
Mary K. Estes, Ph.D.Professor, Department of Molecular
Virology and Microbiology and Medicine- GI
Director, TMC Digestive Diseases Center Baylor College of Medicine
Houston, Texas
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The Art of Time
Management
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Time Management
Determine your priorities and your goals
Once articulated, they will help you judge how you wish to apportion your time and effort
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Time Management is a Myth
No matter how organized we are, there are still only 24 hrs per day
Time doesn’t change All we can manage is ourselves and what
we do with the time we have!
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Implement a Time Management Plan
Create time management goals Find out where you are wasting time Use time management tools –
Day timer or cell phone – schedule and lists Prioritize ruthlessly Set time limits for tasks Be sure your systems are organized
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NEVER PROCRASTINATE
The work will not disappear!
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Timeliness
Attention to each problem when it arises will prevent the need to solve more pressing problems that result from failure to address the initial problem promptly.
Email Telephone calls Handle expediently S??? mail
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Distraction
Never look at the mail or message until you plan to do something with it
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Delegation
Delegate reasonable tasks
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The Big Picture
Develop a conceptual understanding of space and money
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Zen… or something like it
Develop a large tolerance for ambiguity Use your sense of humor Develop a minimal need for short term rewards Develop broad shoulders without chips Listen to others
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Take as many of your owntelephone calls as you can
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Remember: Rome wasn’t built in a day, but
it burned in one...
It doesn’t matter what you did yesterday, it is what you are doing today or will do
tomorrow that is important
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You can compromisewithout being compromising
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Elementary, my dear Watson…
Always seek out the facts
Good decisions must be factually sound
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Assume that what you do will have to be accounted for:
Collect data as it develops
This saves much time and effort when accountability is requested: CV’s, hospitals,
schools, certifying bodies, etc.
Time and effort Money Space
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“And last, but not least…”
When you meet with someone and they have a long list or agenda, ask them to start at the bottom
The last item is usually the most sensitive and will require the greatest amount of time
When you prepare an agenda, put the most pressing item at the top-- it will saves hours of meeting time
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Expediency Efficiency
A bird in the hand may be worth two in the bush, but...
the bird may also leave droppings in your palm
There are no shortcuts to success!
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Do not fight change-- it wastes time
Change is inevitable…
not to mention uncomfortable…BUT
it brings opportunities and risk
Your job is to maximize the opportunity and minimize the risk
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Focus on outcomes:
Publish research findings
Publications are the currency of success Obtain funding for research Education
Plot a course prospectively to achieve the
best outcome
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Conceptualize problems
This is the only way you can communicate both
the nature of the problem and its solutions in the
simplest terms-- doing so saves enormous
amounts of time. You can explain something once
and it will be understood
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Never do something twice
Do it right the first time!
Papers Grants Letters“I took a few shortcuts laying
the foundation, but I don’t think anyone will notice…”
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Multitasking
You can do two things at the same time
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Cohesiveness
Constantly seek to eliminate unproductive efforts or divisive activities within the group
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Time is life’s most preciousresource
Use your time and that of others with accountability
Be on time!
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Time is life’s most preciousresource
Use your time efficiently
Have something to do while waiting – before appointments or between
meetings or classes
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Deal with the cards you are dealt
Trying to seek a re-deal is a waste of time and generally is not successful
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There is no substitute forintegrity
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Do everything thoroughly
Failure to prepare is preparing to fail
Excellence is achieved by the pursuit of perfection ALL the time
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Good time management israrely an accident
It is the result of:
high intention sincere effort much thought skillful execution
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When you are in a position to do so...
Hire people smarter than yourself
It will:
1) Save you time
2) Make you look good
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Do not panic when you makemistakes
Good judgment comes from experience
Experience come from bad judgment
Do not make the same mistake twice
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Achieve balance between yourpersonal and professional life
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Leadership Observations
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Leaders usually are ordinary people
with extraordinary determination.
Persistence in the name of a good
cause usually overcomes resistance.
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Attributes of Leaders
The ability to articulate a vision. A superior capacity to select personnel. A conceptual understanding of space and
money. The courage to make unpopular decisions. The ability to create a readiness to change.
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Attributes of Leaders
A large tolerance for ambiguity. A sense of humor. A minimal need for short term rewards. Broad shoulders without chips. The ability to listen.
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Personal Principles
The job of a leader is to make other people’s dreams come true.
Make as many of your own telephone calls as you can.
Always try to do what is right. Never give up the high ground.
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Personal Principles Never confuse power with authority. Power is an
imputed phenomenon, and power is gained by not using it.
Never gripe down.
If you expect excellence and convey that to the personnel, they will do more than what they themselves believed possible.
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Manage by Wandering
Get to know everybody on the custodial staff.
They will tell you what is going on. Never divulge
their confidence or they will unionize and you will
have no absolute source of truth.
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Simple Truths
Praise in public and criticize in private.
If you and the college director agree on
everything, there is a high probability that you
are both wrong.
Always seek out and understand the facts. Good
decisions must be factually sound.
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Simple Truths
Stay in charge of your calendar. Never appoint a committee to recommend
allocation of space. Solve problems that have solutions. Parking
problems generally do not, so delegate these to someone else.
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Simple Truths
When you join an organization as a new leader,
remember your first week of meetings. Virtually
everyone who has called for an appointment will
cause you long term trouble.
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Learn Time Management Skills
Never do something twice – do it right the first time.
You can learn to do two things at the same time.
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Questions?