Time Management

Presented by IMA Leadership Academy

David Barnett, CMA

November 5, 2019
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Institute of
Management
Accountants

NTG-2 #IMALeader 3
Moderator

Derek Fuzzell, CMA, CSCA, CPA

Chief Financial Officer
PAHO/WHO Federal Credit Union

#IMALeader 4
Featured Presenter

David Barnett, CMA

Senior Accountant and Business Consultant
180 Accounting

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Learning Objectives
After this session, attendees will be able to:

IDENTIFY The importance of effective time management

EXPLAIN Different techniques to manage time efficiently

RECOGNIZE
Your time wasters and adopt strategies
for reducing them

An environment conducive to overcoming

CREATE time management drawbacks and
enhancing productivity

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Course Goal and Agenda
Everyone has the same 24
hours in a day, but some
people seem to be able to
utilize that time more
efficiently and be more
productive than others.
The goal of this course is
to enable participants to Introduction
consciously plan and
exercise control over the Managing Time Wasters
amount of time they spend
on specific activities Enhancing Productivity
throughout the day to
increase effectiveness, Time Management
efficiency, and productivity Techniques
in the workplace.
Close

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What is Time Management?

The process of planning and

exercising conscious control of
time spent on specific activities
to work smarter rather than
harder.

A set of principles, practices,

skills, tools, and systems that
help you use your time to
accomplish what you want.

Source: See Bibliography [2],[37]

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Good Time Management Results in…

Delivering work on More opportunities

time and career growth
Better quality of work Less regret
Improved productivity Improved decision-
and efficiency making ability
Less stress and Greater self-
anxiety discipline
Improved quality More time for what
of life you want to do

Source: See Bibliography [2],[6],[37]

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Poll #1

Which benefit of good time management appeals

to you the most?
a. Less stress and anxiety
b. Less regret
c. Improved productivity and efficiency
d. Greater self-discipline
e. More time for what you want to do

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Poll #1 Results

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MANAGING TIME WASTERS

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The Superhuman Syndrome

COMMITMENT ACTION BURNOUT RESTRUCTURING

Wanting to do it all Trying to do it all Failing to do it all Finding balance

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Combating Perfection

ACCEPT FACE REALIZE REALIZE

minor reality that some things that some things
imperfections do not need do not need to be
perfection done, at least by
you

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Where Did the Time Go?

How did it get so late,

so soon? It’s night before
it’s afternoon. My
goodness, how the time
has flewn! How did it get
so late, so soon?
- Dr. Seuss

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Common Time Wasters

▪ Constantly checking emails

▪ Unnecessary interruptions
▪ Unimportant tasks
▪ Procrastination
▪ Not delegating
▪ Unnecessary meetings
▪ Social media
▪ Bulky to-do lists
▪ Multitasking
▪ Saying “yes”
▪ Socializing
▪ Constant alerts

Source: See Bibliography [12],[34],[35]

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ENHANCING PRODUCTIVITY

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Biological Prime Time
The time of day when you have the MOST energy.

To make the most of your To make the most of your

energy peaks: energy dips:
▪ Schedule your highest-leverage ▪ Schedule recharge activities
activities ▪ Do things that require
▪ Pay attention to what you eat less energy and focus
and drink to prevent crashing ▪ Find a lasting energy boost
afterward

Source: See Bibliography [7],[19]

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Poll #2

Which time of day do you think you are most

energetic?
a. Early mornings
b. Mid to late morning
c. Early afternoon
d. Late afternoon
e. Evenings
f. Late night

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Poll #2 Results

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Managing Interruptions

▪ Analyze interruptions For unavoidable interruptions:

▪ Be assertive ▪ Try to schedule for later
▪ Hold and attend ▪ Limit the time for the interruption
routine meetings at the outset
▪ Allow calls to go to voice mail ▪ Don’t ask them to sit
▪ Avoid getting caught up in the ▪ Don’t do small talk
other person’s emotion ▪ Be direct and to the point
▪ Schedule available and
unavailable time

Source: See Bibliography [25]

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Setting Limits and Saying “No”

BE
PREPARED
When saying

Rehearse out loud “NO”

Acknowledge and empathize
Negotiate
Explain the “no”
Defer an answer
Say “no”
Compromise

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Poll #3

How difficult do you find it to say “no”

to requests at work?
a. I say “no” all the time without difficulty
b. While sometimes I find it hard, I still say “no”
most of the time
c. I sometimes find it difficult to say “no”
and end up doing things I don’t want to do
d. I almost always find it difficult to say “no”

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Poll #3 Results

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Prioritization

To determine your priorities:

▪ What are your values?
▪ What are your goals?
▪ What are your
responsibilities?
▪ What is the impact of the
activity?

