Nercompfinal jfg

URGENT

Managing
Time, PRIORITIES and Ourselves
Joan Falkenberg Getman
NERCOMP
Northeast Regional Computing Program
March 9, 2009


Topics
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Current time management
Workflow
Lists and plans
Priorities
Streamlining work
Delegation
eMail
Barriers: distractions & interruptions

Procrastination
Stress management
Creative and productive


Objectives
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Become aware of how you spend time.
Introduce time management approaches.
Explore personal barriers and “bad habits”
Redefine procrastination.
Identify approaches, tips and tools you might
want to try.


Where have all the hours gone?

How do you want to spend your time?


Preferences
• What does your ideal work environment…
Look like? Sound like?
• How does that compare with your real work
space?

• What is your most productive time of day?


Workflow


Taking inventory & Making decisions
Workflow is part of time management
1.Collect
2.Process
3.Organize
4.Review
5.Do
“Getting Things Done”
David Allen (2001)


Collect
• Get your stuff together, so you can process it.
• Open items that need decisions.
• Physical and virtual stuff.
What do you use to collect?


Process
How often do you process your stuff?
• What is it?
• How important is it?
• Does it require you to do something?
Yes or No?

Process
If NO, make another decision:
• Trash it?
• Maybe someday – review it again?
• Reference material? File it.

If YES, then what is the next step?
• Do it now (small)
• Do it later.
• Delegate.


tbd


Organize
After you make the decision: move the items to
containers…
Project list (to be broken down into next steps)
Project plan
Calendar: “hard landscape” – actions & deadlines
Reminders – next steps (actions that take <2 minutes)
Reminders – waiting for (delegated items)
Reminders- do it later (reminder on calendar)


Organize
Non action items go:

Trash!
Tickler file or list!
Archive/storage/files – as simple as possible.
Review the Parking lot list: ideas, someday stuff


Review

Make it a HABIT to review your lists – choose a
consistent approach and schedule to do this.
System won’t work otherwise…


Do
What you choose to do will be based on:
• Hard deadlines (calendar)
• Priorities
What is optimal to do? - Given resources,
available time and your energy.


Lists: Get it out of your head


Lists are reminders
Different levels of lists
Goals: long term, mid-term and near.
Items to do.
Projects: subtasks and specific timelines.
Responsibilities: Outreach, research, evaluation.

Waiting for list…
Someday, maybe – often these are ideas.


(effective) To Do lists


Typcial list
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Quarterly Report - due today!
Vacation
Prescription
Eric – portfolios
Upgrade virus software
Email
Faculty workshop - Moodle


Weekly list
• Personal: Vacation
– Make airline reservations
– Schedule time away
– Choose hotel

• Admin:
– Upgrade anti-virus software
– Write 3rd quarter report
ETC.