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United States Jaycees Time Dynamics Manual
United States Jaycees Time Dynamics Manual
Table Of Contents
INTRODUCTION CHAPTER I: The time is now
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Your talents and your limt' Oevelopin~ a TI\IA (Time l\Iana~t'ment Discovering preferenlial time Personal lime analysis o \Veekly time lo~ Discussion queslions Acti vi ties ...
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Tinte trickerv . Cel an ear-h- 'slart .... Den' lop 'III~I ddeat Ihe dt~ldline ,hoid Ihe lelephone lIap. 1landiI' lought'S! tasks al printe lime Slav 0111 of Ihe lIIeal lillie rul ... An'luire Ihe Iwncil and IXllx'r habil Den'lop Ihe art of lislening Find a quicker way I !se priorily folders. Slreamline cortl'spondenn' I.earn 10 S;I\' no .. Kt~'p all op~'n mind Work durin~ work hours KISS (Kt,'P il short and SWt~'I) .. Avoid chillerI'd desks Find a concentralion hide-awav Delegale and follow-up Be decisive. YOII m~~lnOI lx' a 10 Controlling Ihe palx'r jun~le Break :\Imphy's law 1\lonilor vom T:\IA Queslion~ Acti,'ities .
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Parkinson's time disc'aS(' Eradicalillg lime wasll'rs Telephones .. Drop in visi 10rs :\Ieelings o. Crisis silualions o. Objectives and priori lies Planning Delegalion .. hu.kcision o. 'Illinking and analyiing o. Palx'rwork Reading 1\liscellam'ous Jayn't' Lime savers Key areas of Tillie :\Ianagemerll
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BIBLIOGRAPHY
AND SUGGESTED
READING
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of young men whose aims are personal growth and leader,;ounded traininginwhile providing solutions Jaycees is an organization 1920, The United States to community probship lems. Originally known as the Junior Chamber of Commerce, its determination to become involved in all issues with all young men, regardless of employment, race, religion or national origin, led to a name change in 1965 to Jaycees. The philosophies of the Jaycees are embodied in the Jaycee Creed, adopted in its present form in 1951,authored by the late C. William Brownfield.
THE JAYCEE CREED We believe: That faith in God gives meaning and purpose to human life; That the brotherhood of man transcends the sovereignty of nations; That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth's great treasure lies in human personality; And that service to humanity is the best work of life.
Pursuing these philosophies, Jaycees are involved in programs of national and international interests as well as programs to meet specific local community needs. Jaycees are involved in programs of youth assistance, from shooting education to little league baseball to drug abuse; work with the disadvantaged; work in governmental involvement, not organizationally involved in partisan politics, but taking active stands on major issues at local, state and national levels; community health and responsible drinking education; environmental improvement, from energy problems to rampant pollution; international partners programs; rehabilitation work with young men inside penal institutions (eligible young men participate in Jaycee chapters behind bars); crime prevention; spiritual development, individual development; family life development. Jaycees frequently provide the greatest service to humanity in a direct sense through leadership by mobilizing the community to positive action to solve its own problems. The United States Jaycees serves young men of all stations within the ages of 18 and 35, with organizations that are affiliated but remain autonomous at the local, state, national and international levels. They are served directly by a national headquarters staff located in Tulsa, Oklahoma, providing information on programming, membership and many other areas.
TIME DYNAMICS
and developed by The United States Jaycees to serve as a ~ime guideline for people the Personal Growth Series was written Dynamics in interested in more effectively and efficiently using their time. Time Dynamics is geared strictly to helping people achieve more of their potential and provides the participants with some of the most modem and up-to-date time management material available. Time Dynamics is designed as a group participation program or for self-instruction. The program is divided into four chapters for easy utilization. Each chapter ends with a series of discussion questions. Chapter One - Examines the importance of developing an appreciation for time. This chapter also provides excellent tools to help an individual analyze his present time usage. Chapter Two - Outlines the path to take to gain control of your destiny. Planning, goal setting, daily "To Do" list and other pertinent topics are presented. Chapter Three - Discusses twenty-two ideas to help accomplish tasks in a much quicker manner. Chapter Four - Reveals the reasons time management works. The chapter also analyzes Parkinson's Law. Finally, specific steps are presented to overcome major time wasters. In the development of Time Dynamics, The United States Jaycees has been ever mindful of the words of one of the foremost management authorities in the world, Peter Drucker, "Time is the scarcest
resource and unless it is managed nothing else can be managed."
