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Best Practices of Time Management & Multitasking for Managers

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Ty McConnell

on 7 October 2011

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Transcript of Best Practices of Time Management & Multitasking for Managers

Best Practices of Time Mamagement
Multitasking for Managers Ty McConnell Ryan Davis Rebecca McChesney Hayley Johnson Shawn Bagg Any questions? Thank you "Time is the scarcest resource of the manager: if it is not managed, nothing else can be managed." - Peter Drucker 45 - 50 points: You're on your way to becoming CEO of a major corporation!
38 - 44 points: You probably own a Franklin Day Planner and have organized your sock drawer.
30 - 37 points: You are managing your time fairly well, but sometimes feel overwhelmed.
25 - 36 points: Your college career is likely to be stressful and less than satisfying unless you take steps to begin to manage your time more effectively.
less than 25 points: Your life is one long roller coaster ride, out of control. Score yourself on the following questions; 2 for "always", 1 for "sometimes", 0 for "never" and tally your score at the bottom of the column. Time Management Questionnaire Results Here are some companies that have implemented Six Sigma Too Much Multitasking ·Interruptions now take up more than a quarter of the
typical worker’s day.

·Manager-level employees spend 10 minutes of every
working hour responding to interruptions and 41 percent
of those interruptions result in derailing people entirely so
they do not return to their original task.

·These interruptions have financial consequences; one
estimate places the cost in the U.S. alone at $588 billion
per year. Consequences of Interruptions · It can take up to 400% longer to do an assignment when multitasking.

· Just like you can’t be talking about two different things
simultaneously, your brain can’t process two complex things at the
same time.

· Your brain instead prioritizes tasks.

· Multitasking is almost always less efficient and more error-prone than
performing the same task alone. SIX SIGMA Defined: a process that produces 3.4 defective parts per million opportunities

•A business management strategy that uses statistical methods to identify defects and
improve performance
•If the amount of sigmas are below six, then performance is dropping as well
•Needs to be certified by Institute of Industrial Engineers or American Society for Quality
•If done correctly, no item on your to-do list should fail
•The performance of a process drops as time goes on
•The point of six sigma is to eliminate the defects so an organization can run as effectively
and efficiently as possible Pareto Principle •Also known as the 80/20 rule
•80% of all outcomes is the product of only 20% of the input
•Managers need to find that 20%
•Managers need to focus on that 20% Wasteful Time Management: Steps Towards Efficient Time Management 1.Write out the tasks and their durations
2.Prioritize the tasks based on importance
3.Organize the tasks according to their priority
4.Cut out tasks that are not important (if there are time constraints)
5.Complete each task individually in succession according to your list. Not all time management is efficient. If done improperly it can actually delay completion of important tasks. Wasteful practices include: *Key is to complete each task one by one, not simultaneously
·This avoids the divided attention in multitasking, which can cause confusion and errors A lessor form of procrastination, where you fail to analyze what’s important vs. what’s urgent and end up completing urgent activities that aren’t important

*Always complete important activities first, as these are the key to a successful schedule Disorganization happens when someone can’t coordinate their schedule properly, refuses to prioritize their activities or is not disciplined in their execution of the plan. Skewed Perceptions between Importance and Urgency Disorganization Take-aways http://www.bored.com/game/play/151301/Multitask_2.html Multitasking challenge

Time management is the art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of generating more effective work and productivity (WiseGeek.com). Procrastination Procrastination is an intentional delay of important activities by completing urgent and useless activities.
This is counterproductive to time management, in that procrastination completes the wrong activities first, thus satisfying the need for completion but not the effectiveness of the activities. *Time management needs to be
efficient and effective. *Your time management schedule should be properly organized according to priorities, and executed with strict discipline. ·Procrastination
·Skewed perceptions between importance and urgency Important vs. Not important Multitasking Madness: 1.Accurately estimate the time to complete tasks
2.Use external memory as much as possible
3.Batch your work
4.Remove distractions
5.Repeat a productive mantra
6.Get back on track faster
7.Seal your environment
8.Aim for 100% completion of each task before moving on
9.Keep your eye out for “Boring”
10.Unplug the internet What is Time Management? Time management is more effective than multitasking
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