Time Management and Efficient Work Skills

Judith Lindenau
judith@judithlindenau.com

Judith Lindenau jwl consulting

Agenda

Personal Management Skills Basic Principles of Time Management Time Management Tips Programs and Aids for individuals and work groups
Judith Lindenau jwl consulting

Stress and Time Management

The Role of the Manager is to assure that others can do their work successfully!

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Basic Principles of Time Management

Adjust your attitude Be organized Follow a routine Write down your goals Be selective Prioritize Give yourself extra time Track what you do Schedule downtime Find shortcuts
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Time Management and Stress

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Urban Legends about Stress

Myth Reality

All Stress is bad I get more done with caffeine or sugar My problem with time management is that theres not enough time The busier I am, the better I am using my time

There is good stress too. Know the difference! What goes up must come down. Time management means prioritize Are you doing whats urgent or whats important?

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Myth: Im ok. I dont feel stressed.

Reality: Um.hang on. Listen to your bodys early warning signs.

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Simple Stress Management for Talk to someone Managers Ask for feedback
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Check your muscle tension Delegate tasks Go for a walk Write status reports Do something that has closure

Simple Time Management for Managers

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10 Start with the Stress Management Techniques weve mentioned!

Throughout the day, ask yourself:

Is this what I want or need to be doing right now? Am I doing whats important?

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Create a Time Log 1 week: 15 minute intervals

My Time Manager
HourGuard Time Sheet Recorder

Iphone/Ipad Time Manager App $.99

 iPad, iPhone: Toodles, $.99 Ta Da List (http://tadalist.com/ ) Checkvist (free and shareable)

Set aside time the first thing in the morning to complete the Number One Priorities. Dont take phone calls during that time. Tell people to hold the interruptions!

Do a to do list at the end of each day. Prioritize it!

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Clean Up Your Desktop

The last 5 minutes of the day, clean up your desktop. Dont be a victim in the morning!

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Ask the right question: Where am I really needed?

Thats a much more important question than Where can I help?

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Learn the difference between these two questions when faced with a new task!

Do I need to do this now? Do I need to do this at all?

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Delegate!
Remember the art of good delegation from my last presentation!

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Learn how to read your mail

At the same time every day. Sort into read now, act now and later. Checking throughout the day is a time-waster!

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E mail Tips
1) Let your email program manage your email as much as possible. Use folders for spam, important email. 2) Do not check your email on demand. Turn off your notify software. 3) Don't read and answer your email all day long. Schedule an hour and stick to it! 4) Don't answer your email at your most productive time of day. Try late afternoon.

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 Calendar: Google GCal, with its multiple calendars (one for work, one for personal, one for family?), its email reminders, and quick add extensions

Calendar Management
Gcal from Google

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Project Management and Collaboration Software Project http://tomuse.com/

management: Backpack or Basecamp. You can share pages, have checklists or other lists for the projects task, set up pages for each project, add files and notes and images, even send yourself reminders and do
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top-10-best-freeonline-projectmanagementapplicationservices/

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Contact Management Software

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Contact management: Big Contacts or High Rise. Big Contacts and High Rise (from the same makers of Basecamp and Backpack) go beyond storing phone numbers, addresses and email addresses. They also can store notes for each contact, phone calls made, meetings held, and tasks that need to be done. Web Based, access anywhere Big Contacts: $9 per month

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Google Voice
One Phone Number Voice Mail Transcription/email SMS to email Share voice mail messages via email International calls ($.02) Screen Callers Block Callers Conference Calls (add callers) Mobile App with Free Text Messages

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Google Apps

http://slides.diigo.com/list/andywolber/googleapps-for-your-nonprofit

Why Work Doesnt Happen at Work

Jason FriedTED Talks Video

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231-715-1416
Judith Lindenau JWL Consulting

Thank You!

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