APICS & NAPM Buffalo February 12, 2014

1. APICS & NAPMBuffaloFebruary 12, 2014 Effective Time Management Skills: Eliminating the Biggest Time Wasters Presented by: Julie M. Kowalski Of Spizzerinctum Group LLC Spizzerinctumroup@gmail.com 262-993-4883

2. Effective Time Management The choice is Yours! Spizzerinctumgroup@gmail.com 262-993-4883

3. What is Effective Time Management? Identifying what is important to YOU and giving those activities a place in your schedule! Creating days that are meaningful and rewarding to YOU! Spizzerinctumgroup@gmail.com 262-993-4883

4. Effective Time Management The Big Black Hole We can loose 4 hours a day to this! What is it? Spizzerinctumgroup@gmail.com 262-993-4883

5. Effective Time Management The BIG BLACK HOLE = Needless Interruptions What are needless interruptions? "unanticipated events" Spizzerinctumgroup@gmail.com 262-993-4883

6. Effective Time Management Interesting Statistics • On average we experience 1 interruption every 8 minutes, or approximately 6-7 per hour • In an 8 hour day that totals around 50 – 60 interruptions • The average interruption takes approximately 5 minutes • 50 interruptions / day @ 5 minutes = 250 minutes or just over 4 hours out of 8 or 50% of the workday Spizzerinctumgroup@gmail.com 262-993-4883

7. Types of Interruptions Total interruption: Completely occupy one’s conscious mind & disallow any thought relevant to the task (i.e.. Actively participating in phone conversation) Dominant interruption: Largely occupy the mind, leaving thought about the task to slowly develop in the back of one’s mind (i.e. recreational web browsing) Distractions: Do not stop one from consciously working on task but do draw attention away from it thus slowing the accuracy, thoroughness and speed of completion (i.e. instant messaging friends) Background activities: may not be obvious but divert some portion of one’s attention away from task. (i.e. listening to music) Spizzerinctumgroup@gmail.com 262-993-4883

8. Top Time Wasters • Lack of planning, prioritizing and focus • Procrastination • Interruptions • Lack of delegation • Unnecessary meetings / meetings without an agenda with time slots Spizzerinctumgroup@gmail.com 262-993-4883

9. Top Time Wasters • Crisis management, fire fighting • Email and internet • Not saying 'No' • Lack of organization and untidiness • Not enough time-off or time for yourself Spizzerinctumgroup@gmail.com 262-993-4883

10. Top Time Wasters • Lack of tools – forcing workarounds • Too many ways to “forget” • Lack of clarity in action items / responsibilities and follow through Spizzerinctumgroup@gmail.com 262-993-4883

11. 10 Most Common Time Management Mistakes • Failing to keep a to-do list • Not setting personal goals • Not prioritizing • Failing to manage distractions / interruptions •  Procrastination Spizzerinctumgroup@gmail.com 262-993-4883

12. 10 Most Common Time Management Mistakes • Taking on too much • Thriving on “busy“ • Multitasking • Not taking breaks • Ineffectively scheduling tasks Spizzerinctumgroup@gmail.com 262-993-4883

13. How Good Is Your Time Management? For each statement, check the column that best describes you. Please answer questions as you actually are (rather than how you think you should be), and don't worry if some questions seem to score in the 'wrong direction'. Spizzerinctumgroup@gmail.com 262-993-4883

14. How Good Is Your Time Management? Spizzerinctumgroup@gmail.com 262-993-4883

15. How Good Is Your Time Management? Spizzerinctumgroup@gmail.com 262-993-4883

16. How Good Is Your Time Management? Spizzerinctumgroup@gmail.com 262-993-4883

17. 3 Reasons why we don’t get done what needs to be done! • Our beliefs • Negative Mental Programming • Self-Limitations Spizzerinctumgroup@gmail.com 262-993-4883

18. 21 Effective Time Management Tips • Ask yourself “Is what I am doing right now the best use of my time?” • Know thyself and thy time wasters and STOP • Practice not answering the phone just because it's ringing and e-mails just because they show up. Disconnect • Schedule / Block time – you have to “make time” as you will never “find time” Spizzerinctumgroup@gmail.com 262-993-4883

19. 21 Effective Time Management Tips • Use “to do lists” – include “where” in the schedule – great apps (Put Things Off) • Eat that elephant one bite at a time - work on larger tasks for short periods of time • Create start and stop times as well as what you will accomplish in that amount of time • Plan more time than you actually think it will take Spizzerinctumgroup@gmail.com 262-993-4883

20. 21 Effective Time Management Tips • Stop trying to multi-task and start practicing mindfulness • Challenge your own tendency to say 'yes' without scrutinizing the request - start asking and probing what's involved - find out what the real expectations and needs are • Take 2 minutes to think about better options Spizzerinctumgroup@gmail.com 262-993-4883

21. 21 Effective Time Management Tips • Re-condition the expectations of others as to your availability and their claim on your time • Always probe deadlines to establish the true situation - people asking you to do things will often say 'now' when 'later' would be perfectly acceptable Spizzerinctumgroup@gmail.com 262-993-4883

22. 21 Effective Time Management Tips • Do not start lots of jobs at the same time - even if you can handle different tasks at the same time it's not the most efficient way of dealing with them, so don't kid yourself that this sort of multi-tasking is good - it's not • Manage your environment • Appropriately challenge anything that could be wasting time and effort, particularly habitual tasks, meetings and reports Spizzerinctumgroup@gmail.com 262-993-4883

23. 21 Effective Time Management Tips • Have a regular place for things and put them back when you’re done with them • Use a calendar and write down everything you need to do and when you need to do it – on the same calendar • Relearn how to focus • Stop procrastinating • Build coping skills to deal with challenges Spizzerinctumgroup@gmail.com 262-993-4883

24. Work smart or hard! A man was hired to paint the stripes down the middle of Main Street. The boss issued him a can of paint and a paintbrush and checked up on him after an hour and he noticed he was making reasonable progress. When the boss visited him at lunchtime, he saw that progress had slowed dramatically. At the end of the day, the boss counted only two new stripes since lunchtime and called his new worker to account for the lack of results. The worker said, "Well, just look how far I am from my paint can!" Spizzerinctumgroup@gmail.com 262-993-4883

25. Work smart or hard! Where do you need to move your paint can? Spizzerinctumgroup@gmail.com 262-993-4883

26. THANK YOU Thank YOU for allowing me the privilege of spending this time with you! It has certainly been my pleasure! Please do not hesitate to call me if I can be of assistance to you, your company, or your team or another professional organization to which you belong. I would be honored to talk to you. I am always willing to brainstorm, learn and share with others! Spizzerinctum Group LLC Energy Enthusiasm Success Julie Kowalski 262-993-4883 Spizzerinctumgroup@gmail.com