Time Robbers…Time Robbers…

Who/what is stealing your time and what can you do about it?

Who/what is stealing your time and what can you do about it?

Time RobbersTime RobbersTime robbers steal valuable Time robbers steal valuable time away from us. Some of time away from us. Some of these time robbers are imposed these time robbers are imposed upon us by others. These types upon us by others. These types of time robbers can fall of time robbers can fall anywhere between total control anywhere between total control to no control. to no control.

Other time robbers are self-Other time robbers are self-inflicted. In other words, we inflicted. In other words, we rob ourselves of valuable rob ourselves of valuable time. As such most of time. As such most of these time robbers are within these time robbers are within our total control. our total control.

Let’s begin by looking at those Let’s begin by looking at those time robbers imposed upon us time robbers imposed upon us by others.by others.

InterruptionsInterruptions

• Unnecessary:Unnecessary: Drop-ins Drop-ins or phone calls from or phone calls from individuals mistakenly individuals mistakenly assuming that you have assuming that you have information they need.information they need.

• Necessary:Necessary: Interruptions Interruptions from individuals about from individuals about those things which you those things which you have responsibility for.have responsibility for.

• Untimely:Untimely: Necessary but Necessary but at an inconvenient time.at an inconvenient time.

Possible Solutions…Possible Solutions… Unnecessary: Avoid or Unnecessary: Avoid or

terminate immediately terminate immediately (in (in a pleasant manner, of course!)a pleasant manner, of course!)

Necessary: Respond to Necessary: Respond to the interruption: How the interruption: How can I help you? What can can I help you? What can I do for you? In other I do for you? In other words, try to get the words, try to get the individual to get directly individual to get directly to the point to save both to the point to save both of you time.of you time.

Untimely: Reschedule Untimely: Reschedule for another time.for another time.

Waiting for AnswersWaiting for Answers

Simply put, this is the Simply put, this is the time spent waiting for time spent waiting for someone else to someone else to respond to our respond to our questions or requests.questions or requests.

Possible Possible Solutions…Solutions…

Call person who you Call person who you are waiting to hear are waiting to hear from and stress the from and stress the importance of the importance of the response.response.

If no response…take If no response…take the issue to the next the issue to the next level for a response.level for a response.

Unnecessary MeetingsUnnecessary Meetings

Over 11 million Over 11 million meetings are held each meetings are held each day in America. Many day in America. Many are too long or are too long or unnecessary.unnecessary.

Possible Solutions…Possible Solutions… If you are running the If you are running the

meeting, create an meeting, create an agenda and stay focused.agenda and stay focused.

If you question your need If you question your need to be at a meeting, check to be at a meeting, check to see how essential your to see how essential your attendance is.attendance is.

Remember…some Remember…some meetings are necessary, meetings are necessary, so make the most of the so make the most of the ones you attend!ones you attend!

Too Much WorkToo Much Work

Overload – you’ve Overload – you’ve got too much going got too much going on at once!on at once!

Possible Solutions…Possible Solutions…

The solution for this is The solution for this is simple…learn to say simple…learn to say “NO.” Remember, you “NO.” Remember, you can’t do everything. can’t do everything. Rather than committing Rather than committing to many things and to many things and giving them a 50% giving them a 50% effort, decide which effort, decide which things you have time for things you have time for and give them a 100% and give them a 100% of your time and energy. of your time and energy.

Equipment FailureEquipment Failure

Computers, printers, Computers, printers, cell phones, palm cell phones, palm pilots…the list goes pilots…the list goes on. The more on. The more technology we have technology we have the greater our the greater our chances for the chances for the occasional “glitch.”occasional “glitch.”

Possible Solutions…Possible Solutions… Preventative maintenance can Preventative maintenance can

be very helpful when it comes be very helpful when it comes to all of the equipment we use. to all of the equipment we use. If you notice the slightest If you notice the slightest problem…deal with it before it problem…deal with it before it escalates to something escalates to something greater.greater.

Many “glitches” are the result Many “glitches” are the result of a lack of planning on our of a lack of planning on our part. Keep extra printer part. Keep extra printer cartridges and other cartridges and other equipment supplies on hand to equipment supplies on hand to save time and avoid save time and avoid unnecessary stress.unnecessary stress.

Red TapeRed Tape

“ “Red tape” is all Red tape” is all of the policies, of the policies, procedures, procedures, systems, etc. that systems, etc. that we must go we must go through to through to accomplish accomplish certain tasks.certain tasks.

