Health Sciences HR Contact Group Recognition Program

1
Health Sciences HR Contact Group Recognition
Program

• Managing Your Time and Energy in the Health
  Sciences Environment
• Presented by
• Linda Veliz
• Staff Education and Development
• December 1, 2004

2
Agenda

• Welcome and Introductions
• The Time Matrix
• How Do I Use My Time?
• Accomplishing Goals and Priorities
• Setting Goals
• Strategic Planning
• To Do Lists
• Estimating Time
• Calendaring
• The Nitty Gritty of Time Management
• Interruptions and Procrastination
• Handy Hints

3
Setting Priorities...

• Important
• High value to
• you
• your organization
• someone who is important to you.
• Urgent
• Rapidly approaching or current deadline that
  should be met

4
Q II Leadership and Opportunity
Not Urgent
Urgent
Q II
Preparation Planning Prevention
Important
Not important
5
Sharpening the Saw
6
Q I Necessity
Not Urgent
Urgent
Q II
QI
Preparation Planning Prevention
Crises Pressing problems Deadlines
Important
Not important
7

• . . . All the important arenas in our life are
  there awaiting our decisions. But they dont beg
  us to give them our time . . .
• Dennis Waitley, Freedom from Urgency,
  Priorities Nov/Dec 2000, p. 18

8
Q III Deception
Not Urgent
Urgent
Q II
QI
Preparation Planning Prevention
Crises Pressing problems Deadlines
Important
QIII
Interruptions Some phone calls, mail, reports,
meetings
Not important
9
Q IV Waste
Not Urgent
Urgent
Q II
QI
Preparation Planning Prevention
Crises Pressing problems Deadlines
Important
QIII
QIV
Trivia Busywork Activities to excess
Interruptions Some phone calls, mail, reports,
meetings
Not important
10
Franklin Coveys Time Matrix
Not Urgent
Urgent (Time sensitive)
Q I
Q II
Value Added
Important
Leadership/Opportunity
A1
A2
Necessity
C
B
No value added
Not Important
Q III
Q IV
Waste
Deception
We tend to bounce between QI,QIII, QIV
11
ExerciseSetting Goals

• What are your lifetime goals?
• personal
• professional
• What are your goals for the next 6 months?

12
How did you spend your last48 hours?

• Write down everything you can remember
• Be as specific as possible

13
How did your last 48 hours move you closer to
your goals?

• What observations do you have about how youve
  spent your time?
• In what quadrants did you spend most of your
  time?
• How did your last 2 days activities move you
  closer
• to your goals?

14
Strategic Planning

• Goal By December 31, implement plan to
  facilitate retirement in San Diego CA by 2012 at
  current standard of living allowing for
  inflation.
• Objectives
• Increase knowledge of stock and bond market
• read, attend seminars, consult colleagues,
  friends, financial planners, etc.
• Project budget for retirement years
• Pre-retirement Workshop
• Draft savings and portfolio plan
• Meet with Benefits Office representative
• BLINK
• Implement final plan

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SMART Goals

• Specific
• Measurable
• Achievable
• Relevant
• Time-defined

16
What will I do today?

• Make appointment with representative from the
  Benefits Office.

17
To-Do Lists

• Driven by mission, vision, priorities, goals, and
  strategic plans.
• Update and consult daily.
• For major projects consider due dates, follow-up
  dates, meetings, etc.
• Projects may be broken into small bites of 10 -
  15 minutes.

18
ExerciseGenerating a To-Do List

• List all of the things you need to do tomorrow
• Include meetings and phone calls
• Rank items according to importance and urgency
• Is there at least one QII item on your list? If
  not, add one now

19
Electronic?

• PDA
• Palm, Handspring, Visor
• Networked calendars
• Now Up-to-Date
• Outlook
• Project Management
• FastTrack

20
Estimating Time

• Inherent time
• Start to finish
• No interruptions
• Set up time
• Getting ready
• People, materials, equipment

21
Estimating Time (contd)

• Learning time
• Learning yourself
• Teaching others
• Down time
• Systems or equipment fail
• People out sick

22
Estimating Time (contd)

• Bump time
• Chatting, parties, breaks
• Lost time
• Higher priority
• Equipment, human resources, time

23
Calendaring

• Estimate time for each to do list item
• Schedule tasks
• Allow time for interruptions
• Schedule only 75 of your time
• Take into consideration
• Your priorities
• Your personal prime time

24
What is the best use of my time right now?
25
Managing Interruptions

• Keep in mind . . .
• You have the right to
• Minimize unnecessary interruptions
• Have a manageable work experience
• Manage your time effectively

26
Managing Interruptions (contd)

• The other person has the right to
• Be heard in a timely manner
• Be referred to someone else
• Be treated respectfully

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Procrastination...

• Just do it!

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Why do we procrastinate?...

• Fear of failure
• Fear of success
• To avoid confrontation
• We feel overwhelmed

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Ways to Overcome Procrastination...

• Do something related to starting!
• Do what you like/dislike first
• Work in small chunks of time
• Make your goals achievable
• Delegate or trade

30
Handy Hints

• Managing time is a lifelong, 24 hour/day habit.
  Take a holistic approach to time management.
• Time management is like dieting . . . What works
  for someone else may not work for you.

31
Handy Hints

• If you want to know how you spend your time, do a
  time analysis over an average week or two.
• Say no to hear the quieter yes.

32
Handy Hints

• Reconcile your calendar after-the-fact to reflect
  how you actually used your time
• Electronic or paper?
• Plan for the unexpected.

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Handy Hints

• Time thieves . . .
• Phone calls
• Drop-in visitors
• Lack of necessary resources
• Personal disorganization
• Indecisiveness
• Inability to say no

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Handy Hints

• More time thieves . . .
• Procrastination
• Paperwork
• Management by crisis
• Ineffective delegation
• E-mail
• Voice mail

35
Handy Hints

• Group like tasks.
• Negotiate for your time and priorities is your
  boss the urgent problem?
• Leverage information work quality, not
  quantity.
• Schedule desk time.

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Handy Hints

• Create balance in your life . . .
• Do you want/need a lunch hour?
• Is there clutter on your desk?
• Do you over-commit your time?
• Do you multi-task and forget to live in the
  moment?
• Do you leave work at the office, both mentally
  and physically?

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Turning Ideas Into Actions!

• Apply what youve learned
• Start small
• Set measurable, realistic goals
• Visualize success
• Seek out effective time managers
• Reward yourself
• Persist for 21 days
• Use positive self-talk
• Seek additional resources

38
Turning Ideas Into Actions!

• Write 3 key ideas you want to remember about
  managing your time
• Write 3 specific actions you will take to better
  manage your time
• When will you do them?

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• Thank you very much!