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Personal Time Management

How to get done all you need to and still go home for dinner

Patrick Moran

on 8 June 2015

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Transcript of Personal Time Management



How to get more out of your workday
and still go home for dinner

How do we minimize time spent in quadrant 3 & 4?


Covey's Time Management Matrix
Strategic Personal Management a definition;
The Fireman
Workburst vs Multi-task
the development and implementation of
that increase efficiency, effectiveness and productivity.
Strategic Personal Management the benefits;
The important work gets done
The organization achieves its goals
You feel good about work
You get career advancement
You get to have a life
Continuity planning
For you, every event is a crisis.
The tasks pile up around you while you rush from fire to fire all day.
You're so busy putting out fires
you have no time to deal with anything else - especially the boring, mundane things such as time management and strategic objectives.
The Over-Committer
You can't say no!
All anyone has to do is ask, and you'll chair another committee, take on another project, or organize yet another event.
You're so busy you don't even have time to write down all the things you do.
Typically seen - Running to car
Typically seen - Hiding in restroom
The Aquarian
This work keeps getting in the way of me enjoying my job.
Really really laid back - especially
when it comes to getting anything completed.
Typically seen - At desk with feet up or in break room.
The Chatterbox
Born to socialize!
Blessed with astounding oral communications skills and a will to exercise them for any reason.
Every interaction is a Charlton Heston Movie - especially if it allows you to avoid a less pleasant task (like strategic tasks).
Typically seen - talking
Typically seen - Hunched over latest project with furrowed brows
The Perfectionist
Lives with a compulsion to not only
cross all "t's" and dot all "i's", but to make sure they are perfectly straight and round.
It takes you 30 minutes to make something,
2 hours to make it excellent
and 3 weeks to try for perfection before starting all over again because 'it's not quite right!'.
Not Important
Not urgent
Pressing problems
Deadline driven projects
Prevention activities
Relationship building
Capacity activities
Planning & Project management
Prevention activities
Relationship building
Capacity activities
Some Interruptions
Some calls
Some mail
Some meetings
Things in your vision
Most Interruptions
Some calls
Some mail
Some meetings
Things in your vision
How do we maximize time
spent in quadrant 2?
Personal Management Tools
Gantt chart vs strategic plan
WIN List vs to-do list
Schedule priorities vs prioritize schedule
Workburst vs multi-task
Gantt Chart Vs Strategic Plan
Strategic plan is the starting point
what is a Gantt Chart?
Create your WIN lists
A Gantt chart is a type of project management chart, that illustrates a project schedule including;

task start dates
task finish dates
intermediate step completion dates
relationships between projects
assign lead / support roles
milestone tracking
timeline adjustments
contingency planning & adjustments
WIN List Vs to-do list
What is a WIN List?
Create your WIN Lists from your Gantt chart
so we stay in quadrant 2 work
(Important but not urgent)

Build the rest of your Win list from your calendar
WIN List
WIN List notes;
A WIN list is not a to-do list
big rocks first
manage the list as the first & last activity of the day
is this task best suited for me?
is my list manageable for the time period? (month week day)
Schedule Your Priorities,
don't prioritize your schedule
How many items are your schedule are in Q1,2,3,4?
Pick a date and start over.
Build from the ground up.
Add mandatory meetings
Add quadrant 2 meetings/deadlines
Be Honest:-
Does this meeting fulfill organizational goals?
Deny meetings that are not necessary.
Be Creative:-
How much time does this meeting need?
Can the meeting goals be accomplished another way?
Can we keep the meeting on track?
C. Ray Johnson, "CEO Logic : How to Think and Act Like a Chief Executive"

"Prioritizing is the answer to time management problems - not computers, efficiency experts, or matrix scheduling. You do not need to do work faster or to eliminate gaps in productivity to make better use of your time. You need to spend more time on the right things..."
Set a specific goal on your workburst.
“I need to get the framework for the celebration powerpoint down by 11 am.”
“There is time enough for everything in the course of the day, if you do but one thing at once, but there is not time enough in the year, if you will do two things at a time.”
“This steady and undissipated attention to one object, is a sure mark of a superior genius; as hurry, bustle, and agitation, are the never-failing symptoms of a weak and frivolous mind.”
Lord Chesterfield, 1740
“Workers distracted by e-mail and phone calls suffer a fall in IQ more than twice that found in marijuana smokers.” U of L, 2005
Dr. Edward Hallowell - "Crazy Busy"
calls multitasking a

