TIME MANAGEMENT FOR THE ‘BUSI’ BUSI NESS PERSON

1. TIME MANAGEMENT FOR THE ‘BUSI’ BUSINESS PERSON GETTING THE MOST OUT OF YOUR 1440 MINUTES A DAY • Michael W. Piczak • September 2005

2. OBJECTIVES: • TO APPRECIATE TIME MANAGEMENT IN THE CONTEXT OF OTHER LIFE ACTIVITIES • TO TAKE STOCK OF TIME WASTERS • TO FIND WAYS AND MEANS OF BEING MORE TIME EFFICIENT AND EFFECTIVE • TO DEVELOP A PERSONAL TIME MANAGEMENT PLAN

3. HOW? • LECTURE • DISCUSSION • SELF ASSESSMENTS • GROUP EXERCISES • VIDEOS

4. LISTEN TO OURSELVES • “THERE JUST AREN’T ENOUGH HOURS IN THE DAY” • “WHERE DOES THE TIME GO?” • “I NEVER HAVE ANY TIME FOR MYSELF” • “WHAT A WASTE OF TIME THAT MEETING WAS...” • “I HOPE THIS IS WORTHWHILE” • “I HAVE BETTER THINGS TO DO” • “IF SOMEONE COULD INVENT THE 26 HOUR DAY, I’D HAVE A CHANCE” • “I CAN’T GO TO ANOTHER MEETING, I HAVE WORK TO DO”

5. MORE LAMENT… • “LET’S STOP TALKING ABOUT THIS AND MAKE A DECISION” • “THESE ADMINISTRATION MEETINGS GO ON FOREVER” • “WHERE DID THE WEEKEND GO?” • “THE PACE OF LIFE IS PICKING UP THESE DAYS” • “WHERE DID THE MORNING GO?” • “WHERE DID THE AFTERNOON GO?” • “WHERE DID THE WEEK GO?” • “THERE USED TO BE 2 PEOPLE DOING THIS JOB” • “WHEN AM I SUPPOSED TO DO ALL THIS?” • “KEEP HONKING, I’M RELOADING”

6. ARE CANADIANS CONCERNED ABOUT TIME? • RANKED 17TH OUT OF 31 COUNTRIES • ACROSS 3 MEASURES

7. ONE MORE MEASURE: CLOCKS EVERYWHERE • Computer • Fax • Car • House • Bedside • VCR • TV • On wrist • Palm device • Timers • Stove • Cell phone • Microwave • Answering machine • Public buildings • Civic squares • Bells on campus

8. THE FLIP SIDE: NO CLOCKS • INDONESIAN ISLANDERS THAT HAVE NO WORD FOR TIME IN THEIR LANGUAGE (per 60 Minutes piece)

9. UNIQUE CHARACTERISTICS OF TIME • YOU HAVE IT ALL • ONCE GONE, NO RECOVERY • CAN BE EFFICIENT WITH IT • CAN USE IT WISELY OR WASTE IT • MORE PRECIOUS AT SOME TIMES • FINITE AND UNCERTAIN AS TO AMOUNT • YOU HAVE CHOICE • WHO IS RESPONSIBLE

10. TIME MANAGEMENT MYTHS • TIME MANAGEMENT IS NOTHING BUT COMMON SENSE. I’M DOING WELL AT MY JOB, SO I MUST BE MANAGING MY TIME JUST FINE. • I WORK BETTER UNDER PRESSURE; TIME MANAGEMENT WOULD TAKE AWAY THAT EDGE. • PEOPLE TAKE TIME MANAGEMENT TOO SERIOUSLY; IT TAKES ALL THE FUN OUT OF LIFE. • TIME MANAGEMENT TAKES AWAY YOUR FREEDOM - AND I’M A SPONTANEOUS SORT OF PERSON. • TIME MANAGEMENT MIGHT BE GOOD FOR SOME KINDS OF WORK, BUT MY JOB IS VERY CREATIVE. • THE STUFF THEY TEACH YOU IN TIME MANAGEMENT IS A LOT OF WORK. I DON’T HAVE TIME TO DO ALL THAT.

