Time Management Tips: Myth, Reality and Practicality
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Transcript of Time Management Tips: Myth, Reality and Practicality
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 218-Mar-09
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.
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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.
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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.
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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.
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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
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More on Practicalitiescont’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
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Tools: The 4 Ds
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Tools: The Grid
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Tools: You
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Shut off negative thoughts; visualize; consider consequences; eliminate worry
Take pride
Clear distractions, have supplies you need
Lighting, comfortable chair, physical needs
Partnership
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Mantra
“Plannin’ my work;
workin’ my plan.”
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PM Knowledge Areas & Process Groups
PM Process Groups / Knowledge Area Processes
Initiating Process Group
Planning Process Group Executing Process Group
Monitoring & Controlling Process Group
Closing Process Group
Project Management Integration
Develop Project Charter Develop Prelim Project Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project WorkIntegrated Change Control
Close Project
Project Scope Management
Scope PlanningScope DefinitionCreate WBS
Scope VerificationScope Control
Project Time Management
Activity Definition & SequencingResource EstimatingDuration EstimatingSchedule Development
Schedule Control
Project Cost Management
Cost EstimatingCost Budgeting
Cost Control
Project Quality Management
Quality Planning Perform Quality Assurance Perform Quality Control
Project HR Management
Human Resources Planning Acquire Project TeamDevelop Project Team
Manage Project Team
Project Communications Management
Communications Planning Information Distribution Performance ReportingManage Stakeholders
Project Risk Management
Risk Management PlanningRisk IdentificationQualitative / Quantitative Risk AnalysisRisk Response Planning
Risk Monitoring and Control
Project Procurement Management
Plan Purchases and AcquisitionsPlan Contracting
Request Seller ResponsesSelect Sellers
Contract Administration Contract Closure
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In conclusion . . .
. . . follow process and progress will follow.
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Questions?
Thank you
for coming!
Contact us [email protected] or
210-8792
Visit our web-site atwww.ucalgary.ca/deliver.itNext PMCP:
Lean Six SigmaWed, Apr 08, 2009
Time Management Tips 18-Mar-09 17
The end.