TIME DYNAMICS

United States Jaycees,A Leadership Training Organization.

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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CHAPTER

II: The road to Time Management

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"'here are you ~oing How 10 ~el there What to do

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Tumin~ in a timely direcLion Take a short cuI .. What if vour car won'l slart Queslim;s Activilies
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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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III: Twenty-two tricks to transfuse time

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CHAPTER

IV: Make Time Management work for you

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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

32

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.

THE TIME IS NOW!!

Your Talents And Your Time
physical and mental attributes. Additionally, we have our ach of has different talents as we as differences one individual us aptitudes. Nevertheless, wellall have at leastin our thing in common - TIME! It is essential that you realize one of the most important elements of successful individuals is their acute ability to effectively and efficiently utilize their time. Regardless of your IQ, educational background, social status, or work related experiences, you have 168 hours in each week. What you do with these 10,080 minutes will determine whether you are a success or failure, whether you are happy or sad, and whether you are respected for who you are. This manual has been developed to help you "unlock" the 'Time TraP' and open new avenues to success. By implementing the concepts of time management, you'll broaden your horizons, become deeply satisfied with increased productivity and reap more rewards from your endeavors. Subsequently your family, friends, employer and fellow Jaycees will develop a deeperappreciation for those latent talents you possess but were not able to express before because you "Just didll't have the time."

Developing A TMA (Time Management Attitude)

Benjamin Franklin said, "Dost thou love life? Then do not squander time; for that's the stuff life is made of." Like a world-class athlete preparing to engage in an international competition, we must mentally prepare ourselves to win the race against time. Developing a TMA is first and foremost in preparing to win this race called life. As you read this manual, develop the attitude that its contents will help you overcome life's hurdles. While doing this, keep Lord Chesterfield's remarks engrained in your mind: "The value of time is In everybody's mouth, but few people's practice. " Just as Olympic champions practice diligently and relentlessly to perfect their athletic techniques, in order to maximize the benefits of time management techniques, you must put them into practice. By developing a healthy, positive TMA, you can accomplish what was once impossible; thus, living life more fully!

Discovering Preferential Time

You will probably be surprised at how much of each day is wasted. In order to determine exactly how much of your time is used effectively, you should invest some time in a personal "Time Analysis." Time is like money. When invested wisely, you receive huge dividends. Certainly, the time you spend in completing a personal time analysis will generate future rewards by producing an abundance of "preferential" time, and give you an insight into how you could better spend your time at work and at home, thus enabling you to become a more productive worker as well as a better family member. What do you prefer to do with your time? Do you prefer to spend all your time at work or would you rather be playing golf? Are your evenings spent worrying about that project you must complete, or do you relax and enjoy your family? Are you one of those "dedicated" individuals who brags that you haven't taken a vacation in years while deep down inside you really would prefer to go on a vacation but you can't seem to find the time? What do you prefer to do? Discovering more preferential time is one of the greatest rewards of time management. Preferential time is the time spent engaging in favorite, or preferred. activities. Through a concentrated effort of studying the ideas presented in this manual and application of time managemeet techniques presented. you will be amply rewarded with the discovery that suddenly you are meeting deadlines, enjoying your work. and having more time for your family and other areas you prefer. Begin to discover more preferential time by analyzing where your time goes now.

Approximate Time Spent Per Week

Personal Time Analysis

The U.S. Jaycees has developed a system to help you complete yom personal time analysis. Before acrually recording your time usage, estimate the amount of time you think you are presenly spending on various activities in which you are engaged. The comparison of actual time spent on specific tasks in relationship to the time you though t you were spending will surprise you. The next step is to actually record the amount of time you spend participating in these activities. You are su-ongly encouraged to do this for two weeks, so that you will get a precise account of where your times goes. Start your analysis tomorrow morning.

Personal
I. 2. 3. Sha\ing. Eating Sleeping. resting showering. dressing -------------

SUBTOTAL While Working

I.

