Time Management Tips Myth Reality and Practicality 18

Time Management Tips: Myth, Reality and Practicality 18 -Mar-09

From the Expert "Time is the scarcest resource; and unless it is managed, nothing else can be managed. ” Peter F. Drucker Time Management Tips 18 -Mar-09 2

Myths, Realities and Practicalities 1. Myth: You can manage time. Reality: You can’t. You only manage what you can control. Practicality: Manage yourself within the confines of time. 2. Myth: Time is money. Reality: Time is more – it’s life. You can get more money, but you can’t get more time. Practicality: Learn to manage your tasks within the constraints of time. 3. Myth: You need a personal organizer or time management system. Reality: If you’re not organized, a personal organizer won’t do the job for you. Practicality: Break old habits; form new, effective ones. Time Management Tips 18 -Mar-09 3

Myths, Realities and Practicalities cont’d 4. Myth: Time management means getting more done in less time. Reality: Time management means doing fewer things of more importance. Practicality: Prioritize what needs to get done and focus on those with the most impact. 5. Myth: You need “quiet time”. Reality: This doesn’t exist. Time management writers make it up. Practicality: You have to let work happen to be effective. 6. Myth: You need a “to do” list. Reality: This is a reminder of what hasn’t been done. Practicality: Schedule blocks of time to work on tasks. Time Management Tips 18 -Mar-09 4

Myths, Realities and Practicalities cont’d 7. Myth: You need 2 planners: one for home, one for work. Reality: You need one planner. Work and personal time often collide. Practicality: Include your personal appointments in your work planner. 8. Myth: You need a time log. Reality: You need to get organized first, adopt good habits and implement time-reducing techniques. Practicality: Keep a time log after to help make further improvements. 9. Myth: You need to stick to one task until it is complete. Reality: This is unrealistic; you will seldom have time to finish it. Practicality: Break tasks into smaller chunks. Time Management Tips 18 -Mar-09 5

Myths, Realities and Practicalities cont’d 10. Myth: The biggest time wasters are phone calls, visitors, meetings and rush jobs. Reality: These are time obligations – they come with the job. The biggest time wasters are self-imposed. Practicality: Manage your response to interruptions. Time Management Tips 18 -Mar-09 6

More on Practicalities • Meetings – use agendas, set time limits, only meet if you have to, – decline any meetings you don’t need to attend – check out our Effective Meetings brochure • Tasks – use the one with your calendar; include brief details of what needs to be done • Email – – file attachments delete/file email set filters turn off notification • Learn to say “No. ” – or at the very least, “Yes, but. . . ” • Plan your day the night before Time Management Tips 18 -Mar-09 7

More on Practicalities cont’d • Calendar – – – book time for tasks use Notes book time for yourself book only 80% of your time set aside time for “administrivia” • PM 2 – use it to plan your tasks • Evaluate your habits – what can you change or improve on • Multi-tasking – simple or routine tasks Time Management Tips 18 -Mar-09 8

Tools: The 4 Ds Do Delegate Delay Delete Time Management Tips • Determine what is most important to accomplish and what you should do yourself. • Delegate what you can, but delegate wisely. • Delay what you can, but don’t delay too many things or you’ll be back where you started. • If it’s not important, eliminate it. 18 -Mar-09 9

Tools: The Grid Time Management Tips Urgent and Important Not Urgent, but Important Urgent, but Not Important Not Urgent and Not Important 18 -Mar-09 10

Tools: You Mind Lighting, comfortable chair, physical needs Body Shut off negative thoughts; visualize; consider consequences; eliminate worry Mental Preparedness Emotions Take pride Environment Clear distractions, have supplies you need Time Management Tips 18 -Mar-09 11

Partnership Organization Time Management Partnership Time Management Tips 18 -Mar-09 12

Mantra “Plannin’ my work; workin’ my plan. ” Time Management Tips 18 -Mar-09 13

PM Knowledge Areas & Process Groups PM Process Groups / Knowledge Area Processes Initiating Process Group Planning Process Group Executing Process Group Monitoring & Controlling Process Group Closing Process Group Project Management Integration Develop Project Charter Develop Prelim Project Scope Statement Develop Project Management Plan Direct and Manage Project Execution Monitor and Control Project Work Integrated Change Control Close Project Scope Management Scope Planning Scope Definition Create WBS Scope Verification Scope Control Project Time Management Activity Definition & Sequencing Resource Estimating Duration Estimating Schedule Development Schedule Control Project Cost Management Cost Estimating Cost Budgeting Cost Control Project Quality Management Quality Planning Perform Quality Assurance Perform Quality Control Project HR Management Human Resources Planning Acquire Project Team Develop Project Team Manage Project Team Project Communications Management Communications Planning Information Distribution Performance Reporting Manage Stakeholders Project Risk Management Planning Risk Identification Qualitative / Quantitative Risk Analysis Risk Response Planning Project Procurement Management Plan Purchases and Acquisitions Plan Contracting Time Management Tips Risk Monitoring and Control Request Seller Responses Select Sellers 18 -Mar-09 Contract Administration Contract Closure 14

In conclusion. . . follow process and progress will follow. Time Management Tips 18 -Mar-09 15

Questions? Contact us at deliver. it@ucalgary. ca or 210 -8792 Next PMCP: Visit our web-site at www. ucalgary. ca/deliver. it Lean Six Sigma Wed, Apr 08, 2009 Thank you for coming! Time Management Tips 18 -Mar-09 16

The end. Time Management Tips 18 -Mar-09 17