NCSLTime Management

Eileen Roth Author

Your Tour Guide

As seen on:

Today Show

Oprah

Copyright 2015

Flash Sheet

Flashes Delegate

Action Chart

ActionItem

Who/Delegate

ProgressDate 1

Progress Date 2

Progress Date 3

DueDate

You / Delegate

Planning Stage

Projects

Determine Outcome or Solution

Deadlines

– Set final deadline (and budget)

– Set interim deadlines

Plan

– Backwards to determine start

– Add flexibility

Delegate

– Which tasks are independent

– Which tasks are dependent on other steps

Track

– Actual time of each phase

– Actual costs of each phase

Evaluate

– Time (total and phases)

– Costs (total and phases)

– Value

Stop 1 –Brainstorming

Free flow

Write down every thought

OK if idea is not feasible or logical

OK to piggyback on other’s ideas

No Rules

No Right

No Wrong

Anything Goes!

Brainstorming

Stretch yourself – first few are easy

Consider:

5 Senses:

See, Hear, Taste, Touch, Smell

5 W’s and How:

Who, What, Where, When, Why

Brainstorm

Big Picture – Aerial Trams

Stop 2 –Mind Mapping

Mind Mapping

Vacation

Consider: 5 Senses5 W’s and How

Mind Mapping

Vacation

Fra

nce

Italy

Spain

Mind Maps

Mind Map Tool – X Mind 6

Mind Map

Play

Organize It

Stop 3 - WBS

Workbreakdown Structure

Request CreatePages

Typesetter TypeProof

Printer PrintProof

Print

24 Chapterssend CoverPages

Create24 Cover Pages

24 Cover pages

24 Cover Pages

Cover Pages

Cover Pages

Print directory

Create Front Pages

Front Pages Front Pages

Front Pages

Front Pages

Mail

24 Chapters send Member Data

Check 24 Chapter Member Data & Enter New Members

24 Chapters of MemberData

24 Chapters of Member Data

24 Ch. Member Data

24 Ch.Member Data

WBS

Thanksgiving Meal

Salad

Main Dish

Dessert

WBS - DinnerWork Breakdown Structure

Dinner Prep Total Time

Salad WashLettuce 1-2 mins

SaladWash & Cut Veggies

Salad

Toss

Side DishBoil Water

Side DishCookYams

Side DishAddButter

EntréeDefrostTurkey

EntréePre-HeatOven

EntréeStuffBaste

DessertBake CakeCool

DessertFrost & Cool Cake

DessertDecorateCake

EntréeCookMeat

3-4 mins

5 mins 7-10 mins

3-4 hrs20 mins 4 mins

45 mins 10 mins 10 mins

2 mins

3 mins

4 hours

6-8 mins

18 mins

8.5 hrs

65 mins

Order

Stop 4 - P.E.R.T. Chart

Program Evaluation & Review Technique

Salad

Cut Carrots

Slice Tomatoes

Toss Salad

Entree

Defrost Turkey overnite

Start Oven

Stuff & Baste Turkey

Defrost – overnite350° - 3 -4 hrs.

Dessert step 1

Start Oven

Mix Cake

Ingredients

Bake & Cool

Dessert

step 2

Frost & Cool

Color Decorating Frosting

20 mins

30 mins

325° – 45 mins Bake Cool overnite

Decorate

Day Before (esp. with 1 oven)

Request Chapter

Info

Proof Data Entry,

Cover &Front Pages

24 Chapter Cover Pages &Member Data

24 Chapter Member

Data Entry

Create: Front PagesCover Pages

Typesetter Printer

ProofData Entry,

Cover &Front Pages

ProofPrintPages

Mail Directories

Print

1 3a

3b

2

4b

75 6 98

10

P.E.R.T. Chart(Program Evaluation & Review Technique)

4a

2 mos2 days

Red Words = dependent

2 wks2 wks

2 days 3 wks2 days

2 wks

2 mos

2 mos

2 wks

What is at the Same Time> Priorities

Stop 5 –Gantt Chart

Tool – Scheduling(When to Plan)

Monthly

Weekly

Daily

Monthly

Weekly

Daily

What Days for Priorities

Accountemps Survey

1. Tuesday = peak productivity

2. Wednesday

3. Thursday

4. Monday

5. Friday = least productivity

Paper Calendar = Highlighters

Electronic Calendar = Colors

Category Pull-down Menu

Colors - Rename

Monthly

Task List (Categories in Tasks & Email)

Tool –Personal Reference Book

Information:

access often

Look up

more than once

Desktop Display Book

Personal Reference Book

Station: End of our Tour

Resource Information

Book: Organizing For Dummies®

FREE Organizing blog - monthly www.EverythingInItsPlace.net

Learning Tools

How to Setup a Take Action File™

Tickler System

with pre-printed labels and tabs

How to Setup a Personal Reference Book™ Home and/or Office:

with 30+ spreadsheet templates

Available: www.everythinginitsplace.net

WBSWorkbreakdown Structure

Delegate

When?

Time is a factor.

Expert is better.

4 Steps to Delegate

D Decide

D Direct

D Define

D Deadlines

Take Action File

To Attend To Pay

To Call To Purchase

To Copy To Read

To Discuss with To Travel

To Do To Write

To Enter File Index