Tl~ln'ling Tlavding

to and from your job while on the job ---------meetings ---------------and answering correspondence --------------------------

_ _

2.

IIlComing (~tlls Outgoing 5. 6.

7.
H.

calls scheduled

Regularly

Other meetings Confen'n(('s Reading Initiating with your supervisor(s)

9. 10.

I Jl!t'xlxTted visitors Assisting subordinates Seeing customers Other job activities

II.
12.
13.

SUB-TOTAL Family Functions

I. 2. 3. -I. 5. 6. 7.
H.

Playing c.ooKIng
-,

with and laking carl' of children . clothes

-----

.
------------------------house -----------

\\'ashing Shopping

Paying bills Mowing Chmch Cleaning the lawn and other yard mail1lenance related activities and maintaining

9.

Other family activities

SUB-TOTAL JayCl'eJobs
I. 2. Local meetings District. Regional. State and/or National Meetings .. .. ----------------------------

3. PalxTwork 4.Tt~lvd S. 6. 7. Telephone \\,()J'king on projects Other Jaycee activities

SUB-TOTAL Other Activities

I. 2. 3. 4. S. 6. \\'atching TV ~-------(parties) slxJr!s ----------------n~lvd (vacationing) Social engagements Participating Hobbies Other leisure activities

in and watching

SUB-TOTAL GRAND TOTAL

-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.

Weekly Time Log

For maximum effectiveness, record your activities on a halfhour basis. Although it is tempting to merely jot down your endeavors at the end of each day, you will find that this is a time waster, as you will spend extra time trying to remember exactly what you have accomplished. Consequently, the half-hour plan has proven to be both effective and efficien t. At the end of the two week period, you should carefully analyze your time usage. Looking at your chart, you will be able to see those areas where you spend time with no subsequent results. Additionally, you should total the actual time spent in personal endeavors, while working, during family functions, on Jaycee jobs, and in all other activities. At this point, compare the amount of time you thought you spent in each area with the actual time you recorded. Are the results surprising? Now you should have a positive TMA geared towards affecting change in the manner with which you use your time. Consequently, you should be ready to begin your journey on, "The Road to Time iHanagement," found in Chapter

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.

THE ROAD TO TIME MANAGEMENT

Where Are You Going?

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!

How To Get There

Did you ever stop to realize people do not do goals, they do activities to attain the specified goals? Accordingly, your next move in controlling your time is to list the activities you must accomplish to reach your goals. On the road to time management, this will serve as your road map. A practical exercise in developing activities to reach goals is found in The U.S. Jaycees Personal Dynamics manual, p. 16, available from the Products Division, P.O. Box 7, Tulsa, OK 74121. Once you have written your goals, as well as the activities planned to attain them, prioritizing is the next essential step to gaining better control of your time. Each goal should be assigned a number, based upon its importance. Within each goal, the specific activities should also be prioritized. A major consideration in the process of prioritizing is, "How much time will it take to compLete
these activities and reach this goaL?"

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

will increase your output at least fifty percent."

Lee then handed Schwab a blank piece of paper and said, "Write aown the six most important tasks that you have to do tomorrow and number them in order of their importance. Now put this paper in your pocket and the first thing tomorrow morning look at item number one and work on it until you finish it. Then do item two, and so on. Do this until quitting time and don't be concerned if you have finished only one or two. You'll be working on the most important ones first anyway. If you can't finish them all by this method, you probably couldn't have by any other method either; and without some system you'd probably not even have decided which was the most important." Then Lee stated, "Try this system every working day. After you've convinced yourself of the value of the system, have your men try it. Try it as long as you wish and then send me a check for what you think it's worth." Several weeks later Schwab sent Lee a check for $25,000 with a note proclaiming the advice the most profitable he 'nad ever followed. This concept helped Charles Schwab earn $100 million and turn Bethlehem Steel into the biggest independent steel producer in the world. You may think Charles Schwab was foolish to pay $25,000 for such a simple idea. However, Schwab thought of that consulting fee as one of his best investments. "Sure it was a simple idea," Schwab said. "But what ideas are not basically simple? For the first time, my entire team and myself are getting first things done first." The value of a "TO DO" list is apparent. Additionally the inherent need to establish priorities for each item we list is recognized. Finally, we realize the significance of always doing "first things first," and not going on to the next task until the first is completed. To help you with your daily TO DO list, The U.S. Jaycees has developed this "To Do" sheet:

10

THINGS I WILL DO TODAY

This Is The First Day Of The Rest Of My Life! Today Is
How can I increase my service to my company today? What will I do to improve myself today?