Source: See Bibliography [14]

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Important and Urgent
IMPORTANT NOT IMPORTANT

Important
activities lead to PRIORITY PRIORITY

URGENT
achieving 1 3
professional and
personal goals.
DO DELEGATE
Urgent activities
demand immediate
attention and are NOT URGENT
usually associated PRIORITY PRIORITY
with achieving 2 4
someone else’s
goals.
SCHEDULE SUSPEND

Source: See Bibliography [1],[24]

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The Benefits of Scheduling

Source: See Bibliography [23] NTG-11 #IMALeader 27

Steps for Scheduling

IDENTIFY SCHEDULE SCHEDULE SCHEDULE SCHEDULE ANALYZE

your available essential high-priority contingency discretionary your
time actions activities time time actions

Source: See Bibliography [23]

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Managing Your Team’s Time

▪ Notice what is happening with your team

▪ Deal with social media distractions
▪ Encourage collaborative management
▪ Help them prioritize
▪ Provide clear expectations
▪ Set, communicate, and measure
performance expectations
▪ Follow up and hold team members
accountable

Source: See Bibliography [9],[18],[36]

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Cultural Views on Time

LINEAR MULTI-ACTIVE CYCLICAL

Time flows from one
moment to another.
Value productive time
management and avoid
wasting time.
Prefer to do one thing at a
time, so there’s a better
focus on a singular task.
U.S., Northern Europe
Time is event-related. Time is cyclical and not
wasted because it always
The more activities that comes back around.
are done at once, the
happier they are. Value completing tasks
correctly.
Value social
conversations, Most aware that others
relationships, and quality view time differently.
of interactions.
Asia
Southern Europe

Source: See Bibliography [5]

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Poll #4

Which cultural view of time do you relate to

the most?
a. Linear
b. Multi-active
c. Cyclical
d. A combination of two or more of these

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Poll #4 Results

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Managing Across Cultures
▪ Deal with time-sensitive issues up
front and as a group
▪ Ask for a detailed work plan before
agreeing to deadlines
▪ Tell the team to come to you before
a deadline is missed
▪ Coach employees who come to you
privately
Source: See Bibliography [13]
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▪ When an employee seems to agree
to do something, paraphrase and
question until you understand their
concerns
▪ Provide time management training
▪ Pair employees with mentors or
coaches
▪ Make sure everyone knows how
their time management will impact
their performance reviews
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TIME MANAGEMENT TECHNIQUES

34
Pomodoro Technique

1 pomodoro = 25 minutes of work, followed by a break

FIRST CHOOSE A TASK

25 minutes of uninterrupted work, ✓ 5-minute break

25 minutes of uninterrupted work, ✓ 5-minute break

25 minutes of uninterrupted work, ✓ 5-minute break

25 minutes of uninterrupted work, ✓ 20-30-minute break

Source: See Bibliography [11]

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Pareto Analysis

20% of causes generate 80% of results

Identify and list problems

Identify the root cause of each problem

Score each problem

Group problems together by root cause

Add up the scores for each cause group

Take action

Source: See Bibliography [26]

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POSEC Method

PRIORITIZE ORGANIZE STREAMLINE ECONOMIZE CONTRIBUTE

Source: See Bibliography [1],[4]

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The Action Priority Matrix
10
High
9 LIST activities to
8
complete
QUICK MAJOR
7 WINS PROJECTS SCORE each on impact
6 and on effort
IMPACT

5
PLOT scores on matrix
4

3 PRIORITIZE and
FILL THANKLESS DELEGATE
2 INS TASKS
appropriately
1
Low
0
0 1 2 3 4 5 6 7 8 9 10
Low High
EFFORT

Source: See Bibliography [29] NTG-14 #IMALeader 38

COPE

CLEAR ORGANIZED PRODUCTIVE EFFICIENT

Source: See Bibliography [1]

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Poll #5

Of the techniques presented, which would you

most like to try yourself?
a. Pomodoro Technique
b. Pareto Analysis
c. POSEC Method
d. Action Priority Matrix
e. COPE

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Poll #5 Results

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CLOSE

42
Time Management Review

Defining Time Management

Work smarter, not harder

Accomplish what you want

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Time Management Review

Managing Time Wasters

Superhuman Syndrome

Combating Perfection

Common Time Wasters

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Time Management Review

Enhancing Productivity
Biological Prime Time

Managing Interruptions

Setting Limits and Saying “No”

Scheduling

Determine Priorities

Important and Urgent

Managing Your Team’s Time

Cultural Views of Time

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Time Management Review

Time Management Techniques

Pomodoro Technique

Pareto Analysis

POSEC Method

Action Priority Matrix

COPE

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46
Time Management Review

Time Management
Work smarter, not harder

Accomplish what you want

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47
Learning Objectives, Revisited
After this session, attendees will be able to:

IDENTIFY The importance of effective time management

EXPLAIN Different techniques to manage time efficiently

RECOGNIZE
Your time wasters and adopt strategies
for reducing them

An environment conducive to overcoming

CREATE time management drawbacks and
enhancing productivity

#IMALeader 48
Action Planning

What squared or What did you learn

agreed with what that completed a
you already knew? circle of
knowledge?

What did you see What action will

from a new angle? you take as a result
of the workshop?

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Questions & Answers
Use the Q & A Panel to send your questions to our panelists.

David Barnett, CMA Derek Fuzzell, CMA, CSCA, CPA

Senior Accountant and Chief Financial Officer
Business Consultant PAHO/WHO Federal Credit Union
180 Accounting

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Thank You to Our Featured Presenter!

David Barnett, CMA

Senior Accountant and Business Consultant
180 Accounting

#IMALeader 51
Thank You to Our Moderator!

Derek Fuzzell, CMA, CSCA, CPA

Chief Financial Officer
PAHO/WHO Federal Credit Union

#IMALeader 52
Final Reminders
► Complete the Evaluation poll – on your screen
► Access to your CPE Certificate – 2 Options
• Click the “CPE” icon at the bottom of your console
or
• Click the link in your post-event email
► Please print a copy of the CPE certificate for your
records.
► Your CPE credit will be automatically recorded in your
member transcript.

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