Time-Life Strategies that Produce Positive Outcomes

Living Your Own Life

Course Logistics WebEx cour se

Recor di ng avai l abi l i t y

Pr i mar y Consul t i ng LLC

I nst r uct or

Jenni f er L. Thi beaux, MAEd, SPHR

Cour se Lengt h: 1 hour

Handout s

Course Goals What does a pr oduct i ve day l ook

l i ke f or you?

What makes you f eel good at t he end of a wor k day?

I dent i f y ways you wast e t i me

Be obj ect i ve!

Or gani ze your wor kday mor e ef f i ci ent l y

Keep t o your schedul e

Good Intentions – Where’s the

Action?

Does t hi s sound l i ke you? I know I need t o be a bet t er manager

of my t i me

I wi sh I had a coupl e of mor e hour s i n t he day

Does t hi s descr i be you? Duri ng t he Workshop– “I ’m goi ng t o

change t he way I manage my t i me”

1-week af t er t he Workshop– “I need t o st ar t i mpl ement i ng t he t hi ngs I have l ear ned”

1-mont h af t er t he Workshop– “I haven’tdone anything I thought was good…where’s my not es agai n?”

TODAY… Today I wi l l make a deci si on t o

manage my t i me

Today I wi l l def i ne, r ef i ne, or r emember my per sonal mi ssi on st at ement

Today I wi l l commi t t o t he Power of 3 Take 3 t hi ngs t hat I wi l l wor k on

each day f or t he next 3 weeks

Today I wi l l under st and t hat t i me doesn’t pass me by, I j ust f ai l t o move wi t h i t

Life/Work Balance Wheel

YOU

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Life/Work Balance Wheel

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Personal Mission Statement The per sonal mi ssi on

st at ement shoul d answer

Why ar e you her e?

Whose l i ves do you i mpact ?

Who i mpact s your l i f e?

How do you pl an on spendi ng your t i me?

I t shoul d i ncl ude your ent i r e l i f e – not j ust wor k

The Decision Based on Fami l y

Wor k

Heal t h

Soci al

Lear ni ng

Spi r i t ual

Flow Commonl y cal l ed bei ng i n

t he zone

Lovi ng what you do

Under st andi ng t hat t he t ask may not be “pr et t y” but t he out come i s desi r abl e t o you

Not hi ng and no one can st op you when you ar e i n t he mi dst of “f l ow”

Defining Goals Det er mi ne t he desi r ed end r esul t

Set shor t -t er m obj ect i ves f or r eachi ng goal s

Adj ust obj ect i ves as condi t i ons change

Planning Make a dai l y l i st

Make a weekl y l i st

Make a mont hl y/quar t er l y/annual l i st

Updat e your l i st s ever y mor ni ng

Process

Prioritizing

Rank t asks i n or der of i mpor t ance

Bui l d i n t i me f or t he unexpect ed

Leave t i me f or t hi nki ng and pl anni ng

Remai n f l exi bl e

Real i ze you won’t f i ni sh ever yt hi ng

Covey Time Management Matrix

URGENT NOT URGENT

QUARDRANT I

ACTIVITIES:

Crises

Pressing Problems

Deadline-driven projects

QUARDRANT II

ACTIVITIES:

Prevention, PC activities

Relationship building

Recognizing new opportunities

Planning, recreation

QUARDRANT III

ACTIVITIES:

Interruptions, some calls

Some mail, some reports

Some meetings

Proximate, pressing matters

Popular Activities

QUARDRANT IV

ACTIVITIES:

Trivia, busy work

Some mail

Some phone calls

Time wasters

Pleasant activities

IMPO

RTA

NT

NO

T IM

PO

RTA

NT

Stephen R. Covey

When We Focus on Quadrant I

QUARDRANT I

RESULTS:

•Stress

•Burnout

•Crisis Management

•Always putting out fires

QUARDRANT II

QUARDRANT IV

QUARDRANT III

Stephen R. Covey

When We Focus on Quadrant III

QUARDRANT I QUARDRANT II

QUARDRANT III

RESULTS:

•Short-term focus

•Crisis management

•Reputation-chameleon character

•See goals and plans as worthless

•Feel victimized, out of control

•Shallow or broken relationships

QUARDRANT IV

Stephen R. Covey

When We Focus on Quadrant III and

IV

QUARDRANT I QUARDRANT II

QUARDRANT III QUARDRANT IV

RESULTS:

•Total Irresponsibility

•Fired from jobs

•Dependent on others or institutions for

basics

Stephen R. Covey

When We Focus on Quadrant II

QUARDRANT I

QUADRANT II

RESULTS:

•Vision, perspective

•Balance

•Discipline

•Control

•Few crises

Stephen R. Covey

STRATEGIES

FOR DEALING WITH TIME WASTERS

Major Time Wasters Worry

Reacting instead of

directing

Short-term planning

Inadequate

preparation

Excessive attention

to detail

Inability to delegate

Lack of

communication

Lack of clear-cut

goals

Over-commitment

Indecision

Poor organization

The Trouble with Worry I t get s us nowher e

I t cr eat es mi nd t r af f i c

Neur al st at i c t hat sl ows down our ent i r e t hi nki ng pr ocess and makes us much mor e i nef f ect i ve