Things I Will Do Today

JOB

01
0-=-2 ----------

Appointments
6-8 a.m. 8-9

0-:-3 ---------0-:-4 ---------O-S ---------0-=-6 ---------JA YCEES

a.m. a.m. a.m.

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

4-S p.m. S-6 p.m. 6-7 p.m.

How

Can!
Capture

01 ---------02 ---------03 ---------04---------Os

OTHER

This

Moment?

0_1

02
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.

Turning In A Timely Direction

You know where you want to go, for you have your Gameplan Of Accomplishing Life's Successes. By using your TO DO list on a daily basis, you will begin to move rapidly towards completing these lifetime goals. By prioritizing activities, you will be able to continually head in the right direction. These tools will undoubtedly prove beneficial in aiding you to make the most of your time. Yet, there is still one more area you need to think about. The tools you have been given thus far are intended to help you plan your life on a daily basis. They are not meant for the minute-byminute decisions you continually face. To help with this task, you should constantly ask yourself "How can I capture this moment?" When is the time to ask this question? The answer is simple anytime you think you may be wasting time. An especially appropriate time is when you have been distracted. Is the best use of your time watching the secretary stroll down the hall? Is it best spent listening to the sounds of traffic outside your office building? Are you using your time in the most effective manner by thinking about the social engagement you have tonight? In summation, anytime you get momentarily detoured, spring the question! Then, take action by turning in the direction which leads to your intended destination.

Take A Short Cut

The Pareto principle is a concept that good time managers are aware of. It states that eighty percent of the value of a group of items is generally concentrated in only twenty percent of the items. Named after the nineteenth-century Italian economist who discovered this theory, Vilfredo Pareto, this axiom holds true for many of taday's items. Take these for example:
80%

of ...

Sales Sick Leave New Members Telephone Calls

Comes From 20% of . Customers Employees Recrui ters Callers

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!

12

What If Your Car Won't Start?

Your plans are made, the path is established, the destination is determined, the short cuts will be taken, so you jump in your car to take the road to time management, turn the key and - presto NOTHING! Your battery is dead. But why? Regardless of the underlying causes, the fact is that all the planning in the world is useless if you can't get started. In the game of life, not getting started is called procrastination. Of all time wasters, procrastination can be the most ominous. Not only do you whittle away your life by putting things off, the consequences frequently create adverse effects. Learning to thwart the nemesis called procrastination is an art everyone should master. To find a solution to this problem, let's first look at some of the reasons why people procrastinate. From this, we will better appreciate the need to overcome this monster. Frequently emotional in nature, procrastination rears its evil head and protrudes its fangs to remind you of the bad feeling you experienced when faced with a similar task previously. For example, one cringes when he thinks of the overwhelming nature of that yearend report to be written, so he waits until tomorrow to start. Are you one to grimace with the pain of a psychosomatic when you come eye-to-eye with the mundane duties of mowing the lawn, repairing the car, or calling your in-laws? Unfortunately, it is commonplace for people to become seriously ill from habits of procrastination. In the business world, ulcers and heart attacks are frequently stress associated from prolonging the decision making process. Is there a remedy for this dreaded disease which strikes society in epidemic proportions? No, but there is temporary treatment. Simply and specifically, when facing the procrastination monster, GO FOR IT! Force yourself to take action. Mentally recharge your battery. The resultant time you save will generate positive results in your work and your physical well being. Need a set of jumper cables? Here they are - eight ways to stop procrastination. These will help create the momentum you need to carry you through to completion of those tasks you have been "putting off until tomorrow." I. Realize that procrastination is a large waste of time. Since time is life, by procrastinating, you are throwing your life away. 2. When a task seems just too big, chop it into smaller units and do one at a time. 3. Tell someone you will do something, or bet them. 4. Provide a special incentive for yourself. 5. Make decisions quickly and act on those decisions immediately. 6. Ask yourself, "How can I capture this moment?" 7. Take the last few minutes of each working day to analyze your accomplishments, develop the "TO DO" list for the next day, and resolve to do better. 8. Decide to make every day of your life meaningful.

