Tips on Time Management by ont13097

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									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”
• PM2
     – 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           • Determine what is most important to accomplish
                           and what you should do yourself.



   Delegate              • Delegate what you can, but delegate wisely.




        Delay            • Delay what you can, but don’t delay too many
                           things or you’ll be back where you started.



      Delete             • If it’s not important, eliminate it.


Time Management Tips             18-Mar-09                                  9
                       Tools: The Grid

                                                 Not
                       Urgent and               Urgent,
                       Important                  but
                                               Important


                        Urgent,            Not Urgent
                        but Not             and Not
                       Important           Important


Time Management Tips               18-Mar-09               10
                                      Tools: You
                                                                  Shut off negative
                                                                  thoughts; visualize;
                                                                  consider consequences;
                                                                  eliminate worry




              Lighting,
              comfortable
              chair, physical
              needs


                                                                                           Take pride




                                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        Initiating Process        Planning Process Group             Executing Process           Monitoring & Controlling           Closing
Groups /          Group                                                        Group                       Process Group                      Process
Knowledge Area                                                                                                                                Group
Processes

Project           Develop Project Charter   Develop Project Management         Direct and Manage Project   Monitor and Control Project Work   Close Project
Management        Develop Prelim Project    Plan                               Execution                   Integrated Change Control
Integration       Scope Statement

Project Scope                               Scope Planning                                                 Scope Verification
Management                                  Scope Definition                                               Scope Control
                                            Create WBS

Project Time                                Activity Definition & Sequencing                               Schedule Control
Management                                  Resource Estimating
                                            Duration Estimating
                                            Schedule Development

Project Cost                                Cost Estimating                                                Cost Control
Management                                  Cost Budgeting

Project Quality                             Quality Planning                   Perform Quality Assurance   Perform Quality Control
Management

Project HR                                  Human Resources Planning           Acquire Project Team        Manage Project Team
Management                                                                     Develop Project Team

Project                                     Communications Planning            Information Distribution    Performance Reporting
Communications                                                                                             Manage Stakeholders
Management

Project Risk                                Risk Management Planning                                       Risk Monitoring and Control
Management                                  Risk Identification
                                            Qualitative / Quantitative Risk
                                            Analysis
                                            Risk Response Planning

Project                                     Plan Purchases and Acquisitions    Request Seller Responses    Contract Administration            Contract
Procurement                                 Plan Contracting                   Select Sellers                                                 Closure
Management
Time Management Tips                                                    18-Mar-09                                                                        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

                                         Visit our web-site at
               Next PMCP:              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

								
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