Possible Possible Solutions…Solutions…

Accept that red tape Accept that red tape exists. Don’t waste exists. Don’t waste time worrying about time worrying about those things that are those things that are out of your control.out of your control.

Plan ahead! Be sure to Plan ahead! Be sure to make time to deal with make time to deal with all of the systems and all of the systems and procedures.procedures.

Staff and Resident Staff and Resident DemandsDemands

Many Resident Directors like Many Resident Directors like to have an open door policy…to have an open door policy…which is great! which is great! However keep However keep in mind that in mind that this level of this level of availability will availability will lead to an lead to an increased increased level of requests level of requests and demands. and demands.

Possible Solutions…Possible Solutions… Plan your day properly so Plan your day properly so

you’ll know what you will and you’ll know what you will and will not have time for. Be will not have time for. Be honest with residents and honest with residents and staff. If your day is really staff. If your day is really hectic and their request can hectic and their request can be taken care of tomorrow, be taken care of tomorrow, let them know that you’ll let them know that you’ll take care of it the next day. take care of it the next day. Don’t promise something you Don’t promise something you can’t deliver.can’t deliver.

Crisis situation? Determine Crisis situation? Determine what you can eliminate from what you can eliminate from your schedule to effectively your schedule to effectively handle the crisis.handle the crisis.

Disorganized Disorganized SupervisorSupervisor

You are an organized You are an organized individual. Your individual. Your supervisor is not supervisor is not very organized at very organized at all. The result: all. The result: STRESS! You may STRESS! You may also get stressed also get stressed when working with when working with staff members and staff members and co-workers who are co-workers who are less than organized.less than organized.

Possible Solutions…Possible Solutions…

Communication is the Communication is the key. Make sure that key. Make sure that your supervisor knows your supervisor knows what you are doing and what you are doing and that you understand that you understand what he/she expects. what he/she expects. Ask questions if the Ask questions if the information provided by information provided by your supervisor is not your supervisor is not thorough enough to thorough enough to meet your needs.meet your needs.

Self-inflicted Time Self-inflicted Time RobbersRobbers

Those things Those things that we that we inflict upon inflict upon ourselves ourselves also rob us also rob us of valuable of valuable time.time.

ProcrastinationProcrastination

Procrastination is the Procrastination is the most common time most common time robber – putting robber – putting things off until later. things off until later. Why do we do this? Why do we do this? Some tasks are Some tasks are unpleasant or require unpleasant or require us to leave our us to leave our “comfort zone.” As “comfort zone.” As such we avoid them such we avoid them thus delaying their thus delaying their completion.completion.

Possible Solutions…Possible Solutions… Don’t invite interruptionsDon’t invite interruptions Break things down into Break things down into

small taskssmall tasks Set deadlines for Set deadlines for

yourselfyourself Don’t let perfectionism Don’t let perfectionism

get in the wayget in the way Do the unpleasant part Do the unpleasant part

of the task firstof the task first Reward yourself when Reward yourself when

you’ve completed the you’ve completed the “unpleasant task”“unpleasant task”

Personal Personal DisorganizationDisorganization

Where did I put my Where did I put my keys? What did I keys? What did I do with my cell do with my cell phone? I know I phone? I know I put that report put that report somewhere on my somewhere on my desk. The more desk. The more disorganized we disorganized we are, the more time are, the more time it will take to it will take to accomplish tasks. accomplish tasks.

Possible Solutions…Possible Solutions… Put things that matter in Put things that matter in

some sort of order that some sort of order that makes sense to you.makes sense to you.

Stick with your Stick with your organizational plan. Even organizational plan. Even when you may be in a when you may be in a rush, the extra minute or rush, the extra minute or two it takes to put two it takes to put something in the right something in the right place will save you a lot place will save you a lot of time in the long run.of time in the long run.

AbsentmindednessAbsentmindedness

Have you ever Have you ever uttered the uttered the following, “Oh, I’ll following, “Oh, I’ll remember that,” remember that,” only to find out a only to find out a few hours or days few hours or days later that your later that your memory wasn’t as memory wasn’t as great as you great as you thought it might thought it might be? Forgetfulnessbe? Forgetfulness can result in lost can result in lost time.time.

Possible Possible Solutions…Solutions…

Don’t rely on your Don’t rely on your memory. Write things memory. Write things down so that you will down so that you will remember them.remember them.

Develop a system for Develop a system for following-up on all of following-up on all of the reminders you the reminders you write down each day.write down each day.