13

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.

FAl\IILY RELA TED

I. 2. 3.

JAYCEE RELATED

2. 3.

I.

2.

14

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.

15

1. Get An Early Start

Have you ever been early for work and completed a major task ahead of deadline? Felt great, didn't it! As a result, you probably went on to complete numerous tasks and went home in an excellent mood. Why not make this part of your lifestyle? Just because we are scheduled to start work at 8 a.m. doesn't preclude the idea of getting a jump on our activities by reporting early. The old saying, "The early bird catches the worm," has a great deal of merit. The psychological advantage gained by getting an early start will greatly outweigh the slight inconvenience of having to get up a Iittle sooner. And what about meetings? Have you ever attended one that started on time? It is a powerful attitudinal tool to get in the habit of starting all meetings and projects on time, or even ahead of schedule. Punctuality is a virtue which is a prerequisite to success!

2. Develop And Defeat The Deadline!

Whenever you decide an activity is important enough to begin, develop a plan of attack to defeat the deadline you have determined for completion. By establishing a specified time limit, you will greatly expedite completion of the activity. Be sure to allow yourself sufficient time to complete the task, yet not too much time to allow procrastination. For meetings, establishing a deadline for the meeting to end will prove beneficial. If meetings drag on indefinitely, implement deadlines. If you can't cover business quickly, then you are doing too much, spending excessive time discussing insignificant details, or someone is coming to the meetings unprepared. A good idea to help deflate the ever present "wind bag" is to establish a deadline for debate on a given topic, then stick to your deadline! Committees can also serve as a great time saver by expediting the decision making process.

3. Avoid The Telephone

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.

16

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.

4. Handle Toughest Tasks At ((Prime Time)}

The bat is a nocturnal creature; that is, it functions best at night. Most humans, on the other hand, are diurnal, functioning best during the daylight hours. Nevertheless, while bats restrict their activities to darkness, the "prime time" of individual members of the Homo sapiens species is as different as night and day. Each person functions at his peak at a particular time and there is no constant factor predicating this time to be the same for any two people. Regardless, the important aspect is to determine your prime time and always strive to handle your most demanding task then. Perhaps your prime time is early in the morning. If so, schedule work accordingly. If you seem to work best in the afternoon, then be sure to handle the biggest job you face during that time. Finally, if you work best at night, budget your time to allow yourself the opportunity to do your toughest task then. As in all phases of time management, planning is critically important.

5. Stay Out Of That Meal Time Rut

Do you go to lunch everyday at exactly the same time? Do you absolutely have to go to lunch at that time? While eating, do you get as much in as possible to avoid even the remotest possibility of experiencing hunger pains in the afternoon? Perhaps you don't realize it, but you very likely are in the "meal time rut!" In respect to time management, you can take affirmative action to get out of the rut and back on level ground: I. Be flexible about eating time. If you are in the middle of a task at your predetermined lunch time and can go to lunch whenever you wish, finish the task! You will save a great deal of time by not having to later re-program your mind to the task at hand. 2. Eat light! Metabolically, the amount of oxygen available to be utilized during the thought process is decreased proportionately to the amount of oxygen needed to aid in the digestive process. Simply stated, that means if you overeat, you will waste a great deal of time because your mind will not function at its peak. As a result, you will be sleepy and daydream excessively. By eating lightly, your improved physical condition wiII precipitate a healthy mental condition also.