“mythical activity in which people believe they can perform two or more tasks simultaneously.”
University of California at Irvine
25 MINS!!!
New York Times, 2007, Jonathan B. Spira, an analyst at the business research firm Basex,

estimated that extreme multitasking — information overload — costs the U.S. economy $650 billion a year in lost productivity.
WorkBurst tools
Put phone on silent (no Buzz).

Remove dinger from e-mail.
Create a system in the office by which people know when the 'door is open'.
Do not do personal Facebook at work.....
......no really, I mean it.......really.
Use a project /task filing system that
allows a clear visual field without having to put it all away
More 'Nuggets'
Create an agreed upon internal return e-mail policy.
eg. use email labels such as 'FYI' or 'RSVP' or 'RSVP all'
Mass forwarding of e-mails is a catastrophic drain on the soul of the nation.
Handle each e-mail only once, at the time that you are checking it.

This is not only possible, it is easy and will save enormous amounts of time.
Other Personal Management tools
Don’t procrastinate…
"Hard work is often the easy work you did not do at the proper time." Bernard Meltzer
Check voicemail and email 2 or 3 times a day, at
specific times that fit your day
On your outgoing communications ask for specifics.

Leave specifics when routed to someone else's inboxes.
Carry a notebook or meeting journal and your calendar with you at all times.
Don’t always be a perfectionist or

‘when is good enough good enough?’
Be flexible.
The tools are your servant,
not your master.
Where does the project come from?
Why is Project Management
PM tool & timing
Execution & Control:
Management of the plan
Are milestones being achieved?
Is there regular communication of progress visible to all?Are there course corrections or
contingencies required?

Is it on my WIN List to check?
Budget & In-kind
Scope, Purpose & Deliverables:
•Add a new event in 2013 that will fulfill Strategy 4b bullet 2;

o In a month that has no signature event
o Designed to be easy for companies to engage in.
o Within to Community Impact intended results
Step 1-add end date, major tasks and person responsible to your PM tool
Step 2 - schedule major task completion dates into your PM tool and add major sub tasks
Step 3 - schedule the major sub tasks into your PM tool
........you will reap the benefits Personal Strategic Management
.......If your Strategic plan holds the key elements to your success.......
.......and it populates your quarterly PM tool.......
...........which in turn populates your monthly WIN list.... Weekly WIN List........Daily Win LIst.........
......and you implement some of the workburst tools and personal management tools.....


Gantt / PM

Personal Management tools
Be careful not to back to back meetings too much
Simplified Gantt chart as WIN list starting point
Gantt /
PM Tool
Workburst & SPM Tools
In fact, remove all dingers permanently
except the ones you use for emergency communications
Schedule free zones into your
calendar when you know the
week is going to overwhelm you.
Free online PM software
ACE Project
quarter gig of free storage,
Up to five projects for free,
cumbersome, dated UI.
Custom everything.
Time tracking, expense tracking.
Up to 50 tasks per project
PC Magazine reviews
Effortless configuration.
Looks great, performs better.
Unlimited users.
Plays well with your existing technologies.
Only 1 project free at a time.
Open source software
easy to use
Create task breakdown
structure, draw dependencies, define milestones
export as pdf, jpg etc
Strategic Plan / Goals
Project management tool
Monthly WIN List
Weekly WIN List
Daily Win List
Personal strategic management tools
Other personal management tools
April 12th
9:00 - 4:00pm
Schedule your tasks as well as your meetings
this reduces procrastination
puts a time frame on your workburst
allows you to see how busy you will really be
and dont forget - it should have been on your calendar
from everything that you delete without reading, or that isn't part of your big rocks
Put your 'real work goals' on a Gantt chart
Create a (quarterly) month, week, day WIN Lists from the Gantt chart
Use the daily personal management tools and nuggets
test yourself tools:
How many messages are in your inbox?
"rescueTime / timestats" App on laptop and phone
Full transcript