SocializingSocializing

When you live and work When you live and work in a residence hall, in a residence hall, socializing with others socializing with others is a given. As an RD, is a given. As an RD, you need you need

to to invest invest a certain a certain amount of amount of time socializing time socializing with your staff and with your staff and residents. Not all residents. Not all socializing is bad – but socializing is bad – but too much is too much is unproductive.unproductive.

Possible Solutions…Possible Solutions… Monitor how much time Monitor how much time

you spend socializing. you spend socializing. If you find yourself If you find yourself running late or getting running late or getting a late start on work a late start on work projects, tasks, etc. projects, tasks, etc. because you’re because you’re socializing too much, socializing too much, you need to develop a you need to develop a plan to limit your plan to limit your socializing. Stick to socializing. Stick to your plan to avoid your plan to avoid being robbed of being robbed of valuable, productive valuable, productive time.time.

FatigueFatigue

You’re tired. You You’re tired. You don’t have a lot of don’t have a lot of energy. It’s hard to energy. It’s hard to be productive when be productive when you’re exhausted.you’re exhausted.

Possible Solutions…Possible Solutions… Schedule time for Schedule time for

physical activity. physical activity. Exercise will give you Exercise will give you the energy boost you the energy boost you may need. Avoid the may need. Avoid the urge to remove time urge to remove time scheduled for exercise scheduled for exercise to accommodate to accommodate others’ needs. others’ needs.

Eat well. Eat well. Try to get enough Try to get enough

sleep.sleep.

Lack of Self-DisciplineLack of Self-Discipline

You know what you You know what you need to do, yet you need to do, yet you seem to have a hard seem to have a hard time accomplishing time accomplishing things. A lack of self-things. A lack of self-discipline not only discipline not only prevents us from prevents us from getting things done, getting things done, but it is not good for but it is not good for our self-esteem.our self-esteem.

Possible Solutions…Possible Solutions… Start small – try to Start small – try to

break large tasks into break large tasks into small steps so they small steps so they don’t look so don’t look so overwhelming.overwhelming.

Set tasks and work to Set tasks and work to accomplish them. accomplish them. Take things one at a Take things one at a time.time.

Recognize how good it Recognize how good it feels to get something feels to get something done!done!

Paper ShufflingPaper Shuffling

RDs tend to RDs tend to deal with lots deal with lots and lots of and lots of paperwork. paperwork. Handling paper Handling paper too many too many times is time times is time consuming. consuming.

Possible Solutions…Possible Solutions… When you receive When you receive

paperwork, mail, etc. paperwork, mail, etc. place it into one of three place it into one of three stacks: (1) VIP –Very stacks: (1) VIP –Very Important Paperwork (2) Important Paperwork (2) Important (3) TrivialImportant (3) Trivial

Deal with VIP paperwork Deal with VIP paperwork first. If time permits, first. If time permits, take care of the take care of the Important paperwork Important paperwork next. Trivial items should next. Trivial items should take little to none of your take little to none of your time.time.

Poor PlanningPoor Planning

“ “If you fail to plan, If you fail to plan, you plan to fail.” you plan to fail.”

Trying to pull things Trying to pull things together without any together without any plan or direction is plan or direction is time consuming.time consuming.

Possible Solutions…Possible Solutions… Plan and prioritize Plan and prioritize

your time and tasks.your time and tasks. The extra time you The extra time you

commit to planning commit to planning each week will save each week will save you time in the long you time in the long run.run.

PerfectionismPerfectionism

“ “These copies are not These copies are not centered…I’ll have to do centered…I’ll have to do them over.” them over.”

“ “The ‘e’ on this poster The ‘e’ on this poster doesn’t look right. I’ll doesn’t look right. I’ll have to re-do the have to re-do the poster.” poster.”

Sound familiar? Sound familiar? Perfectionism is said to Perfectionism is said to be “paralyzing” at times be “paralyzing” at times as it can slow down or as it can slow down or even put a stop to even put a stop to productivity.productivity.

Possible Solutions…Possible Solutions… Do the job/task to the Do the job/task to the

best of your ability best of your ability and move on.and move on.

Don’t dwell on minor Don’t dwell on minor imperfections. imperfections. Chances are great Chances are great that you may be the that you may be the only one who notices only one who notices them.them.

This information provided as part of a self directed training class for Hall Directors offered as part of The Residence Hall Manager Service on www.reslife.net.

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