PERSONAL AND PROFESSIONAL TIME MANAGEMENT STRATEGIES FOR TEAM LEADERS

Provider: A1A Pittsburgh PPT_BP15 Personal & Professional Time Management Strategies for Team Leaders Carolyn Maue Rosemarie Perla A217 April 23, 2015

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Today we’ll discuss and discover: 1.  How we can better “manage ourselves”

as we manage time and projects 2.  What works for you in managing your

time as well as your challenges 3.  Sharing the tools that work for you and

resources which are helpful to you 4.  Identification of your time management

“style” and strengths which will increase your efficiency

5.  Resources, tips and techniques you can use to help you become even more efficient in managing self, time and projects

Course Description


Learning Objectives

1.  Use prioritization and goal setting as time management tools

2.  Manage oneself while managing a team 3.  Understand time management

resources

At the end of the this course, participants will be able to:


Proposed Agenda

1.  Conversations with participants regarding what works and where their challenges lie

2.  Descriptions from participants about tools and resources they use which are helpful

3.  Self-identification of work styles and strengths that will increase efficiency

4.  Identification of how one manages oneself while managing projects 5.  Providing resources on prioritization, goal setting and time

management techniques

6 © 2015 The Maue Center

6 Things the Most Productive People Do Every Day

1.  Manage Your Mood 2.  Don’t Check Email in the

Morning (or after MITs are completed)

3.  Before You Try to Do It Faster, Ask Whether It Should Be Done At All

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4.  Focus is Nothing More Than Eliminating Distractions

5.  Have a Personal System 6.  Define Your Goals the Night

Before (MITs come from your goals)


Knowing you have a choice in how to respond in any situation

© 2015 The Maue Center 10

Negative Emotion - Velcro on the brain


Positive Emotion - Teflon on the brain


Principle:

•  Negative emotions (fear, anger, despair) help us SURVIVE

•  Positive emotions (curiosity, delight, interest, joy, love) let us THRIVE


Flourishing at Work:

•  Practice Gratitude/Optimism

•  Identify your strengths.

•  Find ways to Lead with your strengths


Practicing Gratitude in the Work Place

•  Notice and remark on co-workers positive behavior or their strengths

•  Start meetings with a recap of wins, accomplishments and successes

•  Request negative remarks and complaining with broader thinking that allows for requests, solutions and creative alternatives


We can all flourish in the work place by leading with strengths and optimism

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6 Things the Most Productive People Do Every Day

1.  Manage Your Mood 2.  Don’t Check Email in the

Morning (or after Most Important Tasks – “ MITs” are completed)

3.  Before You Try to Do It Faster, Ask Whether It Should Be Done At All

20

4.  Focus is Nothing More Than Eliminating Distractions

5.  Have a Personal System 6.  Define Your Goals the Night

Before (MITs come from your goals)


Time Management Challenges

•  Competing demands that are all “important”

•  Interruptions adding to deadlines. •  Prioritizing and staying focused. •  Finding time? e-mail, meetings etc.


What is your Time Management Style?

•  Amiables •  Analyticals •  Drivers •  Expressives

Time Management Tools

1.  Email 2.  Daily Planner and Master List 3.  Prime-time 4.  Prioritization and Delegation 5.  Time tips, i.e. Filing 6.  Interruptions 7.  Quiet and planning time 8.  Work-Life Balance: goals, scheduling, protecting


Productive, Efficient, Effective vs. ‘Busy’

•  Use work time efficiently – our most important commodity

•  Look at results instead of number of hours put in

•  Strive for a balance between work and personal life


The Master List •  Keeps an itemized inventory of your

unfinished work •  Replaces sticky notes, the backs of

envelopes and the back of your hand •  Will allow you to have an organized

and compact format for maintaining control of your workload and workday

•  Scan your list at least three times a day

•  Determine which items are most important to complete

–  Schedule time on your calendar to complete these tasks

–  If you only have 15 minutes between meetings, choose a smaller task, such as returning a phone call 25


Filing, filing, filing! •  You are going to have to throw some

of those papers away (It will only hurt for a little while) –  Goal: “Handle every piece of paper

once.”If a paper is important, put it in a keeper pile for the time being

–  If a paper belongs to someone else, create a pile of things to return to coworkers

–  If you don’t need a paper any longer—recycle it!

–  Pack rats: If you’re having trouble, take the papers off of your desk and put them in a drawer of your filing cabinet.

•  If you need them, you know where they are

•  If you don’t look for them within six months, throw them away


Prioritization Matrix

Delegation

•  “Throwing in deep end of the pool” (not)

•  Move to 90% rule •  Give clear direction •  Schedule regular updates •  Allow for mistakes •  Move to teaching/

developing mode •  Remember you are

building capacity

Dealing with Interruptions

•  You don’t want to be rude •  You feel you must always be

available •  You enjoy socializing •  You like to stay informed as to

what’s going on •  You know most of the answers to

coworker’s questions •  You always answer the phone when

it rings •  You know where everything is

located

IT IS OK TO PUT LIMITATIONS ON TIME WASTERS


Create an Interruption Log

•  Record your interrupts •  Examine your log.

–  Are there certain times of the day or days of the week where you have more interruptions?

–  Could they be eliminated with updates via email, voice mail or a scheduled meeting?

–  Are certain people interrupting often? Why?

•  Are they asking legitimate questions?

•  Do they need more training? •  Do they need more access to

information that only you have?


Resources

•  Mindtools.com •  http://stress.about.com •  Time Management for Dummies •  Managing Workplace Chaos •  Leave the Office Earlier •  Get organized in the Digital Age •  Take Back Your Life!: Using

Microsoft Outlook to Get Organized and Stay Organized Sally McGhee


THANK YOU


Remember …. u Managing ourselves is key to managing our time. u Know your Time Management style and tell it to others. u Choose one tool you believe will be most helpful to you

now. Use it and practice it for one quarter. u Next quarter choose another one. Repeat. u Remember that when you delegate, you are building

capacity for growth u Keep track of your success, and share it with others. u Enjoy the ride!

This concludes The American Institute of Architects Continuing Education Systems Course

The Maue Center

Carolyn Maue

412-606-0358

[email protected]


PERSONAL AND PROFESSIONAL TIME MANAGEMENT STRATEGIES FOR TEAM LEADERS

Leadership & Management

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