time management & scheduling

8/13/2019 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

time management & scheduling

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