Time ManagementTime Management

By: Jeremi BauerBy: Jeremi BauerDecember 2007December 2007

““Those who make the worst use of Those who make the worst use of their time are the first to complain of their time are the first to complain of its shortness.its shortness.””

- Jean de La Bruysre- Jean de La Bruysre

ObjectiveObjective

To learn how to focus on a mission To learn how to focus on a mission and vision that gives purpose and and vision that gives purpose and direction to your workdirection to your work

To learn how to prioritize highest-To learn how to prioritize highest-leveraged activities, leading to leveraged activities, leading to increases in productivity increases in productivity

The clock and the compassThe clock and the compass

The ClockThe Clock

Commitments Commitments

Appointment Appointment

Schedules Schedules

Goals Goals

Activities Activities

What we do and how What we do and how we manage our we manage our time. time.

The CompassThe Compass

VisionVision

Values principles Values principles

ConscienceConscience

DirectionDirection

What we feel is What we feel is important and how important and how that leads our job.that leads our job.

Understanding TimeUnderstanding Time

Understanding timeUnderstanding time

Quadrant I-Quadrant I- manage: the quadrant of necessity; manage: the quadrant of necessity; things are both urgent and importantthings are both urgent and important

Quadrant IIQuadrant II – leadership and quality: the – leadership and quality: the quadrant of focus; things are important but not quadrant of focus; things are important but not urgenturgent

Quadrant IIIQuadrant III – (avoid): the quadrant of – (avoid): the quadrant of deception; things are urgent but not importantdeception; things are urgent but not important

Quadrant IVQuadrant IV – (avoid): the quadrant of waste; – (avoid): the quadrant of waste;

things are neither important nor urgentthings are neither important nor urgent

Want to be in quadrant II Want to be in quadrant II

How do I get there? How do I get there?

The six step processThe six step process

Connect to missionConnect to mission

Review roles Review roles

Identify goals Identify goals

Organize weeklyOrganize weekly

Exercise integrityExercise integrity

Evaluate Evaluate

Step 1: connect with vision & Step 1: connect with vision & missionmission

Look at the big Look at the big picture. The key to picture. The key to this connection lies this connection lies in the clarity of in the clarity of your vision around your vision around such questions as:such questions as:

What is the What is the purpose of your purpose of your job? job?

In what direction In what direction do you want your do you want your carrier to go? carrier to go?

What are the most What are the most important aspects important aspects of your job? of your job?

Step 2: identify your rolesStep 2: identify your roles

What role do you play at work. What role do you play at work. Where do you fit in, what are your Where do you fit in, what are your

responsibilities, what relationships responsibilities, what relationships should you work on, and what are should you work on, and what are your areas of contribution. your areas of contribution.

Step 3: identify goals based on Step 3: identify goals based on roles roles

What is the most important thing I can do What is the most important thing I can do for each role this week that would have for each role this week that would have the best positive outcome. the best positive outcome.

Take note of how relationships can have Take note of how relationships can have an effect on these goals. an effect on these goals.

Identify the steps that need to be taken to Identify the steps that need to be taken to achieve long-term goals. achieve long-term goals. May have to set short-term goals to achieve May have to set short-term goals to achieve

the long-termthe long-term

Step 4: organize weeklyStep 4: organize weekly

Preview your schedule – get your Preview your schedule – get your bearingsbearings Review your compass (in what direction Review your compass (in what direction

are you headed)are you headed) Look at the day in the context of the Look at the day in the context of the

week (what do you need to accomplish week (what do you need to accomplish today to make tomorrow a success)today to make tomorrow a success)

Step 4: organize weeklyStep 4: organize weekly

Prioritize: identify activities as QI or QII Prioritize: identify activities as QI or QII – keeps QIII and IV out of your schedule – keeps QIII and IV out of your schedule

T planning: time sensitive activities on T planning: time sensitive activities on the right, any time activities on the left the right, any time activities on the left Makes for effective schedule decisions Makes for effective schedule decisions Keeps you sensitive to commitments Keeps you sensitive to commitments Best use of your time:Best use of your time: remember remember

importance rather than urgency!importance rather than urgency!

Step 5: exercise integrity in the Step 5: exercise integrity in the moment moment

Is my plan going to work and should I Is my plan going to work and should I carry it out? carry it out?

Or should I make appropriate direct Or should I make appropriate direct changes better fit for the situation. changes better fit for the situation.

Step 6: evlauateStep 6: evlauate

What goals did I achieve? What goals did I achieve? What challenges did I encounter and What challenges did I encounter and

what lessons did I learn? what lessons did I learn? What decisions did I make? What What decisions did I make? What

were the outcomes? were the outcomes? Did I stick to my plan and keep Did I stick to my plan and keep ““first first

things first?things first?””