Time Dynamics will teach you to effectively manage yourself and your time.
Personal
I. 2. 3. Sha\ing. Eating Sleeping. resting showering. dressing -------------
I.
Tl~ln'ling Tlavding
to and from your job while on the job ---------meetings ---------------and answering correspondence --------------------------
_ _
2.
calls scheduled
Regularly
9. 10.
II.
12.
13.
Playing c.ooKIng
-,
-----
.
------------------------house -----------
\\'ashing Shopping
Paying bills Mowing Chmch Cleaning the lawn and other yard mail1lenance related activities and maintaining
9.
SUB-TOTAL JayCl'eJobs
I. 2. Local meetings District. Regional. State and/or National Meetings .. .. ----------------------------
in and watching
-7:00 a.m.
Time 8:00 7:30 a.m. 12:00 p.m. 9:00 p.m. 8:30 a.m. 11:30 11:00 10:30 10:00 9:30 p.m. 8:00 2:00 p.m. 11:00 p.m. 1:30 1:00 p.m. 12:30 a.m. 9:00 8:30 7:30 7:00 6:00 5:00 4:30 4:00 3:30 3:00 2:30 6:30 5:30 10:30 a.m.
Sun.
Mon.
Tues.
Wed.
Thtmi.
Fri.
Sat.
Two.
Discussion Questions
1. Where does your time go? 2. Where could you better utilize your time? J. Why is it important to develop a positive TMA? 4. Are you pleased with the amount of time you spend in each of the following areas? Why or why not? a. Work b. Family c. Leisure activities d. Commuting to and from work 5. How can we equate time and money? Which is more valuable? Why? 6. What rewards do you expect to gain from learning how to more effectively use your time? 7. What did Lord Chesterfield mean by his quote, "The value of time is in everybody's mouth, but in few people's practice?" 8. What was the biggest surprise you encountered in doing your personal time analysis? 9. Why is it best, when doing a time analysis, to record your time on a half-hour basis as opposed to once or twice daily? 10. What is the single most important idea about time management you have grasped so far?
Activities
1. 2. For three mornings, outline the "routine" you follow as you get ready for work. At the end of the three days, analyze your established pattern and list ways you can change it to save time. List several ways you can better use the time you travel to and from work.
T:hose
quickly! Have you participated in The U.S. Jaycees Perwho are headed sonal Dynamics program?nowhere you are acutely there - of If so, generally get aware the dire need to establish' goals for your life. If you have not taken Personal Dynamics, it is strongly suggested that you do so. We often confuse goals with dreams, desires, or even delusions. In order to clarify what goals represent, perhaps this acronym will help. Your GOALS represent the final destination of your Gameplan Of Accomplishing Life's Successes. BegIn re[}ectIng on your plans for the future by analyzIng the past. Who are you? Are you content with yourself? Are you satisfied you have chosen the right occupation? Is your marital relationship comfortable? If you're single, do you prefer to remain single? Is your Gameplan Of Accomplishing Life's Successes a winning strategy? Upon analyzing who you are and where you are, you can better determine where you wish to go. At this point, your goals begin to crystalize. Now you are ready to jump in your car and begin traveling the road to time management. By listing your goals, the car will start. To make our dreams become reality, and to learn to effectively and efficiently utilize our time, we must write down our goals. These goals should be all encompassing, including such areas as: Jaycees Recreational Career Individual Development Family Personal Items Spiritual Social Goals Finally, be sure to set challenging yet attainable goals. And always remember, YOU establish the criteria to detelmine if the goals are attainable. No one should do that for you!
