Time Management Skills and Techniques

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Time Management Skills and Techniques are of critical importance to people at all levels of organizations, and are often overlooked when it comes to development.  Below, we look at the following aspects of Time Management Skills and Techniques:

  • Why Time Management Skills and Techniques usually fail.
  • 5 Keys to Improved Time Management Skills and Techniques

Why Time Management Skills and Techniques Usually Fail

Many attempt to improve their Time Management Skills and Techniques, but it often doesn’t work.  There are two key reasons for this:

  1. Normally, people attempt to be more efficient with their time, when they should be assessing their effectiveness.
  2. They will be more effective when they do less, as opposed to trying to cram more into their day

5 keys to Improved Time Management Skills and Techniques

  1. Understand where your time is currently being allocated
  2. Be aware of your time wasters
  3. Identify priorities and set goals
  4. Plan your activities to achieve your goals
  5. Take initiative and overcome procrastination

Understand where your time is currently being allocated

The first key to improved Time Management Skills and Techniques is to understand where you currently stand in terms of managing your time.  In order to do so, you will need to track your time for a period of two weeks.  This will only be meaningful if you are honest with yourself during the tracking.

You do not need to track your time in 5 minute increments, but rather spend one or two minutes twice a day (perhaps once at mid day, and once at the end of your day), and track your activities in 30 minute increments.  There are tools available on the Wily Manager website to assist in this task.

Be aware of your time wasters

A key impediment to improving Time Management Skills and Techniques are typical time waster that impact just about everyone.  Here are some common culprits:

  • Email – much of the time spent dealing with email is not value added time.
  • Many meetings – make sure the meetings you attend are valuable.
  • Perfectionist tendencies – in some cases an 80% solution might be the best you can afford in terms of time.  Perfectionists want 100% all the time, and this is not realistic.
  • Other people’s crises.  Just because someone else is having an emergency, doesn’t mean you need panic as well.
  • Unclear roles or goals.  If you don’t know what your key goals are, then you end up doing a lot of things nobody care about, and have little value.  You cannot have good time management without understanding your goals and priorities.

Identify Priorities and set goals

A key part of effective Time Management Skills and Techniques is to make smart trade-offs with your time.  It is not possible to do everything, so those that are most successful make the best trade-offs.

  • Focus on 3 – 7 key priorities at a time.  If you have many more than this, you will be setting yourself up for failure.
  • Your priorities must align with those of the larger organization.  If you cannot see a clear line of sight between your priorities, and those of your boss, and the organization, there is probably a good chance you are expending much effort in futility.
  • Ask “so what?”.  If you stopped doing something, who would notice, and how long would it take?
  • Practice the 80/20 rule.  There are times for 100% solutions, but many other times, you need to quickly get a task to 80%, and then move on.  The extra amount of effort required to get the last 20% is an overwhelming burden if you have many demands on your time.

Plan activities to achieve goals

If something is truly a priority, then a key part of improved Time Management Skills and Techniques is to allocate time to achieving those key priorities.  If you don’t schedule time to advance your priorities, you will be overwhelmed by things that are merely urgent.

  • As a caution, don’t spend more time planning the work than doing the work.
  • Plan Action against major goals on a weekly basis.  You may not look at each priority every day, but you should not let a week go by without making some progress on important goals.
  • There is a Weekly Planning tool on the Wily Manager website

Take initiative and overcome procrastination

  • Be disciplined – sometimes you just need to get things done.
  • Use to do lists, but make sure they are prioritized.  A to-do list is useless if it does not reflect the priority of what you’re trying to do.
  • Ask why you might be procrastinating.  There are a variety of reasons things are put off.  Some of the most common reasons are:
    • Fear
    • Perfectionist tendencies
    • Waiting for a deadline, because of the illusion of “working better under pressure”.
    • Overwhelmed – in some cases, there may in fact be too much to do.