The mor e we t hi nk about t he t hi ngs t hat wor r y use, t he bi gger t hey get (i n our mi nd) and t he mor e t i me we wast e on t he wr ong t hi ngs

StrategyProcrastination

Br eak a l ar ge j ob down i nt o smal l er par t s

Do t he easy par t s f i r st

Face unpl easant t asks squar el y

Ti me your sel f

Rewar d your sel f

StrategyInterruptions

Set l i mi t s

Get t o t he poi nt

Deal wi t h t he i ssue on t he spot

Concl ude t he conver sat i on f i r ml y

Let cal l er s l eave a message

Fi nd a qui et pl ace out si de t he of f i ce

StrategyPhone Calls

I ncomi ng cal l s Don’t l et an i ncomi ng Non-ur gent ,

uni mpor t ant cal l st op you f r om compl et i ng an ur gent and i mpor t ant t ask

Out goi ng cal l s Make cal l s dur i ng your pr i me t i me

I nt er com pages

Det er mi ne t he ur gency and i mpor t ance t o i dent i f y when and how you r espond

StrategyE-mail

E-mai l

Sel ect t i mes t hat you r espond t o e-mai l at def i ned t i mes i n t he day

Set pop-up not i f i cat i ons f or t hose e-mai l s you ar e wai t i ng on

Text messages

Tr eat as e-mai l s

Power of 3 St ephen Covey r emar ks

t hat commi t t i ng t o somet hi ng 20 t i mes al l ows you t o f or m a new habi t Your Choi ce Spend t he next t hr ee weeks

r ei nf or ci ng ol d habi t s

Spend t he next t hr ee weeks f or mi ng a good habi t t hat wi l l i mpact your t i me

You can onl y ef f ect i vel y wor k on i mpr ovi ng t hr ee t hi ngs at any one t i me

3 Things to Start Doing Do pr i nt t he next day’s cal endar and

pl ace on your keyboar d bef or e you l eave f or t he day You wi l l have a cl ear i dea and

expect at i ons f or t he next day

I f you ar e l at e, or have an assi st ant hel pi ng you, your day’s t asks ar e al r eady out l i ned al l owi ng someone el se t o hel p you compl et e your t asks

Do bl ock out 30 – 60 mi nut es on your cal endar f or uni nt er r upt ed “me t i me”

Do r eal i ze your ef f ect i veness each day Under st and t hat f at i gue and st r ess pl ay a

bi g r ol e i n you achi evi ng your dai l y goal s

3 More Things to Start Doing Do ut i l i ze t he 4D r ul e Do i t now Deci de when t o addr ess i t Del egat e i t Del et e/Dump i t

Do pl an 75% of your day – wor k and l i f e’s act i vi t i es Al l ow r oom f or t he unexpect ed

Do r eal i ze t hat your i nbox i s desi gned t o be a t empor ar y hol di ng pl ace f or physi cal or el ect r oni c i t ems I t i s not a f i l i ng syst em – go f or a Zer o I nbox by

t he end of each day! You can use t he 4D f or mul a t o accompl i sh a zer o

i nbox

Be Realistic About

Your Day’s Accomplishments

A day f ul l of meet i ngs means you have ver y l i t t l e t i me t o accompl i sh ot her t hi ngs

I f you ar e t i r ed or mi r ed down wi t h pr i or day’s unr esol ved i ssues, you wi l l not be abl e t o addr ess new t hi ngs

Wor k on t hose t hi ngs t hat must be done by t he end of t he day

We of t en t i mes get caught up i n t he “ni ce-t o-haves” act i vi t i es t hat t ake t i me away f r om t he “must -haves”

3 Things to Stop Doing St op al l owi ng peopl e t o t ake

your t i me I f t he meet i ng or conver sat i on was

not schedul ed, how much ar e you wi l l i ng t o gi ve?

Ask t hem t o schedul e t i me l at er t o di scuss

St op r eadi ng each e-mai l as i t comes i nt o your i nbox Tur n of f your e-mai l not i f i cat i on

I f t her e i s an emer gency, t hey wi l l cal l you!

Do r eal i ze when you ar e pr ocr ast i nat i ng so t hat you can pul l your sel f out of t he sl ump

Summary Ti me i s one of your most

val uabl e asset s

Pl anni ng and or gani zat i on ar e t he keys t o t i me management

El i mi nat i ng t i me wast er s al l ows you t o accompl i sh essent i al t asks

Cont r ol your schedul e i nst ead of bei ng cont r ol l ed by i t

I f you do not change anyt hi ng you do in your life after listening tothis class, you have effectivelywasted another hour of your day! It’s decision time….

Wrap Up and Questions Cour se r ecor di ng can be accessed by goi ng

t o ht t p://pr i mar yconsul t i ngl l c.webex.com

and goi ng t o t he Recor di ngs l i nk.

Ot her cl asses t hat you may l i ke

Ti me Management 201: Sel f Expl or at i on

Ti me Management 301: Soci al Expl or at i on

Ti me Management 401: Lever agi ng Technol ogy

Recommended Readi ng

7 Habi t s of Hi ghl y Ef f ect i ve Peopl e by St ephen Covey

Time-Life Strategies that Produce Positive Outcomes

Living Your Own Life

END OF PRESENTATION