The logic behind prioritizing your goals and activities is founded on the simple truth that life is finite. Because men are mortal and have an insatiable desire to experience "all of life," we tend to waste time and get caught up in the dilemma of wanting, but not doing. Perhaps this statement, made by a man on his deathbed, best summarizes this invaluable lesson:
((When I was a young man I set out to change the world. When I grew older I perceived that this was too ambitious, so I set out to change my state. This, too, I realized as I grew older, was too ambitious, so I set out to change my town. When I realized that I could not do even this, I tried to change my family. Now, as an old man I know that I should have started by changing myself. If I had started with myself, maybe then I would have succeeded in changing my family, the town, or even the state - and who knows, maybe even the world!"
As Jaycees, we must realize that our motto, Young Men Can Change The World," can only happen if young men are willing to first change themselves! Therefore, determine that the first and foremost priority is to change yourself. This will then allow you the opportunity to conquer your desires. Once this idea is cemented firmly in your mind, you can determine the priorities of the various activities established to attain your goals. In summation then, to begin traveling the road to time management, you must: 1. Decide what you want out of your life. 2. Determine the necessary steps to reach your goals. 3. Prioritize these activities according to their relative importance to fulfilling your objectives. Now that you have planned your journey and you are on the road, you can keep your life rolling smoothly by using a daily "TO DO" list.
What To Do? ~------------As you travel the road to time management, you will find many detours along the way. In order to minimize the number of tangents taken, a daily "TO DO" list will prove invaluable. This daily list of the activities you need to complete will help you stay organized; thus, saving time. A well known story about a "TO DO" list taken from Michael LeBoeuf's book, Working Smart, involves Charles Schwab, former president of Beth Iehem Steel. As the story goes he called in Ivy Lee, a consultant, and said, "Show me a way to get more things aone With m time, and I'll ay you any fee wlthzn reason." "Fine," said Lee. "/'11give you somet mg m twenty minutes that
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01
0-=-2 ----------
Appointments
6-8 a.m. 8-9
9-10
10-1 I
II a.m. - 12 Noon
12
noon -
p.m.
01-----------02------------
1-2p.m.
2-3 3-4
p.m. p.m.
03-----------04-----------Os
FAMILY
How
Can!
Capture
This
Moment?
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These sheets are available, and can prove very beneficial in helping you organize yourself each day. Available in units of 100, Cat. #688-1, through The U.S. Jaycees Products Division, P.O. Box 7, Tulsa, OK 74121 or Call Toll Free 1-800-331-3248.
of ...
And finally, how about this? Eighty percent of your effectiveness comes from achieving 20% of your goals. In charting the road to time management, especially your daily "TO DO" list, it is imperative you realize that it's not the number of items you complete that determines your success, it's the number of items you complete that generate results that determines your success!
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Questions
I. 2. 3. 4. 5. 6. 7. 8. 9. 10. Why is goal selling important? How do goals and activities differ? What do we mean by prioritizing your tasks? Who should establish your goals, your activities to achieve them, and the priority of these activities? Why? Why is a daily "TO DO" list important? What is the 80/20 Rule? How does it affect you? Do you complete one task at a time or try to work on several? Which method is best? ''''hy? Is there ever a "good" time to procrastinate? What are some ways to overcome procrastination? How can it help you to ask, "!-low can I capture this moment?"
Activities
I. Using the chart below. list at least three activities in each row {work related, family related, Jaycee related} that cause you to procrastinate. Next. give a reason for the procrastination. Finally, write down the action you will take to help you get started the next time you face that problem. CAUSE
EXAMPLE Year-End Report
REASON
Seems Overwhelming
SOLUTION
Break Down Into Small Sections
JOB
RELATED
I.
2. 3.
I. 2. 3.
JAYCEE RELATED
2. 3.
I.
2.