17

6. Acquire The Pencil And Paper Habit

At some time or another, each of us has found ourselves thinking, "If onlv I could remember ... Was it a quote from the great speech you heard that you couldn't remember? Was it the phone number of that young lady you met last night? Or, perhaps it was your best friend's birthday! Regardless of what you have forgotten, this time waster can be overcome in the future by acquiring the pencil and paper habit. "How can not recalling some information be a time waster?" you ask. Easily - just realize this. When the conscious and subconscious minds begin to focus on a thought, the idea begins to gain a type of "momentum" until it becomes the dominating consideration. In conjunction with the emergence of the new thought, you lose the ability to pay undivided attention to the priority item on which you are working. Consequently, you lose valuable time trying to crystallize the new idea. The simple solution to this problem is to always carry pencil and paper with you. Many successful individuals carry 3"x5" index cards. As the mind perceives a unique idea or you hear somethmg noteworthy, write it down. Then, file it somewhere that is easily accessible. Never again will you have to worry about forgetting an important idea or event.

!"

7. Develop The Art Of Listening

Are you proud of your ability to talk on the telephone while simultaneously continuing to write reports, read the paper, or engage in some other task? Sounds like a tremendous time saving technique, doesn't it? After all. you are accomplishing two jobs at one time. But is this best? The answer is no. There are two primary reasons: I. Passive listening results in improperly perceived communications. The resulting misunderstandings cause you to waste time by later resolving them. When you fai I to give someone your undivided attention as they speak to you, it is demeaning to them. It strongly indicates they are not important to you. Consequently, an emotional barrier is built and time will be needed to tear down that barrier if you expect to have a working relationship with that individual.

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.

8. Find A Quicker Way

Let's do some "imagineering" to prove a point. You are now a resident of Tulsa, Oklahoma. You have a vaccltion coming up, and your cousin in Central Florida has assured you of free tickets to Disney World, Circus World, and Sea World if you stay with him. Additionally, your rich uncle just passed away and left

18

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!

9. Use Priority Folders

Your secretary, your wife, or perhaps a friend can help you utilize your time by better developing the ability to prioritize your mail. Have one or more of these persons place your mail in these priority folders: I. II. III. IV. "GOT TO DO" - All those items that must get done today. These items are both urgent and important. "NEED TO DO" - Those items which you must do within the next few days. These items are important but not urgent. "LIKE TO DO" - The items which you enjoy doing, but are neither most important nor urgent. "Junk Mail" - Items which you may need to act upon. These items should be carefully screened and any which are of no value should be thrown out before you waste time reading them.

10. Streamline Correspondence

It's not always necessary to impress people with your creative writing talents. Every letter you write need not be the stunning, eloquent style of an Ernest Hemingway. In fact, being too flowery can sometimes create a negative effect on the person to whom you have written. Therefore, learn to streamline correspondence. Persons oriented to managing their time appreciate letters which are short and to the point. Using excessive language might be an admirable attribute for an attorney or a politician; but, most people don't want you to beat around the bush. When writing, save time for yourself, your business associates, fellow Jaycees, or whoever you are writing to, by making your point quickly and precisely.

11. Learn To Say ((No))

How many monkeys can you carryon your back? If your boss gives you an assignment, do you try to do it all yourself? If your wife has a problem, do you solve it for her?

19

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.

