Make Time Through Time Management

1. Make Time Through Time Management Hawaii Tourism Authority Festivals & Events Seminar Patty Tracy May 15, 2009

2. The Bad News: Time FliesThe Good News: You’re the Pilot! Today’s Objectives • Define Time Management in terms of Your life, Your needs and Your desires • Move from “should do” to “want to do” • Provide navigational tools and tips to assist in -Assessing where you are -Identifying where you want to go -Developing a system to get you there

3. I Yam What I YamPopeye the Sailor Where I Am • Increase awareness of how you spend time -Self observation -Time/motion study -Take pulse of emotions and attitudes -Proactive or reactive? -No judgments…ponder, don’t punish -

4. Time You Enjoyed Wasting is Not Wasted Time T.S. Elliot Where I Want to Be • Reflect on your self observations -What is required, what is optional? -What do you want more of? -What do you want less of? -What do you want to add? And dream a little…just between You and You.

5. Don’t Agonize….Organize! How To Get There • Create a flight plan -A written system of recording what you want to do and assigning priorities -High tech, low tech or no tech -Move items from your mind to a “minder” • Clear the runway of clutter -Create home and office environments that work for, not against, you • Identify opportunities to accomplish home and work activities with less effort and more effect

6. Those Who Aim at Nothing Usually Hit It Right on the Button Time Management Systems samples • From simple to soul searching - ABC method - David Allen, David Allen Co. -Stephen Covey, Franklin Covey Co. -Jim Loher, Human Performance Institute - Randy Pausch

7. To Think Too Long About Doing a Thing Often Becomes Its Undoing E. Youn Simple ABC Method -Identifies and prioritizes tasks -Low complexity, just paper and pen and you -Divide blank paper into three sections - Review daily, add, delete or change priorities A. Must Do B. Should Do C. Could Do

8. You Can’t Really Manage Time, You Can Manage Yourself D. Allen David Allen Jim Loehr Stephen Covey Fortune Magazine September 2008 “Get a Life”

9. Your Mind is for Having Ideas, Not for Holding Them D. Allen David Allen • Background -Bestselling author, “Getting Things Done” - Productivity/executive coach -GTD system • Key concept -Think small. Get the details under control. • Core principles - Collect, Process, Organize, Review, Do

10. If Not Now When?If Not Me Who? • Collect -Offload what needs to get done into “bucket” Inbox, notebook, PDA, etc. • Process -Start at top -Do it (if takes 2 min or less), delegate it or defer it…or -File for reference, throw away or incubate

11. Just Do It Nike • Organize -Next actions -Projects -Waiting for -Someday/Maybe • Review -Prioritize • Do --

12. If You Think You Can or If You Think You Can’t, You’re Right Henry Ford Stephen Covey • Background Productivity coach, bestselling author, “7 Habits of Highly Effective People” • Key concept: -Create a vision, set goals, then plan weekly and daily

13. Effectiveness, in Other Words, Is a Habit Peter Drucker • Be proactive • Begin with the end in mind • Put first things first • Think win-win • Seek first to understand, then be understood • Synergize • Sharpen the saw

14. A Year From Now You Will Wish You Had Started Today K. Lamb

15. You May Delay, But Time Will NotB.Franklin Jim Loehr • Background -CEO Human Performance Institute, performance coach, bestselling author “The Power of Full Engagement” • Key concept -Think energy, not time

16. If You Can Dream It, You Can Do It Walt Disney Randy Pausch • Background -Late professor Carnegie Mellon University -Delivered lectures on Time Management and “The Last Lecture: Really Achieving Your Childhood Dream”

17. One Size Doesn’t Fit AllCreate work and home environments that work for you Randy Pausch’s office His assistant’s office

18. Bump Top bumptop.com Acts much like a real desktop Allows you to stack documents, put sticky notes and photos on “walls”

19. Cozi cozi.com Free family calendar Manage shopping and to do lists, send lists to phones, remote retrieval Organize chores and communicate with one another

20. Managing Email • Four D’s of Managing Email S. Covey -Delete it -Do it…if two minutes or less -Delegate it -Defer it Create useful labels and folders Use Reply to All sparingly Batch Process Don’t use inbox as a task list

21. Effective Meetings: Lose the Wait and Trim the Waste • Have a written agenda • Start and finish at the stated times • Keep discussions to agenda items • Depersonalize discussions of alternative ideas • Focus on progress not process • Conclude with summary of results of meeting, specific next steps and accountability.

22. Overcoming the Perils of Procrastination • Common causes -Task is unpleasant -Task seems overwhelming -Not prioritizing the tasks at hand -Fear of failure…wanting to be perfect -Waiting for the “right” time or mood • Solutions -Break task into manageable pieces -Develop personal rewards for completion -It’s Ok not to be perfect, good enough can be good enough -Acknowledge feelings….and do it anyway

23. Whether It’s the Best of Times or the Worst of Times, It’s the Only Time We Have. Art Buchwald Avoid the Stress Mess • Develop habit of decision-making when things show up, not when they blow up • Don’t let others spend your time for you • Ask x or y or why • We often get what we inspect, not expect • Encourage others to develop their own strengths and capabilities -Be aware of and beware of feigned incompetence -Don’t do other people’s work for them • Practice Time Triage • Reap the rewards of routine • TTSP • Sometimes all you can do is all you can do • When you get to the end of your rope, tie a knot and hang on

24. Resources Sources of ideas on organizing, home maintenance and time management -HGTV.com general website, Mission Organization TV -foodnetwork.com -allrecipes.com -epicurious.com -Business Week Special Time Management Issue 3/2009 businessweek.com/managing/special_reports/20090310time_management.html pltracy@maui.net