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If you were serving in the capacity of a local Jaycee chapter president, how would you prioritize these tasks? Why? A. Finding a chairman for a community development project B. Replacing a director who has missed four consecutive board meetIngs C. Sending your monthly dues kil to your slale organization D. Recruiting a new memocr E. Participaling in your local Personal Dynamics programs F. Visiting a local chapter G. Procuring a local parade of chapters chairman
TO
TRICKS
Time Trickery
22
TRANSFUSE TIME
T;
find new ways of helping themselves. As youngsters in hroughout of to people constantly school. children the journeylearn life,ask questions to getseek to quickly teachers to help with their problems. In sports, athletes discover the discipline of practice pays large dividends during competition. Finally, as adults, men and women have learned that numerous resources, such as the Jaycees, are readily available to help them achieve their goals. With each of these learning experiences, you develop a style peculiar to yourself. You are distinctly unique and have particular requirements and traits uncommon to anyone else. Keeping true to form, you will find that your time management skills will also be novel. Like a snowflake, the shape of your time management tools will be yours and yours alone. Keeping these thoughts foremost in your mind, study the following "Time Trickery" ideas and determine those best suited to your needs and style. Each has proven helpful for some people. You can't stop time, but you can trick it into becoming more available if you implement some of the following ideas. Through the resultant better usage of your time, you will inject a renewed enthusiasm into the time spent with family, on the job, and in Jaycees.
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Trap
Although the telephone often serves as a tremendous time saver by reducing the number of trips to be taken, frequently it yields just the opposite effect. Those with a vivid imagination can clearly picture the telephone as it evolves into a serpent. This snake wraps around many people, entangling them with constant interruptions. In addition, this creature ejects its poison in the form of a slow, painful death. At some point in time, we have all fallen victim to the deadly asp we know as the telephone. But. do not despair. A vaccine has been produced to help minimize the pain inflicted by the telephone. Taken in two doses, this serum will free you from the telephone trap in which you may be caught. 'The two doses are: I. Get organized before you make calls; and 2. Make all your calls within a given time period.
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Getting organized before calling is not a difficult task, it simply involves planning. Outline the topics to be covered. Highlight key ideas. Have any necessary reference material within reach. Minimize small talk. Begin your conversation by prefacing it with the fact ypu need to hurry. The time you spend in preparing your calls will be repaid once you become actively engaged in phoning your associates. Making your calls as a group will appreciably save time by keeping you from having to change activities frequently. The mind functions best on one activity at a time. Thus, by grouping calls, you will be able to better use the talents your mind possesses; consequently, freeing more time for other endeavors.
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!"
2.
Specifically, when someone talks to you, listen. In fact, listen intently! To develop your listening skills, refer to the Communication Dynamics manual available from The U.S. Jaycees Products Division.
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you plenty of money to afford the trip. Your dilemma is having just one week of vacation coming. What will you do? You find the quickest way! You might decide to fly, which naturally is the quickest way. If you drive, you surely won't plan to go to Florida by way of New York or California! You will carefully determine the most direct route to follow, then take it. In handling the routine tasks faced daily, the concept of finding a quicker way allows you to discover extra time you weren't aware of. Just because you have been doing a particular task the same way all your life is not a sufficient reason to continue doing it that way. In all your endeavors, look for short cuts. You very likely will find a quicker way to get many things done! While looking, however, exercise caution. Quickness is not always best. It is up to you to determine if a faster means of completing a task still generates the necessary results. If it does, use it!
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If a subordinate comes to you, do you agree when he says, "We have a problem?" If you were Jaycee president and your Individual Development Vice President told you that no one would chair Personal Dynamics, would you become the chairman? If your son couldn't complete his math homework, would you do it for him? In other words, are other people's priorities more important than yours? Of course not! So, don't let them harness their monkeys (that is, problems) to your back. When faced with "opportunities" like those just listed, learn to say no. When your boss gives you an assignment, leam to delegate some of the tasks. When your wife has a problem, offer suggestions, but let her solve it. When an em 10 ee sa's, "We have a problem," reply, "Oh no we don't. You do, but I will offer ideas to he p you so ve it." Then render an immedIate response and follow-up lor a compJeteatask. When your son can't complete his math assignment, try to explain what he needs to do, then let him do it. Finally, if you are a Jaycee president, realize that your job is to manage people, not projects. Never let the project monkeys jump on your back. Byallowing others to handle their own responsibilities, they will experience the "leadership training" that is the backbone of the Jaycee organization. Leam to say "NO." Leamed individuals will admire you for the increased productivity you experience as a consequence of this new tra i t.
