Time Management Flashcards
Success Signs: Love
Love can relate to your family, religion, or country. Love is probably the most important sign of success because of the value we put on it.
Success Signs: Labor
Pride in what you have accomplished with your hands or your time. Feeling that what you you are doing is important.
Success Signs: Learning
Success is how you use your knowledge. Learning and taking the risk of using that knowledge is critical for success.
Success Signs: Laughter
Successful people have fun at what they are doing. Humor is a great relaxer.
Success Signs: Letting Go
When you feel that you did your best to accomplish what you set out to do, but you still didn’t achieve it, it’s time to let go. If you know you have done everything possible, you don’t need to punish yourself with guilt or frustration.
Roadblock: The best way to get the job done is to do it yourself
When you think that no one can do a task better or faster than you can, this attitude often leads to crisis management and procrastination.
Roadblock: The more you sweat the more you get
The key is to not only work hard but work smart too. Learning to work effectively and efficiently allows you to free up time that can be spent elsewhere.
Pareto Principle
80 % of the work gets done in 20% of the time.
Roadblock: We work best under pressure
Waiting until the last minute will result in more mistakes and missed deadlines. When you don’t do jobs correctly or on time you lose credibility.
Parkinson’s Law
Work expands to fill the time available for its accomplishment.
Setting a predetermined course of action.
Planning
Planning vs. Scheduling
Planning is deciding what to do. Scheduling is deciding when to do it.
Function of Managements
Planning, Organizing, Directing, Following Up
Failure to plan: Too little time
Some people feel they are too busy to plan
Failure to plan: Too many interruptions
Some people feel they are victims of frequent interruptions every time they plan.
Failure to plan: Little knowledge of prioritizing
When some people plan, they find they don’t know where to begin.
Failure to plan: Little understanding of the value of planning
Some reject planning because they do not understand why they should take the time to plan.
Success Behaviors: Intellectual
Planning, conceptual thinking, analytical thinking, judgement, perception, sensing, objectivity
Success Behaviors: Emotional
Self-discipline, results-oriented, assertiveness, enthusiasm
Success Behaviors: Interpersonal
Sensitivity, persuasiveness, effective written and verbal communication
Success Behaviors: Managerial
The ability to motivate, lead, delegate, guide, hire, and fire
Behaviors
The way you act.
Determining what takes precedence among the list of things you need to accomplish
Prioritizing
Does it relate to my agency’s mission statement?
Importance
When does it need to be accomplished?
Urgency
How long will it take?
Time Required/Available
How does this task impact others?
Relationship to other matters/Dependency
Discretionary Time
Time you can call your own.
Non-Discretionary Time
Time controlled by others (your manager, associates, customers, suppliers
Incomplete information
External Time Robber
Employee problems
External Time Robber
Telephone calls
External Time Robber
Meetings
External Time Robber
Drop-in customers
External Time Robber
Crisis management
External Time Robber
Chatty coworkers
External Time Robber
Poor communication
External Time Robber and Internal Time Robber
Emails and other paperwork
External Time Robber
Social media
External Time Robber and Internal Time Robber
Attempting too much
Internal Time Robber
Not prioritizing, procrastinating
Internal Time Robber
Being indecisive
Internal Time Robber
Not actively listening
Internal Time Robber
Not saying no
Internal Time Robber
Doing everything yourself (if a manager, not delegating)
Internal Time Robber
Being disorganized, searching for missing objects or papers
Internal Time Robber
One Touch Method
As soon as you touch a piece of paper or open an email, take one of three courses of action:
1 act on it immediately, or, if you manage, delegate the responsibility along with the authority to accomplish the task
2 file the paper and prioritize it on your to-do list
3 dispose of it immediately.
When both the sender and the receiver of a message have a common understanding of the message sent
Good Communication
When a person takes the responsibility to understand something, without prejudgment, by inviting the communication to continue.
Active listening
Active listening methods
- Sustain conversation (I see or even silence awaiting more information)
- Summarize by repeating in your own words all of the major points that have been covered
- Paraphrase individual points during the conversation to confirm what was said.
- Open-ended questions used to elicit more information
- Probe to invite the communication to continue to get a common understanding.
- Communicate non-verbally: Be alert, Lean forward slightly, face your client squarely, maintain an open position, Stay in the personal distance zone, Communicate actively, make eye contact
Listening that occurs when a person takes the responsibility to understand something, without any prejudgment, by inviting the communication to continue.
Active Listening
The way people act.
Behaviors
Time that is under your control and is needed to work on important goals.
Discretionary Time
Describes a person who is doing things right.
Efficient
Describes a person who is doing the right things.
Effective
Planning, organizing, directing, and following up.
Functions of management
Occurs when the sender and receiver of a message have a common understanding of the message sent.
Good communication
States that 80 percent of the work gets done in 20 percent of the time.
Pareto Principle
States that work expands to fill the time available for its accomplishment.
Parkinson’s Law
A predetermined course of action.
Planning
Deciding when to do things.
Scheduling
Playing back, in your own words, all the major points that have been covered.
Summarizing