12. Keep An Open Mind

Keeping an open mind can help you better use your time. Study this hypothetical situation to better appreciate this time saving technique. Remember that hideous idea that one of your local members, James, brought up at that board meeting a while back? How could anyone be so dumb as to propose a project entitled, "All American Trash Dav?" It would be terribly demeaning for the young business leaders of your community to pick up debris along the highways of your town. It's hard to believe anyone would have the audacity to even propose such a nonsensical project. What's worse is that the board recommended, on a 7-6 vote, that the general membership accept it! The following week, the only thing on the board members' minds was that stupid idea. No one could even get any work done as a result. What a complete waste of time! Next, remember the general membership meeting? What an argument! Tempers flared, members threatened to quit, three different attempts were made to table the motion, and finally - and unbelievably - the membership passed it! Imagine what fools you would make of yourselves - out picking up trash! The rest of the story is history. Reluctantly, you "did it for the team." You met at the clubhouse with the other seven guys, divided into teams, and headed for your area. At noon, you met for lunch, ate quickly, and went back to finish the job. All day long, business was picking up! At the next meeting, reluctantly, you admitted maybe it wasn't so bad. Then, when your local president read the letters of commendation from the mayor, the local newspaper, and from several of the

20

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.

13. Work During Work Hours

One of the best indications of a successfu'l person is that he puts in a great deal of overtime on his job, right? WRONG! Frequently, because of poor time management skills, people create the need to work extra hours. The best means to overcome this is a firm commitment to work during work hours only. Analyze your daily schedule. Evaluate your biggest time wasters. Implement the ideas in this manual. Then, develop a positive TMA which includes the promise you will work during work hours only. It may be surprising to you, but most people have about as much respect for a workaholic (that is, someone who spends nearly every waking moment engrossed in his work) as an alcoholic. Overcome the misconceived notion that working long hours proves dedication. It's not how much time you work, it's how much work you do that counts.

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.

15. Avoid Cluttered Desks

What do you think when you walk into someone's office and his desk is about a foot deep in paper, scattered haphazardly about, with no apparent rhyme or reason? Most likely, your immediate reaction is, "I'll bet he's busy!" You're absolutely right! He's busy shuffling papers and wasting time trying to find what to do next. He"s busy wasting time trying to locate that really important letter he received last week from a prospective client. He's busy, not accomplishing as much as he could and, worse yet, he's wasting his time and his life. Avoid cluttered desks if you really want LO save time, Organize your desk so you have a distinct traffic pattern. Begin by having your

21

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.

16. Find A ((Concentration Hide- Away"

When all else fails, run and hide! Locate a place where nobody can find you if you haven't perfected the techniques for handling interruptions. Ask your secretary to take messages - or preferdbly, have her ask the individual to call you again at a specified time. \Vhen you relocate to your concentration hide-away, be sure to bring reference material needed to complete the task. Once you are securely situated in your hiding place, tackle the tasks head-on and don't quit until finished. This idea alone can turn some of those six hour jobs into one or two hour tasks!

17. Delegate And Follow-Up

In The U.S. Jaycees Leadership Dynamics program, one leams that, "Alanv leaders have a tendene-v to want to do thinf?s themselves because that is often the quickest way to ensure quality work. While it may sound good, this approach is actually counter-productive. The more you delegate, the more time you'll have at your discretion." Obviously, you will accomplish a great deal more in the same amount of time if you use the talents of others. To become an effective leader and use time wisely, delegate as many tasks as possible. Anytime you know someone else could do the job for you, let them. Make sure they understand what they need to accomplish, then follow-up for a completed task. Be sure to give the person to whom you delegate both the responsibility and authority to complete the task. One final thought on the need to deleg-dte. Frequently, companies go outside to find replacements for upper level executive positions. More often than not, the primary reason is the organization failed to train anyone to take his place. By not delegating properly, that person not only failed to effectively use his time, he also placed himself in a static position. Don't let this happen to you. Train others to do your job by delegating assignments.

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

22

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.

20. Controlling The Paper Jungle

Ever felt like Tarzan? Rather than swinging from tree 1Otree, however, you pivot from one piece of paper lo another, never seeming to emerge from the paper jungle. Is there a solution to this dilemma? \' es, there is! Alan Lakein, one of the foremost authorities on time managemem, asserts that you should try lo never, "put down an incoming piece of I}aper that requires a response until you have fired off that resl}ons{'. " There is a logical reason for this. It is easier to immediately act upon the situation at hand. While your response is fresh in your mind, you should quickly take affirmative aClion. You will benefit greatly in time savings by eliminating the time necessary 1Oreacquaim yourself with the paper.

