Professional Documents
Culture Documents
Management
The reasonable man adapts himself to
the world
Lack of discipline
Indecisiveness
Personal Disorganization
Procrastination
Unscheduled Meetings
Poor Communications
Confused chain of Authority
Telephone Interruptions
Drop-In Visitors
WHERE DID WE GO WRONG? : EXTERNAL TIME
External time wasters
Be aware of ways others or the
environment waste your time:
Interruptions, especially mail
Office socializing
Too many meetings
Unscheduled visitors
Poor work environment
WHERE DID WE GO WRONG? : EXTERNAL TIME
External time wasters
Be aware of ways others or the
environment waste your time:
Unclear goals
Trying to get other’s
cooperation
Bureaucratic “red tape”
Others you can think of _____
TM ISSUES : TM PROCESS
TM PROCESS STEP
1:
SETTING
PRIORITIES
Just because you can
do something, doesn’t
mean you should.
Put the
Big Rocks
in First
TM PROCESS : 1. SETTING PRIORITIES
Setting priorities
Are you unsure what is important to you?
Think about what you would do if you
only had one more year to live
You can’t do everything:
Thinkabout what you would like to
accomplish
Think about what regrets you might have
for not accomplishing something
Important
1 2
Not
Important 3 4
TM PROCESS : 1. SETTING PRIORITIES
Other Prioritization Tips
You don’t have to do everything
everybody tells you to do.
You don’t always have to do
everything yourself.
Yes, you have to please other
people. But you also have to
please yourself.
TM PROCESS : 1. SETTING PRIORITIES
Give Yourself Permission to Fail
TM PROCESS : 3. PLANNING
STRATEGIC
PLANNING
“If you don’t know where you’re going,
any road will get you there!”
Sort of…
TM PROCESS : 3. PLANNING
A vision is…
what you want your hospital to be
future oriented
un-achievable?
has a lifetime of 5, or more years
My vision…
What’s yours?
TM PROCESS : 3. PLANNING
A mission is…
what the institution does,
for whom it does it,
how it does it, and
why.
My mission.
What’s yours?
TM PROCESS : 3. PLANNING
Then set your goals…
must be concrete
must be measurable
must be in writing
must be achievable
TM PROCESS : 3. PLANNING
The Big Picture
Important to know when you’ve done all
that you can.
Don’t schedule more than is humanly
possible.
Don’t stress about things that you can’t
control.
Keep the long term goals in mind. (The
PhDs)
TM PROCESS : 3. PLANNING
Obstacles to planning work
We often encounter a number of
obstacles in planning our work:
TM PROCESS : 3. PLANNING
Obstacles to planning work
We often encounter a number of obstacles
in planning our work:
Absences of examples, if the
project is new
Time wasters such as
procrastination
Interruptions
Try to anticipate obstacles, so you can work around
them before they become problems.
TM PROCESS : 3. PLANNING
Poor planning consequences
Despite obstacles we should make planning
a priority in order to avoid:
Decreased productivity
Dissatisfaction among co-workers
Misunderstandings and confusion
Pressure from others
Poor work quality, accidents, errors
Wasted time/resources
TM PROCESS : 3. PLANNING
Planning, the starting point
For all major tasks you should consider:
Why is the job necessary?
What’s its purpose?
What goals do you want to
achieve?
When is best time of day or
schedule to do it?
TM PROCESS : 3. PLANNING
Planning, the starting point
For all major tasks you should consider:
Where is the best location
to do it?
Who would produce best
results? Is training needed?
How should it be done
(traditional/ innovative)?
TM PROCESS : 3. PLANNING
To Do Lists
TM PROCESS : 3. PLANNING
The four-quadrant TO DO List
Important
1 2
Not
Important 3 4
TM PROCESS : 3. PLANNING
STEP 4:
PLAN TO
ALLOCATE
TIME
Plan to allocate time
Visualize the end result: your
goal
Estimate the time required
Break the whole into pieces
Develop a schedule
Missed deadlines.