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citizens of your community, you began to look at "All American Trash Day" in a different perspective. Finally, remember the expression of complete happiness on James' face when your chapter was awarded the best community development project plaque at your state convention for "All American Trash Day." And you thought it was dumb. The point of this story should be clear - Keep an open mind in everything you do. You will get along much better with people and you will make much better use of your time.
14. K-I-S-S
William Zinsser, author of "On Writing Well," said it all when he stated, "There's not much to be said about the period except that most writers don't reach it soon enough." Whether by letter, in speeches, or by phone, K-I-S-S (Keep it short and sweet). The importance of this, in relationship to effective time usage, can not be stressed too heavily. It's been said a good speech has a strong opening and a strong closing, while the best speech bridges the gap quickest. Hold this philosophy in all endeavors. It will appreciably improve your communicative abilities; thus, saving time for yourself and those with whom you communicate.
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secretary prioritize your mail and place it in your "in" basket. When you have completed your other priorities for the day, refer to your "GOT TO DO" file and handle one item at a time. Upon completing it, place it in your "out" basket. This simple idea will not only save time, but whenever anyone comes to visit your office, they will be quite impressed by your obvious organizational ski lis.
18. Be Decisive
Indecision is like procrastination. It is not only a major time consumer, medical research has strongly indicated it can actually cause physical disorders such as ulcers and hean attacks. To gain control of your time, be decisive. When faced with decisions, learn to make them quickly. Use others for purposes of researching and exploring various alternatives. Carefully, yet quickly, analy~e various choices - then
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choose one. At that poim, press on. Don't fret if you occasionally make the wrong decision. Usually, it is quicker and belleI' 1Orectify a poor decision than not to make any decision at all. The decision making process is one of the identifying factors in determining leadership skills of an individual. Assert your "l{'adership training" by expediting the decisions you face.
In the movie, "la," Dudley Moore portrayed a middle-aged man chasing his far1lasy. The emire plot revolved around his slriving towards perfection, in the form of Bo Derek, his perfect "10." In the sport of gymnastics, Nadia Comaneci was the first gymnast in Olympic hislary to score a perfect 10. But what did it take to do that? It lOok years of praClicing six days a week, four lo six hours a day. In essence, it lOok a tremendous amoum of time for Nadia 1Obecome "perfect." In the game of life, are you striving towards perfection? You needn't score a "10" lo leave your mark on society. Allhough we should always try lo do our best, as humans it is our basic nalUre 1O lx> less than perfecl. Don't spend so much time trying to be so perfect that you fail to complete your objectives. Many managers envision perfectionism as merely a form of procrastination.
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You are aghast. Mixed emotions engulf your body. Is he alright? Will they get another play and score? I hope it's nal a serious injury. What can they do in 3 seconds? Finally, your injured player gets up and leaves the field. Your opponents line up for the final play. The linemen dig in. The defensive backs crowd the line of scrimmage. Set - Hut I - Hut 2. The ball is snapped, the right halfback dives over, and it's a TOUCHDOWN for the other guys! Murphy's Law strikes again! Isn't it uncanny how sometimes, no malleI' how hard you try, when it gets right dowllto the last few secollds, "Tha/which call gOWWlIg, will!" Although you will never totally eliminate Murphy's Law, you certainly can leam to frequently break it. The key is planning. If you plan your work and work your plan, constantly striving to al1licipate exactly where Murphy will try to entrap you, you can greatly increase your chances of succeeding. By properly planning all phases of your life, you will be able to not only assure success, you'll be able to more readily find the time to do the things you now say you don't have time to do. The poil1l is dear, by planning your time, you will find more time to work your plan.
Questions
I. 2. 3. 4. 5. 6. 7. 8. 9.
10.
How can gelling an early start help you save time in your work? With your family? At your Jaycee meetings? What arc several ways to avoid the telephone trap? Define your "prime time." What should it be used for? How Gm it help you save time by developing the art of listening? Why should you streamline correspondence? How can you leam to say "NO" to people without hUrling their feelings? What are the advantages of keeping an open mind? Why should you avoid cluuered desks? What are the benefits of delegation? Why is it important to cOl1linually monitor your TMA?