11. EXERCISE 1 • POOR TIME MANAGEMENT RESULTS IN:

12. TIME MANAGEMENT CAN HELP WITH • STRESS • BALANCE • PRODUCTIVITY • GOALS

13. YOUR WORKAHOLIC QUOTIENT

14. PRODUCTIVITY DEFINED • OUTPUT / INPUT = PRODUCTIVITY

15. APPROACHES TO GOAL SETTING • SMART GOAL SETTING • ONE MINUTE MANAGER’S GOAL SETTING • CHRYSLER OPERATING SYSTEM APPROACH

16. DAVE BARRY’S DAY: PART 1 • WHAT DID DAVE BARRY DO RIGHT?

17. DAVE BARRY’S DAY: PART 2 • WHAT DID DAVE BARRY DO WRONG?

18. KIM GRIFFIN’S DAY • WHAT DID KIM DO RIGHT?

19. AVERAGE USE OF TIME • AN AVERAGE LIFE DISTRIBUTION OF TIME: • SLEEP 23 years (33%) • WORK 16 years (23%) • TV 8 years (11%) • LEISURE 4.5 years (6.5%) • EATING 6 years(8.5%) • TRAVEL 6 years (8.5%) • ILLNESS 4 years (6%) • DRESSING 2 years (3%) • RELIGION .5 years (.5%) • TOTAL 70 years (100%)

20. TIME USAGE QUIZ • DO THE EXERCISE TO SEE WHERE YOU WASTE TIME • WILL SERVE AS A BASELINE WHEN YOU IMPLEMENT YOUR PERSONAL TIME MANAGEMENT PLAN

21. WHAT YOU HAVE TO WORK WITH • 24 HOURS A DAY • 168 HOURS A WEEK • 1440 MINUTES A DAY AND • 3600 SECONDS AN HOUR

22. STEPHEN COVEY’S 2 X 2 MATRIX

23. A BOOK YOU SHOULD READ

24. EXERCISE: YOUR VALUES • FAMILY? • LEISURE? • FRIENDS? • VOLUNTEERING? • CAREER? • MONEY? • POSITION? • SELF FULFILLMENT?

25. FINDING OUT WHERE YOU ARE NOW • SET OUT A LISTING OF ALL OF YOUR ACTIVITIES • ASSIGN PERCENTAGES • ASSESS THE DEGREE TO WHICH THESE ACTIVITIES CONTRIBUTE TO THE REACHING OF YOUR DESIRED GOALS • IDENTIFY OBVIOUS TIME WASTERS

26. YOUR IDEAL DAY • WHAT WOULD SUCH A DAY LOOK LIKE? • WHEN WOULD IT START • WHO WOULD HAVE CONTROL OVER IT? • WHAT WOULD YOU DO? • WHAT IF YOU ONLY HAD SO MANY DAYS LEFT?

27. TECHNOLOGY IS THE ANSWER? • CELL PHONES • COMPUTERS • E-MAIL • FAXES • BLACKBERRIES

28. LOW TECHNOLOGY NO BRAINERS • procrastination • lack of delegation • lack of planning, scheduling & organization • trouble getting started in mornings • over-extended coffee breaks & lunches • idle time, talk, daydreaming • sorting & dispensing mail • not using e-mail • overusing e-mail • searching for files & information • reading magazines, junk mail • shuffling papers

29. TOO EASY • GRAB SNIPPETS OF TIME AND DO SMALL JOBS • APPRECIATE WHEN YOU ARE “BEST” - MORNING, AFTERNOON OR NIGHT • SNEAK 30-60 MINUTES OF QUIET TIME FOR REFLECTION • MAKE BETTER USE OF LUNCH TIME AND BREAKS • SET FINISHING TIMES FOR MEETINGS • FIND THE APPROPRIATE MIX OF MENTAL AND PHYSICAL THINGS • WATCH 3 OR MORE CHANNELS AT ONCE (FOR MALES ONLY) • GIVE YOURSELF A REWARD AFTER COMPLETING A PARTICULARLY UGLY TASK

30. TIPS FROM AROUND THE WORLD • PRIORITIZE  • ORGANIZE AND WRITE DOWN YOUR ACTIVITIES DAILY  • PREPARE A PRIORITIZED TO DO LIST AT END OF EACH DAY FOR NEXT DAY  • SET A SCHEDULE AND TRY TO STICK TO IT (EVEN YOUR SOCIAL LIFE) • USE TECHNOLOGY TO ADVANTAGE IN THE FORM OF E-MAIL, CELL PHONES, VOICE MAIL, LOTUS NOTES/ORGANIZER FOR SCHEDULING ACROSS INDIVIDUALS, OFFICE OUTLOOK, ETC.

31. COMMITTING TO A TIME MANAGEMENT PLAN • WHAT • BY WHEN • OBSTACLES • WHO COULD HELP

32. SMALL ADJUSTMENTS • MAKING SMALL CHANGES CAN DELIVER BIG RESULTS

33. WHEN SHOULD YOU MAKE THE COMMITMENT? NOW

34. TIME MANAGEMENT FOR THE ‘BUSI’ BUSINESS PERSON GETTING THE MOST OUT OF YOUR 1440 MINUTES A DAY • THE END • Michael W. Piczak • September 2005