Overlooked opportunities.
Wasted time.
Lost customers due to poor
or slow service.
Wasted money.
TM ISSUES : GETTING ORGANISED
Signs of Disorganization
Desk or office cluttered with papers,
files and equipment.
Poor or no filing system
No follow-up system
Don’t know where to put the papers
Procrastination - It’s either the fear of
failure or simple indecision.
TM ISSUES : DELEGATION
Consequences of not delegating
TM ISSUES : DELEGATION
Consequences of not delegating
TM ISSUES : DELEGATION
Delegation is not dumping
TM ISSUES : DELEGATION
Challenge People
People rise to the challenge: You
should delegate “until they complain”
Communication Must Be Clear:
“Get it in writing”
Give objectives, not procedures
Tell the relative importance of this task
TM ISSUES : DELEGATION
COLLABORATI
ON
Collaboration
Assigning/sharing workload
TM ISSUES : COLLABORATION
Collaboration
Making good use of the ideas
of others
Asking for help when you need
it
Borrowing models and
templates from other sources
TM ISSUES : COLLABORATION
DECISION
MAKING
Decision making
It doesn't matter which side of the
fence you get off on sometimes.
What matters most is getting off.
You cannot make progress
without making decisions.
Jim
Rohn
TM ISSUES : INTERRUPTIONS
Interruptions…
If no one asked questions we
wouldn't have jobs.
Anticipate the most common
questions.
Try closing your door or arranging
your office to discourage drop-ins.
If all else fails, hide.
TM ISSUES : INTERRUPTIONS
Managing interruptions
For crucial deadlines, make
yourself inaccessible
TM ISSUES : INTERRUPTIONS
Managing interruptions
Schedule social time
Be polite but direct
Offer an alternate time
Manage self-interruptions
TM ISSUES : INTERRUPTIONS
Cutting Things Short
“I’m in the middle of something
now…”
Start with “I only have 5 minutes” –
you can always extend this
Stand up, stroll to the door,
complement, thank, shake hands
Clock-watching; on wall behind them
TM ISSUES : INTERRUPTIONS
PROCRASTINATIO
N
“Procrastination is
the
thief of time”
Edward Young
TM ISSUES : PROCRASTINATION
Procrastination is the fear of success.
People procrastinate because they are
afraid of the success that they know will
result if they move ahead now. Because
success is heavy and carries a
responsibility with it, it is much easier to
procrastinate and live on the 'someday
I'll' philosophy.
- Denis Waitley
TM ISSUES : PROCRASTINATION
Fear of Success and Failure
We procrastinate because we
fear FAILURE.
It is easier to accept that we
failed because we didn’t even
attempt a project than to fail
at doing the project.
TM ISSUES : PROCRASTINATION
Fear of Success and Failure
We procrastinate because we
fear SUCCESS.
If I get all “A’s” this semester,
everyone will expect me to
do the same next semester.
If I do an outstanding job on
this project, my boss will just
pile on more work.
TM ISSUES : PROCRASTINATION
The Art of Procrastination
Art of Delaying the inevitable
Where can you lose time?
Worrying about finishing on time.
Worrying about the final outcome.
Distractions.
Doing “unimportant”, easy or trivial
stuff things first.
TM ISSUES : PROCRASTINATION
Why do we procrastinate?
Don’t know where to start.
To avoid an unpleasant task.
We’re afraid to fail.
Waiting for more information.
You may think if you put it off
someone else will do it.
You’re over-committed.
TM ISSUES : PROCRASTINATION
Procrastination:
Do you suffer from it?
Reasons for procrastination:
Fear
Uncomfortable
Lack of proper priorities
Lack of direction/goals
Lack of value clarification
TM ISSUES : PROCRASTINATION
Conquer Procrastination
“The secret of getting ahead is getting
started. The secret of getting started is
breaking
your complex overwhelming tasks
into small manageable tasks, and then
starting on the first one.”
Mark Twain
TM ISSUES : PROCRASTINATION
Avoiding Procrastination
Remember !!