3 Things to Remember About Improving Time Management Skills and Techniques

  1. Time pressure is often a symptom of one or more other problems.  If you can figure out what those problems might be, you can begin to address them.
  2. You’ll be more successful when you do less rather than more.
  3. Be disciplined.

Watch the ‘3-Minute Crash Course’ about Time Management Skills and Techniques (CLICK THE ARROW TO START THE VIDEO):

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Time and Priority Management

Join Jed and Bob as they discuss why many Time Management strategies don’t work, and then offer 5 points to improved Time and Priority Management.

Watch the ‘Time and Priority Management’ Video (17 mins 20 sec):


Download the ‘Time and Priority Management’ Cheat Sheet, Video, Audio, and Slides

Time and Priority Management

Make sure you don’t run out of time, and join the Wily Manager guys this week, as they discuss Time and Priority management.  Join the discussion on this topic that impacts everyone.

Monday’s Tip:   Do Less, Not More.  Rather than cramming more things into an already busy day, you need to be strategic about doing the important things, and NOT doing other things.

Tuesday’s Tip:   Understand where your time currently goes.  Track your time for two weeks to learn how you currently allocate the precious resource of time.  You may be surprised how some of your time is spent.

Wednesday’s Tip:   Identify your top priorities.  Any discussion of time management without discussing priorities is useless.  Identify the top 3 to 7 things that are true priorities for you.  If you come up with 20 things, you need to whittle your list down.

Thursday’s Tip:   Plan action to achieve your top priorities.  For each of your top priorities, you need to schedule time to achieve those priorities every week.  This saves you from being overwhelmed by the urgent.

Friday’s Tip:   Just do it.  Nike had it right – sometimes you have to just do it.  You need to build discipline into how you organize your time, and many times that is just a matter of getting things done, and not making excuses.

World Hunger and Kim Kardashian

The word “project” is probably one of the most misunderstood terms in business today.  The term is used interchangeably to describe a wide variety (and often contradictory) of activities in the workplace.  As a service to Wily Manager readers, we look at a variety of types of “projects”, and their actual definitions:

Projects Around the House (domesticus disasterus).  The primary habitat of these projects are suburban cul-de-sacs where professional males live, who took no more than one shop course in high school, but think they are Bob Villa.

People Projects (exercisus futilitus).  To be clear, we’re not talking about making some suggestions to tweak certain behaviors, we’re talking about trying to change the very nature of another human being.  These projects are most often documented and heard about in female groups of 4 – 6.  The best place to observe such a conversation is in the lobby of a movie theatre following a Nora Ephron film.

Guilt-easing Projects (glad-I’m-not-him-us).  This type of project is where people address the symptoms of a huge (usually social) problem, knowing full well they have done little to rectify the root cause of the problem, but enjoy the illusion of having done something.  Primary Habitat:  North American and Western European urban settings – wherever less fortunate people in affluent societies are to be found.

Phantom Projects (projectus impotentus) This is the project where a group of people (who you would typically rather avoid at cocktail parties) take over a conference room for the better part of a year to build a project plan.  The unfortunate part is that project never starts, much less finishes, and the project plan requires a dedicated server, and a whole room to house the hard copies.  Such projects are most often found in public sector organizations.

World Hunger (projectus ambitious).  This is a commonly misunderstood project.  It is often used as an example of a project that is unachievable, where in reality, world hunger is a problem that is easily solved — we just lack the desire to do so.  Perhaps a more appropriate example of an unachievable project is getting Kim Kardashian to show a trace of dignity or intelligence.

You heard it here first, the unachievable project is now the Kardashian Project.

 

Project Management 101

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There are many different project management systems.  Below we talk about a few simple Project Management Steps:

  • Project Management Step 1: “What is a Project?”
  • Project Management Step 2:  Before the Project Plan
  • Project Management Step 3:  The Project Plan
  • Project Management Step 4:  Executing Your Plan
  • Potential Pitfalls with Project Management

Project Management Step 1:  “What is a Project?”

