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Time management in an online world

Time Management
in a Connected World
Making a Telephone Call 1993  Look up Number in Rolladex  Call Person Send person email that you want to call them Person sends days and times that work for them Create calendar entry in Outlook for call, including When the day and time arrives, hopefully you Why Time Management ?  Lack of time causes stress  Life satisfaction  Money: Spend less or make more ?  Time ? Technology Changes our Lives  Work, home and play overlap  We are always connected  Danger of workaholic tendencies  Family life can suffer from poor time management  Priorities are more important than ever Overcome Procrastination  Procrastination is opportunity’s assassin  Half the battle with work is getting started (Scottish proverb)  Overcome perfectionism - an attempt is better than nothing. Eliminate Bad Habits  Watching TV  Not getting up on time  Surfing the Internet for no reason  Computer games  Smart phone games  List your own habit here  List your own other habit here…. Social Media Distractions  Facebook  Linked-in  Twitter  Reddit  Digg Attend my workshop at CCDAA Conference in Napa Your Large Megaphone: Social Media in Social Services Use the 80/20 Rule  80 percent of your productivity comes from 20 percent  80 percent of your efforts yield little or no actual results. Obviously, we need to find the 20 percent!!!! Adapt Work to Your Lifestyle  Create a time calendar for normal days  Work with your natural cycle (adjust your schedule)  Be careful with substances (caffeine, smoking, drugs)  Apply proper nutrition (breakfast, lunches, snacks, drinks)  Drink lots of water  Breathing  Take a walk for lunch and eat an apple  Creative naps  Use Technology  Email  Smart phones  Tablets  Book readers (Kindle, Nook)  Computers  Learn to type if you don’t know how  Eliminate paper notes  Use remote meetings (GoToMeeting)  Imaging for document transfer and review Use Email Wisely  Remember that email is NOT secure  Read and process your own email  Maintain two or more email addresses  Process email one time  Avoid meaningless emails (courtesy emails)  Avoid jokes, chain emails, gimmicks  Let outgoing emails sit in an out-basket  Use copy and blind copy where appropriate  Always review addressees before hitting send - always  Remember the cover of the New York Times Use Telephone Wisely  Etiquette Items  Don’t use call waiting in business  Don’t interrupt meetings for phone calls  Don’t answer when talking to someone  Don’t answer the phone at all  Call to Avoid Email (when complex)  Schedule Calls (via email or text message) Books I Would Recommend  The 4-Hour Workweek – by Timothy Ferriss  Make Every Second Count: Time Management Tips and Techniques for More Success with Less Stress – by  The One Minute Manager – by Ken Blanchard  More than a Minute – by Hol y Green Commuting Time Efficiency  Move close to work   Turn off the radio  Learn a new language  CD or tape programs  Listen To Books  Fred Pryor Seminars  Nightingale Conant Organize Your Workspace  Reference materials and files  Computer (location and arrangement)  Telephone (headphones?)  Papers on desk  Touch every piece of paper only once  Become as paperless as possible Waste 10% Less Time  Mowing lawn  Doing yard work (leaves, weeds, trash)  Shopping (without research first)  Personal errands (ironing, laundry, walking dog)  Home repair  Washing cars  Tax preparation  Getting “ready” (hair, makeup) Reading Habits and Skills  Set aside reading time every day  Consider taking a speed-reading course  Consider stopping reading newspapers entirely  Conduct Effective Meetings  Create and distribute an agenda  Assign a leader for the meeting  Start the meeting on time  End the meeting on time or early  Avoid useless meetings  Do not have scheduled routine meetings Delegate  Any tasks somebody else can do should be delegated  There is always somebody that can do the job better than  Never worry about your own job security  You can only move up when your replacement is trained  Delegate, delegate, delegate… Make and Use To-Do Lists  Daily to-do list  End of day list  Projects to-do list  Long-term to-do list  Personal chores list Golden Bullet - Most Important Technique  Each night, make a list of the top 6 things you want to  Prioritize the list  Start working on task number one, and keep working on  Do not move on to the next task until you complete this  If any tasks are left at the end of the day, move them to Summary  Save one hour a day starting today  Your life begins to change when you change something you  Managing your time is managing your life

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