Activities
I. For 5 days, every time you pick up a piece of paper, make an "X" on it. At the end of the week, count the number of "X"s on the piece of paper you have handled. Determine if you need to change your work habits. If so; how can you change them to provide for belleI' time utilization? List ways to save time pertaining to the following activities: A. Jaycee meetings C. Taking trips E. \'\'riting B. Shopping D. Speaking
2.
24
WORK
FOR YOU
Parkinson's Time Disease?
utilization to work: Work expands to fill the time allowed for its completion. noted for his law equatingthat Northcotte Parkinson is Simplified, this means time if you allow eight hours to do a job, it will take you eight hours to complete it. Somehow, someway, even if you could finish it substantially sooner, you will fool around to make sure you don't finish early. Sounds silly, right? Unfortunately, it holds true far too many times. The primary reasons for Parkinson's Law proving to be a truism are threefold. First, you were taught to look busy while on your job. As Thoreau said, however, HIt's not enough to be busy ... the question is: What are we busy about?" The second factor verifying Parkinson's Law is that many people have the preconceived idea they should work overtime in order to prove dedication and desire to succeed. Such a misconception may lead to disaster in the form of poor health, divorce, or even early death. The third reason that continually proves Parkinson's Law infallible is people fail to show a genuine appreciation for their time. The best way to stop Parkinson's Time Disease from engulfing you and claiming you as a victim is by making a firm commitment to implement the ideas contained in this manual. Then, to really become immune to further onslaughts of the malady, read books such as Alan Lakein's, How to Get Control of Your Time and Your Life, Michael LeBoeuf's, Working Smart, and/or Alex MacKenzie's, The Time Trap. By reading these materials, developing your TMA, and implementing the timesaving techniques, you will gain control of the use of your time and life.
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Time Wasters."
II.
12.
Telephone interruptions. Visitors dropping in without appointments. Meetings. both scheduled and unscheduled. Crisis situations for which no plans were possible. Lack of objectives. priorities and deadlines. Cluttered desk and personal disorganization. Involvement in routine and detail that should be delegated to others. Attempting too much at once and underestimating the time it takes to do it. Failure to set up clear lines of responsibility and authority. Inadequate. inaccurate or delayed information from others. Indecision and procrastination. Lack of or unclear communication and instruction. Inability to say "NO." Lack of standards and progress reports that enablea company manager to keep track of developments. Fatigue. To help you eradicate these time wasters, as well as others you face. here is a short, concise accumulation of specific steps to take. Special a ttent ion is gi ven to the top wasters. Whenever you realize you are wasting time in one of these areas, quickly refer to this section and begin implementing these solutions to your problem.
Telephones
I. 2. 3. 4. 5. 6. 7. 8. 9.
10.
Alw~ys outline topics to discuss. Group your calls and make those calls when you know people will be there. Get through small talk as soon as possible. Get to the point of the call. When appropriate, use telephone answering machines. Tell long-winded callers you have an appointment or deadline to meet. As a last resort. try hanging up. while you are talking. Record your phone caIls. Find out how "you" use the phone. Have your secretary screen your calls and help on routine matters. Have your secretary look up answers for return calls. so you are prepared. Instead of being irritated when the phone rings, remind yourself that it is important to your job ... you will lx' less frustrated.
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Drop-In Visitors
Realize that interruptions are part of the job. Keep a positive attitude about them. 2. Don't constantly interrupt others needlessly throughout the day. 3. Allow time for interruptions and unscheduled events. 4. Regarding long-winded visitors, never let them get seated. S. Close your door for quiet time. 6. Be candid - when someone asks "Have a minute?" - say "Not right now." 7. Go to the other person when you can - You can leave when you want to. 8. Rearrange your furniture so you are not in traffic flow. 9. Meet visitors outside your place of business. IO. Learn to control the controllable and accept the uncontrollable. I.