Projects are often confused with programs, or simply doing “business as usual.  Projects have unique characteristics:

  • A project is something that starts and ends.
  • A project may have similar elements to the core business, but is otherwise unique.
  • A project has a number of interconnected parts that are bound by a common goal

Project Management Step 2:  Before the Project Plan

Often people want to jump right into a project plan, but there are some things that need to be addressed first:

  • Articulate clear and specific goals and objectives for the project.
  • Ensure all stakeholders agree on objectives.
  • Identify potential risks to the project.
  • Identify measures of the project’s success.
  • Draft the most appropriate members to the project team.
  • Have a Steering Committee in place, to act as a “board of directors” to the project
  • Specify scope of the project and the terms of reference

Project Management Step 3:  The Project Plan

Building the Project Plan is perhaps the most critical of the steps, but be careful not to allow the writing of the plan to take more time and energy than executing the plan.

  • Identify major tasks and key milestones
  • Ensure all tasks have a clear connection to a goal or objective
  • Assign the most appropriate person to each task
  • Specify a deadline for tasks to be completed
  • Track costs and other resources

Project Management Step 4:  Executing the Plan

  • Communicate constantly.  A good project plan is a communication plan.  The project will not be successful without outstanding communication.
  • Meet with project team and steering committee at regular intervals
  • Manage other stakeholders as appropriate
  • Mitigate risks, and manage issues
  • Be flexible

Potential Pitfalls with Project Management

  • Over-planning the project.  Ensure planning the work does not eclipse doing the work.
  • Under-communicating progress and challenges.  You need to constantly make people aware of the project status.
  • Not connecting tasks to goals.  A task done in isolation is a task done in futility.  Tasks must be connected to higher-level goals.

3 things to Remember About Project Management

  1. Your project planning methodology matters less than the discipline you apply to it.
  2. Focus matters – the clearer your goals and objective, the higher your odds of success.
  3. Check out:  Campbell, Clark A., The One-Page Project Manager

Watch the ‘3-Minute Crash Course’ about Project Management Steps (CLICK THE ARROW TO START THE VIDEO):

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Project Management 101

Join Jed and Bob as they discuss basic project management, and how you can put it to work for you.

Watch the ‘Project Management 101’ Video (14 mins 48 sec):


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Project Management

Sooner or later it’s going to happen – you’re going to be called up on to lead a project.  Or perhaps you’re in the middle of one right now.  Join the Wily Manager guys this week as they talk about Project Management basics.

Monday’s Tip:  Have clear goals for the project.  You need to know what the project team should be working towards.  The more clear and compelling the project goals, the more likelihood of success.

Tuesday’s Tip:  Make sure stakeholders agree on project goals.  The goals need to be clear and compelling to critical stakeholders in the project.  If there is any disagreement, this needs to be settled prior to the project starting.

Wednesday’s Tip:  Identify Risks to the Project.  You may not foresee every risk, but attempt to articulate and mitigate the risks you can see.

Thursday’s Tip:  Attach tasks to higher level project goals.  All project tasks must have a clear line of site to project goals.  A task done in isolation is a task done in futility.

Friday’s Tip:  Communicate constantly.  The primary role of the project manager to is to communicate to all stakeholders on an ongoing basis.

Get More Done by Focusing on Your Circle of Control

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The Circle of Control, along with the Circles of Influence and Concern are a simple tool you can use to ensure you are applying your focus in the right place.  Below, we specifically talk about:

  • Why You Need to Focus on Your Circle of Control
  • The Circle of Control
  • The Circle of Influence
  • The Circle of Concern

Why You Need to Focus on Your Circle of Control

  • Because you have more demands on your time than you have ability to fill those demands.
  • Many people spend far too much time and energy worrying about things they ultimately have little influence over.
  • Focus on key activities is the single biggest missing ingredient in most businesses.
Circle of Control

The Circle of Control

For every activity, and every bit of energy you expend, you need to critically question whether it is in your Circle of Control, or one of the other circles.