21. Break MurphyJs Law

Breaking the law certainly appears to be a poor time management idea. Yet there is one "law" that you should break every chance you gel. The following story will help illustrate this need. 'Vith fourteen seconds remaining in the game, your alma mater is beating your arch rivals 7-6. This could be the biggest upset in the history of football! With eleven seconds left, you are bound lo win! Even though the opposition has the ball on your three yard line, they have no timeouts left and the players are running around like chickens with their heads cut-off, hopelessly trying lo huddle. The clock ticks on 10 ... 9 ... 8 ... You jump ecstatically. But wait - what's this? You look - one of your players is lying face down on the turf. Can this be real? The clock contin ues - 6 ... 5 ... 4 ... It seems an eternity! Your body quivers with excitemem as you taste and smell victory. Suddenly, shockingly, you hear because of an sound injury. Time out charged to your team it. The dreadedapparent of a whistle!

23

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.

22. Monitor Your TMA

Your allitude towards time managemel1l must constal1lly be monitored for you to effectively and efficiently use your time. Just as regular medical check-ups are advisable, you should conduct a personal time analysis at least twice a year. Keep your TMA positive and your time management techinques healthy by cOl1linually striving toward your goals.

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.

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NlAKE TINIE NlANAGENlENT

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.

25

Eradicating Time Wasters!

R. Alex MacKenzie. author of "How To Make The Most of Your Time," in an interview for "U.S. News and World Report" listed these items as "The 15 Leading I. 2. 3. 4. 5. 6. 7. 8. 9.
10.

Time Wasters."

II.
12.

13. 14. 15.

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.

27

Objectives And Priorities

I. 2. 3. 4. 5. First hour of every work day is your most productive. Use it wisely! Distinguish between imponant and merely urgent. Always do the imponarH tasks. Don't do someone else's request at your expense. Set one major objective each day and achieve it. When conditions change - You change.

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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Thinking And Analyzing

I. 2. 3. 4.
S.

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!

a coffee break. ideas.

time of day).

job results. to do, when and why. "Il1en

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.

Key Areas Of Time Management Techniques

In your business experiences and Jaycee endeavors. lhere are five areas where a tOlal commillnel1l lO time management can generale lTemendous "Preferential Time." 7ro in on lhese areas and you will be a personal leslimony lo the 80/20 rule. You will see lhal by exerting exlra effon lo lhese areas, you can produce much more lime lO use as you see fit. 4. COl1lrolling Paperwork I. Running Effeclive Meelings 5. Managing Subordinale Time 2. Decision Making 3. Communicaling

What Makes Time Management Tick?

The hands of time turn cOl1linually. Each week, we have exactly hours lO use as we wish. Only God can SLOpthe hands of lime and only you can delermine if you wish to use your lime more effeclively. Just as the sun makes a solar walch lick. you make lime managemenl lick. And, you do it by concel1lraling all your energies il1lo these thoughlS:
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..

..

..

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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.

Time For Eternity

John Kennedy, 35th President of The United States, frequently referred to a particular verse found in the old testament of The Holy Bible. This verse, Ecclesiastes 3: 1-8, reads:

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.

Why is faith relevant to time management?

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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.

Bibliography (Suggested Reading)

THE HOLY BIBLE Bailey, C.W., 15 MASTER KEYS TO SUCCESS, POPULARITY AND PRESTIGE, Prentice-Hall, Inc., 1963. Carnegie, Dale, HOW TO WIN FRIENDS AND INFLUENCE PEOPLE, Simon and Schuster, (First printed, 1936). Drucker, Peter F., THE EFFECTIVE EXECUTIVE, Harper and Row,
1966.

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.

I
u.s.
Jaycees:ID,P.O. Box 7, Tulsa, Oklahoma
Oc:T'1>/

74121 (918) 584-2481. Catalog No. 687-1.