Time Management & Scheduling
Transcript of Time Management & Scheduling
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Time Management
Dr. P. Kiranmai Dutt
Vice PresidentKnoah Solutions
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At this talk you will learn to:
Clarify your goals and achieve them Handle people and projects that waste
your time
Be involved in better delegation Work more efficiently with your advisor
Learn specific skills and tools to save youtime
Overcome stress and procrastination
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Remember that time is money
Ben Franklin, 1748Advice to a young tradesman
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Whats your LQLeisure Quotient?
Sometimes we just dontrealize how much timewe spent in nonproductive ways.
Here are some examplesof leisure: Visiting between classes
Listening to CDs
Watching tv Daydreaming
Chatting on the phone
Spending time at thecafetaria/ canteen
What others can youthink of?
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Time Log- Activity
Write down everything you do on a workingday
Identify time spent productively vs time
wasted
Identify the reasons for time wasted
Identify ways to reduce time wasters
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3 Ps of Time Management
1. PlanningTime must be explicitly managed, just like
money
2. PrioritiesFaculty vs. Students
3. ProcrastinationLightning pace, heavy on techniques
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Ten Myths about Time
1. Myth: Time can be managed.
2. Myth: The longer or harder you work the
more you accomplish.3. Myth: If you want something done right, do it
yourself.
4. Myth: You arent supposed to enjoy work.
5. Myth: We should take pride in working hard.
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Ten Myths about Time
6. Myth: You should try to do the most in the
least amount of time.
7. Myth: Technology will help you do it better,faster.
8. Myth: Do one thing at a time.
9. Myth: Handle paper only once.
10. Myth: Get more done and youll be happier.
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One Good Thief is Worth TenGood Scholars
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What would you do?
DUH?
Youd spend it all,Right?
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24 hours per dayX
60 minutes per hour
X
60 seconds per minute
=
86,400 Seconds
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Every Second Counts
Spend every second in an efficient and
productive way
If you fail to use the days deposits, the
loss is yours.
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To Realize the Value of:
ONE YEAR, ask a student who failed a grade.
ONE MONTH, ask a mother who gave birth to a premature baby.
ONE WEEK, ask the editor of a weekly newspaper.
ONE DAY, ask a daily wage laborer with kids to feed. ONE HOUR, ask the lovers who are waiting to meet.
ONE MINUTE, ask a person who missed the train.
ONE SECOND, ask a person who just avoided an accident.
ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.
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Time Wasters
Attempting too much.
Not saying no.
Incomplete information. Management by crisis, fire fighting.
Interruptions.
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Making the Best Useof Time
Decide that you dont haveto please everyone.
Let godont be a perfectionist.
Resist the temptation to do small, insignificanttasks too well.
Outsource what you can.
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Everyone has the same amount
of time
60 minutes per hour
1,440 minutes per day
525,600 minutes per year
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Interruptions
If no one asked questions we wouldn't
have jobs.
Anticipate the most common questions. Try closing your door or arranging your
office to discourage drop- ins.
If all else fails, hide.
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Why do we procrastinate?
Dont know where to start.
To avoid an unpleasant task.
Were afraid to fail. Waiting for more information.
You may think if you put it off someoneelse will do it.
Youre over-committed.
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To overcome procrastination:
SWAP.
You do notwork best under pressure.
List the things you have been avoiding.Prioritize them. Try to do at least one of
them each day until you catch up.
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Timing
Knowing when not to work is as important
as knowing when to work.
Save the easiest tasks for the end of theday.
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Get The Most Out Of the FirstTwo Hours of the Day
Dont eat breakfast at work.
Dont schedule meetings for this time.
Start with the most important work of theday.
Do the things you dont want to do first.
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Why Time Management isImportant
The Time Famine
Bad time management = stress
This is life advice
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The Problem is Severe
By some estimates, people waste about 2hours per day. Signs of time wasting: Messy desk and cluttered (or no) files
Cant find things
Miss appointments, need to reschedule themlate and/or unprepared for meetings
Volunteer to do things other people should do Tired/unable to concentrate
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Hear me Now, Believe me
Later Being successful doesntmake you manage your timewell.
Managing your time wellmakes you successful.
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Goals, Priorities, andPlanning
Why am I doing this?
What is the goal?
Why will I succeed?
What happens if I choose not to do it?
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The 80/20 Rule
Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experience comes from bad judgment(?)
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Inspiration
If you can dream it, you can do it
Walt Disney
Disneyland was built in 366 days, fromground-breaking to first day open to
the public.
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Why Plan?
It is a valuable management tool. It is alsoabout change management. It strengthensthe role of the library in the organization. It
can demonstrate the librarianscompetence and improves the image andvisibility of the library. (St. Clair)
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Is Strategic Planning thesame as goals,
or mission statements,
or visions?
Sort of
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A mission is
what the institution does,
for whom it does it,
how it does it, and why.
My mission.
Whats yours?
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Then set your goals
must be concrete
must be measurable
must be in writing must be achievable
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List your tasks
Steps required to achieve the goals.
Prioritize.
Set deadlines. List resources needed.
Keep your eye on your goals.
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Planning
Failing to plan is planning to fail
Plan Each Day, Each Week, EachSemester
You can always change your plan, butonly once you have one!
