Personal and Professional Time Management

   

course: Time Management Fundamentals video: Taking an inventory of your gathering points gatheringPoints.docx

 

Worksheet This worksheet will help you identify all the gathering points in your life. Gathering points are physical locations where you gather unprocessed items. These items include mail, emails, tasks, to-doʼs, ideas, busy work, assignments, projects, reminders and more. Unprocessed means you havenʼt clearly decided yet 1) What to do with it 2) When you are going to do it and 3) Where itʼs home is. For each type of gathering point, write a number representing the total number of all gathering points where you currently have “stuff.” For instance, if you have three different voicemail boxes, write the number “3” next to “Voicemail Boxes.”

3 Voicemail [Count 1 for each account]

Once you have completed each row, tally up your numbers and write the sum in the “Total” box. The “Target” box is to help you set a goal for the number of gathering points you would like to achieve

# Gathering Point # Gathering Point

Areas in Car (Glove box, each seat, trunk, etc.) Office Physical Boxes (In, out, etc.)

Assistants (Spouse, secretary, co-workers) Other

Calendars (Paper, digital, Outlook, etc.) Other Office/Work Areas (Storage, etc.)

Clothing Pockets Outside Home Areas (Garage, shed, yard, etc.)

Computer Desktop Screen Paper Notepads (Business, Personal, etc.)

Computer Task List (Outlook, Spreadsheet, etc.) Paper Task Lists, To Do Lists, etc.

Contact or CRM Software (ACT, Goldmine, etc.) PDA Task List (Palm, Pocket, PC, etc.)

Desk Areas (Each spot, under, inside, etc.) Post it Note “Posting” Areas [1 for each area]

E-mail Inbox [Count 1 for each account Inbox] Scraps of Paper (Receipts, napkins, etc.)

Filing Cabinets [If used for unprocessed “stuff”] Text Messaging (Phone, MSN, Yahoo, etc.)

Floor Areas [Both office and home] Voice Recorder [If used for tasks, ideas, etc.]

Home Areas (Kitchen table, fridge, boxes, et Voicemail [Count 1 for each account]

Home Desk Drawers Wallet/Purse/Planner/Briefcase Pockets

Home Physical Boxes (In, out, whatever, etc.) Whiteboard/Corkboard [If used for tasks, etc.]

Office Desk Drawers Your Mind [Count as 1]

Subtotal Subtotal

Total

Target

Time Management Fundamentals

   

course: Time Management Fundamentals video: Identifying your Most Valuable Activities identifyingMVAs.docx

 

Exercise This exercise will help you identify your most valuable activities.

1. Begin by listing the activities you perform at work in the first column. Each activity should appear in a unique row. (i.e. – managing employees, booking travel, janitorial work, etc…)

2. Enter an estimated average annual salary for someone performing this activity full-time in the second column.

If unsure, search online to find an estimated salary.

3. In the third column, calculate the hourly wages for each activity, by dividing the estimated annual salary by 2,080. (2,080 = 52 weeks * 40 hours)

4. Finally, rank each activity according to value per hour. So, if you had activities with estimated wages per hour

of $10, $20 and $30, then they would be ranked as follows: $30 (1); $20 (2); $10 (3).

5. Once youʼve ranked all of these activities, you can identify your top two most valuable activities.

Activity Est. Salary Est. Wage/Hour Rank

Travel ___________ ___________

Wasting time ___________ ___________

Time Management Fundamentals

   

course: Time Management Fundamentals video: Clearing your mind using mental triggers mentalTriggers.docx

page 1 of 3  

Exercise This exercise will help clear your mind of all your unresolved tasks. While you can complete this activity by yourself, itʼs recommended that you work with a partner. This exercise will take approximately one hour to complete. By Yourself—Read the first trigger item on the list aloud. Think about that trigger. If any unresolved task comes to mind, write it down. If nothing comes to mind, move on to the next trigger, repeating this process until you have completed the exercise. With a Partner—Have your partner read the first trigger item on the list aloud. Think about that trigger. If any unresolved task comes to mind, write it down. If nothing comes to mind, say “next.” Your partner should move on to the next trigger, repeating this process until you have completed the exercise.  