  • The majority of your effort belongs in the Circle of Control, or at the very least with things that you significantly influence.
  • Do not overestimate or underestimate what you control.  Make sure you are honestly assessing what you control and influence.  If you over-estimate your control, you will become frustrated by your inability to make progress.  If you underestimate your Circle of Control, you’ll end up being far less effective than you potentially can be.
  • Things in the Circle of Control are how you should measure your success.

The Circle of Influence

If something is not part of your Circle of Control, you can still spend time on them, as long as you significantly influence them.

  • These might be shared processes or simply things you provide input to.
  • Work to migrate some of the things in your circle of influence into your Circle of Control.

The Circle of Concern

There are many things that you may be concerned with, that you don’t actual control or influence.  This is fine, as long as you realize it for what it is.

  • Treat the things in your Circle of Concern as a “hobby”.
  • You can have an interest in things that fall into the Circle of Concern, but be careful as to how much time and energy is spent here.

3 Things to Remember About Focusing on Your Circle of Control

  1. Consider carefully what Circle specific tasks or accountabilities fall into before lending any effort to them.
  2. Don’t under or over estimate your level of control or influence.
  3. Those who focus most on their Circle of Control succeed.
Watch the ‘3-Minute Crash Course’ about the Circle of Control (CLICK THE ARROW TO START THE VIDEO):

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Circles of Focus

Join Jed and Bob as they discuss how using simple tool of the Circle of Focus can help you better focus your efforts and get more done.

Watch the ‘Circles of Focus’ Video (15 mins 21 sec):


Download the ‘Circles of Focus’ Cheat Sheet, Video, Audio, and Slides

Don’t Waste Your Time Debating a Nuclear Free Workplace

There are three types of things people can expend energy on:

  • Things they control
  • Things they influence
  • Things for which they have concern.

The blessing/curse of living in an affluent society is that we have time to bother ourselves with things that we have absolutely no control or influence over.

At the personal level, I have am now in an age range where males become bald and fat.  I have absolutely no control over my rapidly retreating hairline, so I don’t expend any energy on that.  I do have significant influence over how fat I become, so I work hard to manage to the outcome I want.

On a societal level, I find it fascinating the degree to which we dwell on things that we have absolutely no control or influence over.  A couple decades ago when I was living in Vancouver, there was a raging debate on whether to declare the city a “Nuclear Free Zone”.

Other than making the gortex-wearing granola-heads feel good about themselves, this seemed about as relevant as cream rinse conditioner for Captain Picard.

There’s no chance a nuclear power station would ever be built anywhere near a city of such a size; the city had absolutely no jurisdiction to allow or deny visiting military ships into the harbor, and I’m assuming if there was ever a full scale nuclear Armageddon, that the inter-continental ballistic missiles would not discriminate between those cities that declared themselves nuclear free, and others (that presumably welcomed radioactive destruction).

Civic politicians really need to stick to filling potholes.  It’s what they control, and has a far greater impact on their citizens’ lives.

There is an old adage, that roughly paraphrased says, “Give me the strength to change those things I can change; to accept those things I can’t change; and the wisdom to know the difference.”

There is also a version that talks about having the skill to adequately dispose of the bodies of all those people that piss you off – but I digress.

As a manger, it’s easy to get caught up in things over which you have very little control – like deciding whether your workplace should be declared a ‘Nuclear Free Zone’.

Most managers have more demands on their time than they can possibly satisfy, yet spend far too much time and energy worrying about things they ultimately have little influence over.  Managers who focus their efforts where they can actually make a difference are far more successful.  

We just added the ‘Get More Done by Focusing on Your Circle of Control‘ Video and Cheat Sheet to the Wily Membership area, and it’s one of over 90 topics available now.  in it, we introduce the ‘Circles of Focus’ tool and show you how to conserve your valuable time and energy by targeting activities that are truly important.

Next week is Project Management 101 – we’ll show you how to keep your projects on time and on budget.   You won’t want to miss out – become a Wily Manager Member today.