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TO Do Lists
Break things down into small steps
Like a child cleaning his/her room
Do the ugliest thing first
Th f d t TO DO
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The four-quadrant TO DOList
1 2
3 4
Important
Not
Important
Due Soon Not Due Soon
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Paperwork
Clutter is death; it leads to thrashing.Keep desk clear: focus on one thing ata time
A good file system is essential
Touch each piece of paper once
Touch each piece of email once; yourinbox is not your TODO list
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My Desk
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Speaker phone:
hands are free
to do somethingelse; stress
reduction when
Im on hold.
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Telephone
Keep calls short; stand during call
Start by announcing goals for the call
Dont put your feet up
Have something in view that youre waiting
to get to next
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Telephone
When done, get off: I have studentswaiting
If necessary, hang up while youretalking
Group outgoing calls: just beforelunch and 5pm
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Reading Pile
Only read something if youll be fired
for not reading it
Note that this refers to periodicals androutine reading, which is different than
a research dig
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Office Logistics
Make your office comfortable for you,and optionally comfortable for others
No soft comfortable chairs! I havefolding chairs, some people cut off
front legs
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Scheduling Yourself
You dont find time for importantthings, you make it
Everything you do is an opportunitycost
Learn to say No
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Learn to say No
Will this help me get tenure?
Will this help me get my masters?
Will this help me get my Ph.D?
Keep help me broadly defined
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Gentle Nos
Ill do it if nobody else steps forward
or Ill be your deep fall back, but you
have to keep searching.
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Everyone has Good and Bad
Times Find your creative/thinking time.Defend it ruthlessly, spend it alone,maybe at home.
Find your dead time. Schedulemeetings, phone calls, and mundanestuff during it.
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Interruptions
6-9 minutes, 4-5 minute recoveryfiveinterruptions shoots an hour
You must reduce frequency and length ofinterruptions (turn phone calls into email)
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Cutting Things Short
Im in the middle of something now
Start with I only have 5 minutes you can
always extend this
Stand up, stroll to the door, complement,thank, shake hands
Clock-watching; on wall behind them
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Time Journals
Its amazing what you learn!
Monitor yourself in 15 minuteincrements for between 3 days and twoweeks.
Update every hour: not at end of day
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Using Time Journal Data
What am I doing that doesnt really need tobe done?
What am I doing that could be done bysomeone else?
What am I doing that could be done more
efficiently?
What do I do that wastes others time?
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Procrastination
Procrastination is the
thief of time
Edward YoungNight Thoughts, 1742
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Balancing Act
Work expands so as to fill the
t ime avai lab le fo r its
completionParkinsons Law
Cyril Parkinson, 1957
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Avoiding Procrastination
Doing things at the last minute is muchmore expensive than just before thelast minute
Deadlines are really important:establish them yourself!
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Comfort Zones
Identify why you arent enthusiastic
Fear of embarrassment
Fear of failure?
Get a spine!
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Delegation
No one is an island
You can accomplish a lot more withhelp
Most delegation in your life is fromfaculty to student
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Delegation is not dumping
Grant authority with responsibility
Concrete goal, deadline, andconsequences
Treat your people well
Students and secretaries are a facultymembers lifeline; they should be treatedwell!
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Challenge People
People rise to the challenge: You shoulddelegate until they complain
Communication Must Be Clear: Get it inwriting Judge Wapner
Give objectives, not procedures
Tell the relative importance of this task
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Sociology
Beware upward delegation!
Reinforce behavior you want repeated
Ignorance is your friendI do not know
how to run the photocopier or the faxmachine
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Meetings
Average executive: > 40% of time
Lock the door, unplug the phone
Maximum of 1 hour
Prepare: there must be an agenda
1 minute minutes: an efficient wayto keep track of decisions made in a
meeting: who is responsible forwhat by when?
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Technology
Computers are faster but they take
longer
Secretaries are better than answeringmachines; where are the costs &benefits of a technology?(transcription)
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Technology
Laptop computer (and docking station) You can scavenge time & work anywhere
one machine in your life is the right number
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Magic E-Mail Tips
Save all of it; no exceptions
If you want somebody to do something,make them the only recipient. Otherwise,
you have diffusion of responsibility. Give aconcrete request/task and a deadline.
If you really want somebody to dosomething, CC someone powerful.
Nagging is okay; if someone doesnt respondin 48 hours, theyll probably never respond.(True for phone as well as email).
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Care and Feeding of Advisors
Get a day timer or PDA
Write things down
Whens our next meeting?
Whats my goal to have done by
then?
Who to turn to for help?
Remember: advisors want results !
Time Management Advice
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Care and Feeding of Advisors
They know more than you do
They care about you
They didnt get where they are bytheir social skills -> take the initiativein talking with them!
Life Advice
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General Advice: Vacations
Phone callers should get two options: If this cant wait, contact XXX at 000666
This works for Email too!
Vacations should be vacations. Its not a vacation if youre reading email
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General Advice
Kill your television(howbadly do you want tenure or your degree?)
Turn money into timeespeciallyimportant for people with kids or otherfamily commitments
Eat and sleep andexercise.Above all else!
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General Advice
Never break a promise, but re-negotiate themif need be.
If you havent got time to do it right, youdont have time to do it wrong.
Recognize that most things are pass/fail.
Feedback loops: ask in confidence.
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Action Items
Get a day-timer (or PDA) if you dont alreadyhave one
Start keeping your TODO list in four-
quadrant form or ordered by priorities (notdue dates)
Do a time journal
Make a note in your day-timer to revisit this
talk in 30 days. At that time, ask yourselfWhat behaviors have I changed?
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A Final Thought On Time
Many People.
- Think too much of destinations andtoo little of preparations
- They dont realize that todays actionswill determine tomorrows achievements
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Thank You