Meetings
I. 2. 3. 4. S. 6. 7. 8. 9. 10. Be prepared for the meeting. Resist tangents. Try to hold some meetings with everyone standing. Always use an agenda and stick to it. Set a time limit. Start on time. Quit on time. Make decisions without meetings. Never use a committee if it can be handled individually. Discourage and discontinue unnecessary meetings. Have your secretary take concise notes. Distribute within 24 hours. Minimize small talk. Do not contribute to unnecessary conversation yourself. Critique the meeting at its conclusion. Read a good book on how to conduct meetings.
Crisis Situations
I. 2. 3. 4. S. 6. 7. 8. 9. 10. Try to anticipate the crisis. Make sure time is realistic. Set deadlines for yourself and others. Live up to them. Do it right the first time. Check out potential problems. Practice good time management. Don't start the second crisis. Start earlier, allow more lead time. Don't ignore deadlines. Develop better follow-up systems and act on them. Rest and relax for a few minutes before tackling a crisis. Turn the crisis into an opportunity. Find better ways to do things.
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Planning
I. 2. 3. 4. 5. Write out your plan each week for accomplishing significaI1l items. Plan each day. Make sure your daily "To Do" list includes Priorities and Time Estimates. Plan time in each day for you! At least 15 minutes for personal objectives. Plan breaks for yourself, so you can be refreshed.
Deleg~tion
I. 2. 3. 4. 5. Delegate - Delegate - Delegate - "Don't Do It All Yourself" "If you can't control it, don't delegate it." Delegate the right to be wrong. Use mistakes as a learning process. Once you have delegated, leave the person alone. Take time to provide good instructions.
Indecision
I. 2. 3. 4. 5. Don't waste time regreuing your fail ures. Make imponant decisions in your prime time. If you are not making any mistakes, you are not doing anything wonhwhile. Indecision is a form of procrastination, an with boldness. h is a time waster to deal with the past - Forget it - Use the past as a guide for the future.
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6.
Take a meditation break instead of Carry note cards. Write down your Always check things out. Identify your prime time (your best "Il1ink about ways to improve your Analyze your time to discover what improve it!
Paperwork
I. 2. 3. 4. S. 6. 7. 8. 9.
10.
Dictate key thoughts. If you have a secretary, wife or even a Jaycee friend, they can compose the letter. Throwaway clutter. Handle paper only once. Plan what you want to say. Eliminate unnecessary words. One paragraph letters are A-OK. Write for the reader - Be clear, simple, concise, K-I-S-S. Generate as little paperwork as possible. If you can, use dictating equipment. Don't overdo revisions for the sake of perfection. Keep your desktop cleared for action.
Reading
I. 2. 3. 4.
S.
6. 7. 8. 9.
10.
Divide reading - Exchange information with others. Get off mailing lists. Cancel subscriptions you don't read. "Iluow away junk mail immediately. Be selective in what you read. Have others do your reading when possible. Have reports and other information recorded. You can listen at odd times (travel). Have secretary, wife, or friend screen your mail. Learn to read smarter, you retain more. Learn to read faster. Consider the use of a good information system.
Miscellaneous
I. 2. 3. 4.
S.
Try to enjoy whatever you are doing. Learn not to waste other people's time. Eliminate one time waster from your life each week. Look for new techniques to help you. Develop a positive TMA.
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Jaycee Timesavers
To help you better use your lime allocaled lO Jaycee aClivilies, here are some ideas which olher Jaycees have implemel1led. .. Sel a specific lime limil for reporls al meelings. Al the end of lhe allotted lime, show your apprecialion for the person reponing by applauding. .. Limil discussion on mOlions lo a specific amoul1l of lime . .. When you go on visilalions, calTY a cassette player and lislen lO lapes dealing wilh individual developmenl. .. Hold board meelings al members' houses . .. Always use agendas for meelings. Approve the ilems lo be discussed al the beginning of the meeling. .. Limit the amounl of space provided in your newsleuer for commillce repons. .. On a quanerly basis, have a special "IJapenJ.Jork" meeling lO keep your c.P.G.'s and other chapler records up lO dale. .. Require wrillen c.P.G.'s for every project. NOl only will lhis help assure the success of the evel1l, the planning will save lime as lhe project progresses. .. Run Individual Development programs on a regularly scheduled basis. This will provide your chapler wilh a cOl1linual flow of leaders; lhus. eliminaling the need to spend excessive lime in lasl minute training prior to annual eleclions.