BUSINESS

Focus: Leadership

Company/department values, vision, mission Leadership training Time management Personal systems Personal development Skills to learn or improve Books to read Important read & review Decisions to tell employees Networking Items to disengage from Questions to ask & consider Items to discuss with coach Exit or harvest strategy Business ideas Ideas for expansion

Focus: Personnel

Meetings with co-workers Meetings with contractors Organization chart Hiring or firing Managerial training Events or Meetings to plan Employee loyalty projects Commitments/promises to coworkers Getting to know & serving coworkers Coworkersʼ evaluations & reviews Waiting for: something from coworkers Position descriptions Responsibilities to delegate Follow-up on delegated items Managerial systems Ideas for organizational change

Focus: Marketing

Marketing projects, incomplete or new Documents for marketing or advertising Waiting for: something from marketing Company/office decor Advertising campaigns Web site items Online research Target market analysis Research: competitors Research: market/industry Strategic alliances or partnerships Professional wardrobe or uniforms Marketing systems Marketing message ideas Ideas for advertising campaigns

Focus: Customers

Commitments/promises to customers Customer loyalty projects Customer loyalty training Complaints to resolve Best customers—re-contact Best customers—gifts & perks Customer loyalty systems Waiting for: customer reports/feedback Waiting for: something for customers Waiting for: something from customers Ideas for customer loyalty

Time Management Fundamentals

course: Time Management Fundamentals video: Clearing your mind using mental triggers mentalTriggers.docx

   page 2 of 3

Focus: Product/Services

Fulfilling promises made by marketing Inventory Production equipment Service representative training Outsourced suppliers Meeting with outside sales reps Production systems Ideas for new products Ideas for new services

Focus: Sales Follow-through: prospects Groups or associations to join Presentations Referrals Sales forecasts Sales quantification/tracking/reports Sales training Re-contact old customers Sales systems Waiting for: prospect replies Waiting for: sales reports/feedback Ideas for new sales systems

Focus: Business Finances Meetings with financial professionals Accounting & bookkeeping Invoices & accounts payable Waiting for: accounts receivable Budgets Financial reports (P/L, cash flow, balance) Cash flow management & credit lines Financial analysis/strategic planning Waiting for: financial reports Money security, checks & balances Customer identity security Petty cash Reimbursements & requisitions Financial systems Ideas for money liabilities to lose Ideas for money assets to purchase

Focus: Administration

Gathering points Office organization/layout Building maintenance Utilities E-mail Faxes CRM or contact software Other software Computers, monitors, printers Cell phones or office phones Internet & network Computer/IT unification Computer backup Computer security (firewall, virus, etc) Desks, chairs, furniture Filing cabinets, folders, archives Physical inboxes, outboxes Equipment to buy Supplies to buy Travel-related items & tasks Reference documents: personal Reference documents: company Safety & emergency protocols Systems: operations manual Systems: new training documents Ideas for facilities changes

course: Time Management Fundamentals video: Clearing your mind using mental triggers mentalTriggers.docx

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PERSONAL

Focus: Self

Personal values, vision Personal goals Physical health: exercise Physical health: nutrition Mental health Spiritual health Doctors, dentists, specialists Waiting for: medical data Personal trainers/coaches/mentors Books to read Education Hobbies Talents to develop Stress management Commitments/promises to self Meditation Ideas for recreation Dreams

Focus: Family Commitments/promises to family Couple values, vision, goals etc. Important discussions: couple Important discussions: children Recurring dates/recreation with spouse Recurring recreation with children Family events & recreation Family projects Birthdays, anniversaries, holidays Weddings, graduation, significant events Waiting for: something from family members Family meetings, planning, discussion Ideas for family recreation & travel Other ideas for family

Focus: Friends & Community Commitments/promises to friends People to get to know Community groups, clubs, to join Social events RSVPs (waiting for or to send) Sporting events Community events Community service projects Waiting for: community info School/Institution events Church/Spiritual service Legal, crime, security issues Emergency preparedness Homeowners association items Waiting for: items lent Borrowed items to return Items to disengage from Ideas for community service

Focus: Personal Finances

Financial vision, goals Budget & cash flow Bills to pay Credit cards Utilities Tax-related items Allowances Banks & other financial institutions Mortgages & repayment plans Loans & repayment plans Accountant, lawyer, financial planner Real estate Landlord Investments Estate & retirement planning Waiting for: rebates Waiting for: financial information Financial dreams

Focus: Home

Filing & reference plan Gathering points Areas to organize, clean Builders & contractors Heating & air-conditioning Plumbing: fixtures, toilets, shower Electricity, light bulbs, wiring Roofing Landscape & driveway Garage & storage Walls, floors, ceilings Décor, furniture, accessories Kitchen appliances Closets Computers, printer, monitor Software E-mail Computer backup Internet & home network TV, cable, satellite DVDs, CDs, digital media Cameras, film, digital pictures Phones & voicemail Sports equipment Vehicle repair: external & internal Vehicle maintenance: major & minor Tools Luggage Pets Clothes Errands Ideas for home improvement

   

course: Time Management Fundamentals video: Addressing the myth of multitasking multitasking.docx

 

Exercise Are you really multitasking… or are you switchtasking? The following exercise will help you quickly understand the negative impact in efficiency caused by switchtasking.