Doing things at the last minute is much
more expensive than just before the last
minute
Deadlines are really important: establish
them yourself!
You do not work best under pressure.
TM ISSUES : PROCRASTINATION
To overcome procrastination:
TM ISSUES : PROCRASTINATION
Avoiding procrastination
TM ISSUES : PROCRASTINATION
So…. What To Do
ACT ON IT
DELEGATE IT
FILE IT
THROW IT AWAY
TM ISSUES : PROCRASTINATION
If you are going to procrastinate,
at least take the blame!
TM ISSUES : PROCRASTINATION
PAPERWORK
S
TOSS paperwork
Trim
Remove yourself from excess email,
mail, memo, newsletter, and magazine
routings
Outsource immediately
Throw it away, pass it on, put it in a
tickler file
TM ISSUES : PAPERWORKS
TOSS paperwork
Save
File things you must save immediately.
Regularly compress and purge paper
and electronic files. 80% of what you
keep, you’ll never use again!
Start
Do it now. Set aside time daily to
handle email and paperwork, then junk it,
handle it, answer it, file it as you work
through the pile
TM ISSUES : PAPERWORKS
Paperwork
Clutter is death; it leads to thrashing.
Keep desk clear: focus on one thing at a
time
A good file system is essential
Touch each piece of paper once
Touch each piece of email once; your
inbox is not your TODO list
TM ISSUES : PAPERWORKS
Managing Your To-Read Pile
You will probably never be able
to read everything you would like
to read.
Read with a pen in your hand.
Scan.
Share your reading with a friend.
Keep a reading file.
TM ISSUES : PAPERWORKS
Reading Pile
Only read something if you’ll
be fired for not reading it
TM ISSUES : PAPERWORKS
MEETINGS
Average executive: > 40% of time
Lock the door, unplug the phone
Maximum of 1 hour
Prepare: there must be an agenda
1 minute minutes: an efficient way to
keep track of decisions made in a meeting:
who is responsible for what by when?
TM ISSUES : MEETINGS
Managing Meetings
Question the need and
frequency of meetings
Shared agenda building
(Only) the right participants
Facilitate well
TM ISSUES : MEETINGS
Managing Meetings
Keep minutes brief (a record of
the agenda + decisions +
designated follow-up)
Maximize email collaboration,
document sharing, and work
between meetings
TM ISSUES : MEETINGS
“Avoid meetings with time-
wasting morons.”
Make sure it’s a working meeting.
Don’t attend unless there is a set
agenda.
Can the problem be solved or
decision reached without a meeting?
Does the meeting have a set ending
time?
TM ISSUES : MEETINGS
TELEPHONE
Telephone
Keep calls short; stand during call
Start by announcing goals for the call
Don’t put your feet up
Have something in view that you’re
waiting to get to next
TM ISSUES : TELEPHONE
Telephone
When done, get off: “I have staffs
waiting”
If necessary, hang up while you’re
talking
Group outgoing calls: just before
lunch and 5pm
TM ISSUES : TELEPHONE
SUMMARY
Make your office
comfortable for you,
and optionally
comfortable for others
SUMMARY
Artifacts for Staying on Track
10 minutes a day for planning.
Flexible scheduling
Automated schedulers - Netscape
Calendar, Microsoft Schedule, Outlook, Palm
Pilot
Pad of paper - Running to-do list,
place for unloading.
A watch
SUMMARY
Developing The Habit
Takes Discipline and Practice to Have Good
Time Management Skills
Develop Skills Incrementally
Start by developing a realistic schedule
Build in reward system for finishing things
SUMMARY
Maximizing the “fun” parts
Choose work that you like
Importance of humour
Make the work as pleasant as
possible
Rewarding yourself for reaching
small and large goals
SUMMARY
Take care of yourself
Avoid burnout
Take breaks and time off and don’t
compromise them
Rewards for good work done
Forgive mistakes….and learn from
them
Play nice
Use your common sense
SUMMARY