..
..
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Undersland lime and -ils imporlance lo your job, your family, your spiritual developmel1l, your Jaycee career and all the olher aspecls of your life. Remember: your lime is your life! Realize lhal pUlling effort inlo lime managemel1l will benefil you by increasing your preferenlial time. Concenlrale on the major areas of lime utilizalion lechniqucs lhal will produce the grealesl results for you.
To every thing there is a season, and time to every purpose under the heaven: 2 A time to be born, and a time to die; a time to plant, and a time to pluck up that which is planted; 3 A tim,e to kill, and a time to hear; a time to break down, and a time to build up; 4 A time to weep, and a time to laugh; a time to mourn, and a time to dance; 5 A time to cast away stones, and a time to gather stones together; a time to embrace, and a time to refrain from embracing; 6 A time to get, and a time to lose; a time to keep, and a time to cast away; 7 A time to rend, and a time to sew; a time to keep silence, and a time to speak; 8 A time to love, and a time to hate; a time of war, and a tim,e of peace.
What is your purpose in life? Reflect on the first tenet of the Jaycee Creed. If you are really committed to controlling your time and your destiny, it takes faith. Faith in God, faith in yourself, and faith in your ability to gain control of your time. One final thought. Ecclesiastes 3:2 tells us, there's "A time to be born, and a time to die." I-lave you given thought to the fact that your spiritual life will be much longer than your earthly existence? Perhaps one final analysis of your priorities might not only gain you more" Prefrrential Time," but also eternal happiness.
Questions
What did Benjamin Disraeli mean when he said, "I-le who gains time gains everything?" 2. What are several remedies for "Parkinson's Time Disease?" 3. What are the biggest time wasters of your Jaycee chapter? 4. What arc your three worst time wasters? \Vhy? 5. How will you overcome your 3 biggest time wasters? 6. When delegating a task, is follow-up necessary? If so, how much should you do? 7. List the five key areas of time management techniques and discuss specific ways to improve your effectiveness for each area. 8. What makes time management tick? 9. How much time do you plan to budget for your professional
aCli vi ties? 10.
I.
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Activities
I. 2. List the five biggest time wasters common to workers in your occupation. How can these be stopped? If you were told by a doctor you only had six months to live. how would you spend your time? List your goals and steps to accomplish them.
Hill, Napoleon, THINK AND GROW RICH, Hawthorne Books, 1972. Lakein, Alan, HOW TO GET CONTROL OF YOUR TIME AND YOUR UFE, New American Library, 1973. LeBoeuf, Michael, WORKING SMART, McGraw-Hill Book Company,
1979.
Lorayne, Harry and Lucas, Jerry, THE MEMORY BOOK, Stein and Day Publishers, 1974. MacKenzie, R. Alex, THE TIME TRAP, Amacon Division, American Management Association, 1972. McCray, James T., THE MANAGEMENT OF TIME, Prentice-Hall, Inc., 1959. Parkinson, C. Northcotte, PARKINSON'S LAW, Houghton Mifflin Company, 1957. Powers, Dr. Michael, YOUR HIDDEN POWERS, Ace Publishing Corporation, 1969. Schaill, William S., READ FASTER, READ BETTER - FOR PLEASURE AND PROFIT! The Development Research Laboratory, Inc., 1962. The United States Jaycees, PERSONAL DYNAMICS, catalog number
682-1.
The United States Jaycees, LEADERSHIP DYNAMICS, catalog number 675-1. The United States Jaycees, COMMUNICATION DYNAMICS, catalog number 696-1. Other Materials Available: 692-1 Time Dynamics Diploma 966-1 Patch 688-1 TO DO sheets, available in units of 100
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Notes
Jaycee Creed
We believe: That faith in God gives meaning and purpose to human life; That the brotherhood of man transcends the sovereignty of nations; That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth's great treasure lies in human personality; And that service to humanity is the best work of life.
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u.s.
Jaycees:ID,P.O. Box 7, Tulsa, Oklahoma
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