Effective Time Management Strategies for Success

1. Air Education and Training Command Time Management MSgt Pablo Morales HQ AETC/LG-EM 05 Sep 2002 I n t e g r i t y - S e r v i c e - E x c e l l e n c e

2. TIME MANAGEMENT

3. OVERVIEW • DEFINITION • TIME WASTERS • TIME MANAGEMENT TOOLS • USING DELEGATION • VIDEO, “PARETO’S PRINCIPLE”

4. DEFINITION: • “The effective use of techniques and tools to fully maximize professional and personal time in the accomplishment of established goals”

5. TIME WASTERS • INTERNAL WASTERS • Procrastination • Coffee breaks • Lack of priorities • Socializing • Open-Door Policies

6. TIME WASTERS • INTERNAL WASTERS • Misplaced items • Poor organization • Lack of self-discipline • Poor filing techniques • Telephone interruptions • Poor communications • Inability to say “NO”

7. TIME MANAGEMENT TOOLS • SETTING GOALS • PRIORITIZING • PLANNING • ORGANIZING

8. TIME MANAGEMENT TOOLS • SETTING GOALS • IDENTIFY AREAS OF CONCERN • SOLICIT (UP & DOWN) FEEDBACK • WRITE YOUR GOALS DOWN • TARGET DATE OF COMPLETION • DESIRED OUTCOME • SPECIFIC AND MEASURABLE

9. TIME MANAGEMENT TOOLS • PRIORITIZE YOUR GOALS • DEFINE IMMEDIATE/URGENT GOALS • DEFINE LONG TERM GOALS • DEFINE NICE TO HAVE GOALS • WRITE IT DOWN TODAY • BE REALISTIC WITH TARGET DATES • IDENTIFY POTENTIAL ROAD BLOCKS

10. TIME MANAGEMENT TOOLS • PLAN GOAL ACCOMPLISHMENT • UTILIZE THE TEAM APPROACH • SOLICIT FEEDBACK • QUESTIONNAIRES • DISCUSSION • THIRD PARTY DISINTERESTED REVIEW • BREAK IT DOWN INTO BITE SIZE CHUNKS • PLAN TO MEASURE THE RESULTS

11. TIME MANAGEMENT TOOLS • ORGANIZE FOR SUCCESS • ARRANGE GOALS • DAILY GOALS • WEEKLY GOALS • MONTHLY GOALS • SEMI/ANNUAL ECT. • PROGRAM INTERRUPTION TIME (EXPECT IT!)

12. TIME MANAGEMENT TOOLS • INBOXES • REVIEW ALL PENDING WORK ITEMS • PRIORITIZE “TO DO LIST” • REVIEW

13. DELEGATION • SELECT THE CORRECT PERSON(S) • USE TEAMS WHERE POSSIBLE • ESTABLISH TEAM LEADER • RESPONSIBILITY VS. AUTHORITY • TASKS EQUAL EXPERIENCE LEVEL • ESTABLISH DEADLINES • GIVE CLEAR INSTRUCTIONS • FOLLOW-UP/FEEDBACK

14. PARETO’S PRINCIPLE • Eighty percent of the results or value are achieved through/by twenty percent of the activities/people. • 80% of sales are made by 20% of salesmen • 80% of absenteeism results from 20% of employees • 80% of sick leave is taken by 20% of workers • 80% of group discussion is presented by 20%

15. PARETO’S PRINCIPLE • Eliminate the “Trivial Many” 80% and focus on the “Vital Few” 20% • Review your activities and determine which are the “Vital Few” that will provide the maximum value towards accomplishing our most desired goals.

16. BALANCE? • -Balance is something you can achieve • -Allow others to share the load • -Let go of unrealistic goals and priorities • -Act on your goals/priorities • -No is a word you can learn to say • -Communicate effectively to strengthen relationships • -Expect and plan for the unexpected

17. Conclusion Time Management begins and ends with the individual’s efforts to plan, organize and control the valuable asset of time.

18. Questions?