Time Management: Get Organized for Peak Performance

Mariano M. Jauco

Agenda

1. Introduction and Course Overview 2. Pre-Assignment Review3. The Seven Habits of Highly Effective People 4. Personal Mission Statement5. Setting Goals6. Quadrant II Time Management7. Planning Tools8. The Four D’s Organizing9. Organizing Your Workspace10. Organizing Files for Retrieval

Session One: Course Overview

• Understand the “Seven Habits of Highly Effective People

• Develop a personal mission statement• Understand the importance of and the most useful

techniques for setting and achieving goals.• Understand Quadrant II Time Management.• Better organize yourself and your workspace for peak

efficiency.• Take control of those things that would derail workplace

productivity.

Session Two:Pre-Assignment Review

• What do you believe are your top three priorities/objectives in your position?

• What do you believe are the top three obstacles to working on your priorities or meeting your objectives at the moment?

• On a scale of 1-10, how organized would you rate yourself?

• What are the top three things you think you must do in order to be more organized?

• What would you do with any additional time if you found a way to give it to yourself?

Session Three: Seven Habits of Highly Effective People

1. Be Proactive2. Begin with the End in Mind3. Put First Things First4. Think Win/Win5. Seek First to Understand, Then to Be Understood6. Synergize7. Sharpen the Saw

Session Four: Personal Mission Statement

Definition: a statement based on correct principles that are like a personal constitution, the basis for making major, life-directing decisions, the basis for making daily decisions in the midst of the circumstances and emotions that affect our lives.

The solid expression of your vision and values.

It becomes the criterion by which you measure everything else in your life.

Session Four: Mission Statement Examples

Example 1: • I want to use my healing talents to keep hope alive and

express my vision courageously in word and action.• In my family, I want to build healthy, loving relationships

in which we let each other become his/her best self.• At work, I want to establish a fault-free, self-perpetuating

learning environment.• In the world, I want to nurture the development of all life

forms, in harmony with the laws of nature.

Example 2: • To act in a manner that brings out the best in me and

those important to me—especially when it might be most justifiable to act otherwise.

Session Four: Mission Statement Examples

Example 3: • I will live each day with courage and a belief in myself and others.• I will live by the values of integrity, freedom of choice, and a love for all

people.• I will strive to keep commitments not only to others but to myself as well.• I will remember that to truly live. I must climb the mountain today, for

tomorrow may be too late. I know that my mountain may seem no more than a hill to others and I will accept that.

• I will be renewed by my own personal victories and triumphs.• I will continue to make my own choices and to live with them.• I will not make excuses or blame others.• I will, for as long as possible, keep my mind and body healthy and strong.• I will help others the best I can and I will thank those who help me along the

way.

Example 4: • To live, to love, to learn, to be, today.

Session Four: Mission Statement Development

Activity 1: Starting Point Questions

The following questions will help you think about your life’s mission. As you answer these questions you will begin to uncover ideas you can use when you write your mission statement.

• If you were to do one thing in your professional life that would have the most positive impact, what would that be?

• If you were to do one thing in your personal life that would have the most positive impact, what would that one thing be?

Session Four: Mission Statement Development

Activity 2: The Kind of Person I Want to Be• List all the characteristics of the kind of person you would like to be

(e.g., compassionate, hard-working, humorous, responsible, etc…).

Activity 3: Tribute Statement• Complete this activity to help you think about the kind of person you

would like to be. You’ve lived a fulfilling, rewarding life and it is now your eightieth birthday. Many of the people you love are there to celebrate with you and pay tribute. There are people from your personal and professional life, and friends and neighbors from the community. What would you like them to say? In other words, what do you want to be remembered for? Write the tribute you would like to receive.

Session Four: Mission Statement Development

Activity 4: Evaluation Questions

Your answers to these questions should provide excellent input for your mission statement.

• What have been some of your greatest moments of happiness and fulfillment?

• What activities do I most enjoy and find most fulfilling in my professional life?

• What are the activities of most worth and fulfilling in my personal life?

• What talents and/or capacities do I have or want to have?

• How can I best contribute to the world?

Session Four: Mission Statement Development

Activity 5: Develop Your Personal Mission Statement

• Using the information you have developed from the activities and questions listed above, begin to develop your own personal mission statement.

Session Five: Setting Goals

SMART

PPP

Session Six: Quadrant II Time Management

Urgent Not Urgent

IMPORTANT

I• Crises• Pressing problems• Deadline-driven projects, meetings, preparations

II• Preparation• Prevention, • Values clarification• Planning• Capability improvement• Relationship building• True-recreation

NOT

IMPORTANT

III• Interruptions, some callers• Some mail, some reports• Some meetings• Many proximate, pressing matters• Many popular activities

IV• Trivia, busy work• Irrelevant mail/email• Some phone calls• Escape activities• Time wasters• Excessive TV

Based on the 7 Habits of Highly Effective People, Stephen Covey

Session Seven: Planning Tools

• Plan for both near and long term. • An up-to-date master calendar can be your most

helpful planning tool. • A "Things to do Today" list helps focus attention on the

highest priority items.• Action Planning Worksheets, Milestone Charts, and

PERT Diagrams are excellent planning aids when properly used.

• Planning contact with colleagues and staff will help minimize the disruption of their schedules.

• Remember Murphy’s Law!

Session Seven: Planning Tools

Using a Planner

• What are your options?• How many people brought planners? • What are the essential things to look for when you go

to purchase a planner?• What are the key strategies for using a planner

successfully?

Session Eight: The Four D’s

•Do it now•Dump•Delay•Delegate

Session Eight: The Four D’s

Here are five steps to take the STING out of feeling overwhelmed.

• S: Select one thing to do.• T: Time yourself. Check the clock, give yourself an

hour, and go for it.• I: Ignore everything else while the clock is ticking.• N: No breaks until your hour is up.• G: Give yourself a reward when the hour is up.

Session Nine: Organizing your Workspace

• Your first step should be to get rid of things that should NOT be on the desk.

• Then move to the contents of the desk. Focus first on the tools you use.

• Make four piles of all the papers you have strewn around and deal with them appropriately.

• Set up a system whereby vital information is saved where it can be readily found, and then bits of paper can be discarded.

Session Ten: Organizing Files for Retrieval

•Working Files•Reference Files•Archive Files•Electronic Files•Disaster Files

Session Ten: Organizing Files for Retrieval

Five Easy Ways to Manage E-Mail

• Check your email twice a day.• Filter the spam.• Organize your addresses.• File your messages.• Keep it simple.