Effective Time Management OBJECTIVES Describe Techniques for Improving

Effective Time Management

OBJECTIVES Ø Describe Techniques for Improving Time Management Ø Identify Common Difficulties of Time Management Ø Identify Consequences of Poor Time Management Ø Explain Covey’s “First Things First” Philosophy

Introductions & Expectations Please share the following information: • Name • Position • Length of time with Family and MWR • Your biggest Time Management challenge • Course Expectation(s)

Time Sucker Swamp Cave of Games Task Forrest Mt. Success Lounge Lizard Lake Ø Where are you now, in terms of how you spend your work day? Ø Where do you want to be? Ø What’s the best way to get there?

Where Are You Now? YOU ARE HERE

Exercise #1 Ø This is a self-assessment Ø Place a check mark by statements that apply to you. Ø Do you think that has a positive or negative impact on your personal time management? Ø The point is to look at those characteristics and habit patterns that apply to you, and see if you can find room for increasing productivity

What does your typical workday look like?

Exercise #2 Ø This is a self-assessment Ø Place a check mark by statements that apply to you. Ø Go back through the list and identify the biggest issues for you personally - What distracts you from staying on task? Ø Determining where you are is the first step in improving your TIME MANAGEMENT skills.

WHERE DO YOU WANT TO BE? WHAT DO YOU WANT TO ACCOMPLISH?

IMCOM Mission: IMCOM integrates and delivers base support to enable readiness for a globally-responsive Army Vision: Innovative professionals committed to effectively delivering services and facilities for our Army

USAG HUMPHREYS MISSION: USAG Humphreys provides essential community services, facilities and infrastructure for Soldiers, Families and Civilians while enabling the "Fight Tonight" capability. VISION: USAG Humphreys is a premier community providing First Class service and support to Soldiers, Families and Civilians. GOALS: What are they? VALUES: Loyalty, Duty, Respect, Selfless Service, Honor, Integrity, Personal Courage

What’s the Best Way to Get There ? Time Sucker Swamp Cave of Games Task Forrest Mt. Success Lounge Lizard Lake

TIME MANAGEMENT IMPORTANT NOT IMPORTANT

COVEY’S TIME MANAGEMENT MATRIX Not Important Urgent I Not Urgent II • Planning • Crisis Prevention Measures • Networking • Relationship Building • Professional Development • Personal Development • Fire Fighting • Pressing Issues • Some Meetings • Some Phone Calls • Some Interruptions * Crisis Managers = 90% * Heart of Effective Management III • Some Meetings • Some Phone Calls • Some Paperwork • Interruptions • Some Fire Fighting IV • Some Socializing • Paper Shuffling • Games / Puzzles • Some Reading * Crisis Managers = 10%

QUADRANT I The Quadrant of Necessity Ø Ø Ø Crisis & Emergencies Requires Immediate Attention Urgent & Consequential Some People Struggle to Get Out May Cause Stress / Burn-Out I II Important - Urgent III IV

QUADRANT III The Quadrant of Deception Ø Ø Ø I II IV Confused with Q 1 Tasks Urgent & Non-Consequential Someone Else’s Priority The Q 3 Manager Neglects Q 1&2 Tasks May Lead to More Crisis Not Important - Urgent

QUADRANT IV The Quadrant of Waste I II IV Ø Not Focused on Mission, Goal, or Task Ø May Lead to More Crisis Ø Q 1 Manager (Usually) Spends Time Here Not Important - Not Urgent

QUADRANT II The Quadrant of Quality & Leadership I II Ø Most Important Ø Focus on Important Tasks That Matter Ø Most Often Neglected - Q 2 Tasks Never Become Urgent Until It’s Too Late - Does Not Provide Instant Results - Requires Investment of Time and Energy Important - Not Urgent III IV

QUADRANT RECAP Ø QI TASKS: Urgent/Important - Manage Immediately. Ø QII TASKS: Not Urgent/Important - Focus Point – High Payoff From Investment. Ø QIII TASKS: Urgent/Not Important - Delegate to Other People. Ø QIV TASKS: Not Urgent/Not Important – Don’t Do Them Unless Directed By Leadership.

Exercise #3 I II IV Ø Page 7 in the Participant Guide. Ø Fill in some of YOUR tasks/activities that fit into each quad. Ø Next, estimate what percentage of time is spent in each quad. Ø 15 minutes to complete.

