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.



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.



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.


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


http://www.ucalgary.ca/pmoancillary/Presentations/Effective_Meetings%5B1%5D.doc

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


Tools: The 4 Ds


Tools: The Grid


Tools: You


Shut off negative thoughts; visualize; consider consequences; eliminate worry

Take pride

Clear distractions, have supplies you need

Lighting, comfortable chair, physical needs

Partnership


Mantra

“Plannin’ my work;

workin’ my plan.”


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

Time Management Tips 1418-Mar-09

In conclusion . . .

. . . follow process and progress will follow.



Questions?

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for coming!

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210-8792

Visit our web-site atwww.ucalgary.ca/deliver.itNext PMCP:

Lean Six SigmaWed, Apr 08, 2009

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time management tips: myth, reality and practicality

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