Time Management

1. Time Management Managing for Success at Northwestern University

2. Working at Northwestern • Strongly Collaborative Environment • Most employees have multiple levels of accountability • Work for several professors, administrative units, etc. • Requires the ability to manage multiple priorities and demands on an individual’s time

3. Why We Need Time Management Strategies

4. The Best System Is The One That Works Best For You • Are you a morning person? • Do you work best with paper or electronic systems? • Which calendar system works for you? • What type of phone do you have? Do you have a tablet? • How do you manage interruptions? • What is your communication style?

5. Time Management is a Process • Decide and manage what you have to do (lists). • Schedule time to do it. • Manage interruptions, distractions and emergencies. • Handle inputs and information. • Manage communication and improve your processes to become better at managing your time. • Invest in yourself so that you can give 100%.

6. Forming a New Habit

7. Organizing Your Work

8. Managing and Prioritizing Work • Master To-Do List • Keep this list active and ongoing of all work • Create this list by reviewing your work and adding items with due dates • Look at what happened in the last week, anything you need to follow up on? • What will be happening next week? What should be added? • Priority List- daily to do list • Every night, make your daily to do list for the next day. • Be realistic and add only 3-5 items. • Be flexible and leave room for the unexpected e-mail or phone call which will add another to-do.

9. Michelle’s System: The 4 D’s • Deadline (or Due Date) • Dean (Department Chair) • Dollars • Da Feds • The more D’s, the higher the priority – and the work will generally be communicated in these terms. • Assignments will also be given in terms of “A should be done before B, even though B is urgent.”

10. Triage/Prioritization • Whatever form you choose, prioritization is a key skill to learn. • We are not here to make people happy, learn to deal with some form of discomfort. • The buck does NOT stop with you, kick it up higher if you have a problem or need help with knowing how to prioritize your work. • Do not wait until you feel stressed out, ask early and ask often.

11. Scheduling Your Work

12. Schedule Your Work • Create your own deadlines • We do this with proposals, we can apply this with other larger projects. • Establish routines • Habits and routines use less brain power and save time, knowing how you work best. • Schedule large projects, or regular work. • Utilize your time more efficiently and get in the zone by planning when you’ll work on regular projects. • Plan when you’ll answer email, voice mail. • E-mail can interrupt your day and drain your concentration.

13. Handling Emergencies, Inputs and Interruptions

14. Get into the Zone • Managing External Distractions • Send calls to voice mail • Close your e-mail program • Wear earphones • What else? • Managing Internal Distractions • Most causes of internal distraction have to do with perfectionism, negative self-talk or procrastination. • The cure is the same, break the project down and get started on a part of it.

15. Handling an Emergency • How does this fit with your daily schedule? • Use your prioritization system. • Bump something off your list onto the next day. • Handle the new issue. • Get help or input.

16. Handling Information Overload • Triage e-mail and other information sources • Give yourself enough time to go through e-mails • Only handle it once • Act on it, file it for future reference, or forward for action. • Make time to keep up with research administration information. • Keep a folder of articles, schedule time and do the reading you need to do to maintain and develop your knowledge. • Go to meetings, trainings, seminars, and ensure they are in your schedule.

17. Working with People

18. Communication • Managing relationships with people takes up a bulk of our daily work. • Understanding communication preferences of people you work with on a regular basis is key – use them. • Do not rely on e-mail as a major communication tool • Email can waste time if it causes miscommunication • Use e-mail to confirm a verbal communication. • Watch tone, and keep e-mails very short.

19. Meetings • Is there an agenda for the meeting? • Is everyone scheduled for the meeting supposed to be there? • Who is the leader of the meeting? • Does the meeting start/end on time? • Keep the meeting on the agenda by asking questions related to it. • Keep the meeting on task by tabling items not germane.

20. Giving Your Best at Work

21. Stop Multitasking • Focus on one task at a time and finish it, then move on to the next item on your list. • When you do this, you maintain flow and concentration. • When you don’t you increase your chance of errors and produce a less quality work product. Go slow to go fast.

22. An Organized Work Environment • When it’s hard to perform routine tasks or to find things you routinely use, it takes more time. • Make sure your desk and work environment is organized well and free of clutter • Use a filing system (electronic and paper) that uses standard naming conventions • Place things that you use all the time closer to you • Ensure that your computer and chair are at the proper height, etc.

23. Maintaining Your Energy Level • Take breaks during the day in order to come back refreshed. • Make sure you eat, get good sleep, and exercise. • Maintain a sense of perspective – sense of humor. • Strive for a good work-life balance. • Strive to have fun and learn something new. • Talk to Michelle, Krista and Eric about how things are going.

24. You are a Valuable Team Member Your time and energy are valuable – we want to ensure that you have the resources you need to be successful and use your time well. We are here to help you do your best work!

25. Resources • What to Do When There is Too Much to Do, Laura Stack • LifeHacker, by Adam Pash and Gina Trapani • The Power of Habit, Charles Duhigg • Death by Meetings, Patrick Lencioni