Getting More Time for Quadrant II I Ø The effective manager spends most time here. II Ø “Can’t” ignore Q 1. Ø Only place to get more time for Q 2 is from Q 3 & Q 4. Ø No ideal % of time for Q 2. Ø Schedule time for Q 2. Ø As you spend more time in Q 2, Q 1 “should” shrink. Important - Not Urgent III IV

The Q 2 Tool Ø Identifying Roles Ø Scheduling Ø Selecting Goals Ø Adaptation

Sample Roles & Goals Ø Inventory Manager Ø 100% Accountability Ø Program Manager Ø Complete Business Plan Ø Customer Service Ø 100% of Staff Members Manager Trained

Exercise #4 Identifying Roles & Setting Goals Ø Page 8 in your Participant Guide. Ø Identify some of YOUR roles. Ø Identify at least one goal associated with each role. Ø 10 minutes to complete.

Scheduling For the week of: Focus Here Sun Mon Tue Wed Thu Fri Sat Review Daily Enter Daily Priorities Here Enter Weekly Priorities Here Expands Planning Horizon How much of your day can you actually control? Sun Mon Tue Wed Thu Fri Sat List Appointments Here

Adaptation Ø Rigidly adhering to a goal or task may be harmful. Ø Circumstances change, you may need to adapt. Ø Be open to change that alters/supports the mission. Ø Make use of spare time.

Elements of Time Management Ø “First Things First” Ø Planning Ø Prioritizing Ø Organizing Ø Other Things To Consider Ø Delegating (Gopher vs. Stewardship) Ø Saying “No” Ø Pareto Principle

Gopher Delegating Ø Go for this…go for that…do this…do that… Ø Accomplishes Little Ø Little to No Value for Time Management

Stewardship Delegating Ø Focused on Results Ø Provides Choices Ø Employee is Responsible for Outcome Ø Takes time to Develop but the End Results will provide Free Time!

Time Suckers Ø Invisible Horses Ø Outdated and/or Ineffective Tasks Ø Zero Value Tasks Ø Enjoyable, but a ‘Non-Value Add’ to the Mission, Goal, or Tasks Ø ‘Spinning your wheels’ DON’T GET BOGGED DOWN IN TIME SUCKER SWAMP!

Exercise #5 Ø Page 12 in your Participant Guide. Ø Identify at least two invisible horses that are present in your work. Ø Next, identify why you continue to do it after it no longer has value to the mission. Ø 5 minutes to complete.

Exercise #6 Ø Page 13 in your Participant Guide. Ø Identify at least four zero value tasks you/your staff perform. Ø Next, identify which quadrant/category each fall into (Q 1, Q 2, Q 3, Q 4). Ø 5 minutes to complete.

COVEY’S TIME MANAGEMENT MATRIX Not Important Urgent I * ELIMINATE * * MINIMIZE * II • Planning • Crisis Prevention Measures • Networking • Relationship Building • Professional Development • Personal Development • Fire Fighting • Pressing Issues • Some Meetings • Some Phone Calls • Some Interruptions • Some Meetings • Some Phone Calls • Some Paperwork • Interruptions • Some Fire Fighting Not Urgent * BE PROACTIVE * III • Some Socializing • Paper Shuffling • Games / Puzzles • Some Reading * AVOID * IV

REASONS FOR NOT SAYING NO Ø Don’t want to let someone down. Ø You want to be kind. Ø Want to be seen as a member of the team. Ø Don’t know how to say no. Ø Don’t want to say no. Ø Easier to say “no” down the chain, then up the chain.

KEY TAKE-AWAYS Ø Time Management Mapping Ø Knowing where you are Ø Identifying where you are going Ø Determining the best way to get there Ø Tips & Tools Ø Doing “First Things First” Ø The Q 2 Tool (Identifying Roles, Selecting Goals, Adaptation) Ø Elements of Time Management Ø Plan, Prioritize, Organize, Delegate, Invisible Horses, Say ‘No’

OBJECTIVES Ø Describe Techniques for Improving Time Management Ø Identify Common Difficulties of Time Management Ø Identify Consequences of Poor Time Management Ø Explain Covey’s “First Things First” Philosophy

End of Course Survey https: //www. imcomsurveys. com/se/724 B 33875 AC 6 E 919

Exercise #7 – Action Plan Ø Page 33 in your Participant Guide. Ø Select a project start date. Ø Develop at least one action to improve YOUR time management. Ø Create at least one measure of success. Ø 15 minutes to complete.

MG Robert M. Joyce School for Family and MWR Comm: 210 -466 -1050 DSN: 312 -450 -1050 www. imcomacademy. com 2280 Signal Road, Bldg 4022 Fort Sam Houston, Texas 78234