Step 1

1. Have a timer with a second hand ready. For best results have another person time you. 2. In the first row, re-copy the phrase “Multitasking is Worse Than a Lie.” After copying the entire phrase in the

first row, then switch to the second row and write the numbers 1-27.

Like This: M Multitasking is worse than a lie 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

3. Ready, Set, Go! (After you have completed the last number (27), write down your total time to completion.)

M

1

Time to complete

Step 2

1. Have a timer with a second hand ready again. 2. In the first row, copy the phrase “Multitasking is worse than a lie.” For every letter you write in the “M” row,

switch to the second row (labeled “1”) and write the corresponding number. 3. Ready, Set, Go! (After you have completed the last number (27), write down your total time to completion.)

M

1

Time to complete

   

Compare the time to completion between the first and second pass. Typically, a person will take twice as long to complete this exercise when switchtasking (second pass) vs. focusing on one task at a time (first pass). Adapted from The Myth of Multitasking: How “Doing It All” Gets Nothing Done by Dave Crenshaw. Used with permission. (ISBN: 978-0-470-37225-8) Copyright © 2008 by Dave Crenshaw. Published by Jossey-Bass, An Imprint of Wiley, 2008

Time Management Fundamentals

   

course: Time Management Fundamentals video: Preparing for action resourcelist.docx

 

Resource Check List

The following list of resources is recommended for completing the action section of this training (chapters 8–11). As these items will be directly referenced, it is recommended that you have these items on hand prior to beginning this portion of the course.

 

Large file boxes (minimum 8)

Electronic labeler (with batteries if necessary)

DVD/CD storage wallet

Desk inbox, legal size (at least 3” deep)

Hanging file folders (letter or legal size, minimum 50)

Manila folders (minimum 100)

Alphabetical tabs or guides for hanging file folders (2 sets)

Stacking letter trays (minimum 6)

Calendaring system (install relevant software in advance, or, if using paper planner, which is not recommended—Planner pages showing week view, with hour-by-hour and tasks for each day)

 

Time Management Fundamentals

1. office physical boxes:
2. other:
3. other office/work areas:
4. outside home areas:
5. paper notepads:
6. paper task lists, to do lists, etc:
7. pda task list:
8. post it note:
9. scraps of paper:
10. text messaging:
11. voice recorder:
12. voicemail:
13. wallet/purses/planner/briefcase pockets:
14. whiteboard/corkboard:
15. your mind:
16. subtotal 2:
17. total:
18. target:
19. email inbox:
20. areas in car:
1. 0:
21. assistants:
22. calendars:
23. clothing pockets:
24. computer desktop screen:
25. computer task list:
26. contact or CRM software:
27. desk areas:
28. filing cabinets:
29. floor areas:
30. home areas:
31. home desk drawers:
32. home physical boxes:
33. office desk drawers:
34. subtotal:
35. box 3:
1. 0:
2. 1:
3. 2:
4. 3:
5. 4:
6. 5:
7. 6:
8. 7:
9. 8:
10. 9:
11. 10:
12. 11:
13. 12:
14. 13:
36. est Salary 3:
1. 0:
2. 1:
3. 2:
4. 3:
5. 4:
6. 5:
7. 6:
8. 7:
9. 8:
10. 9:
11. 10:
12. 11:
13. 12:
14. 13:
37. est wages 3:
1. 0:
1. 0:
2. 1:
3. 2:
4. 3:
5. 4:
6. 5:
7. 6:
8. 7:
9. 8:
10. 9:
11. 10:
12. 11:
13. 12:
14. 13:
38. rank 3:
1. 0:
2. 1:
3. 2:
4. 3:
5. 4:
6. 5:
7. 6:
8. 7:
9. 8:
10. 9:
11. 10:
12. 11:
13. 12:
14. 13:
39. M (1):
40. Numbers (1):
41. M (2):
42. Numbers (2):
43. large file boxes: Off
44. dvd/cd storage wallet: Off
45. desk inbox, legal size: Off
46. hanging file folders: Off
47. manila fodlers: Off
48. alphabetical tabs or guides: Off
49. stacking letter trays: Off
50. calendaring system: Off
51. electronic labeler: Off