TIME MANAGEMENT CONCEPTS

AND APPLICATIONS

Presented by William P. Cullen Jr.
Audit Manager

Everyone is concerned about time or
the use of time. If you’re like most
people you:

Never have enough time to do everything that
you need to do.

You are literally swamped with work and
personal responsibilities, projects, stacks of
magazines to read and piles of books you intend
to get to one of these days.

There are a multitude of projects that you want to
get accomplished …only if you had the time.
If you come away with only one thought today
“Make sure that you are working on the right
thing”.

Today there are hundreds. I’ll be discussing concepts from three (3) different books:    The Effective Executive. Brian Tracy . Steven Covey Eat That Frog.Thirty years ago there were only a handful of books that referenced the concept of “Time Management”. if not thousands of books. planners and time systems all designed to improve time management. Peter Drucker First Things First.

“One of the very worst uses of time is to do something very well that need not be done at all” .

• He suggests that the starting point is to keep track of your time for one week notating all the meetings. report writing that you do. • Only after you know where your time is spent can you be efficient in organizing or allocating your time. • Effectiveness is ensuring that you are working on the right thing while efficiency focuses on performing that task in a productive manner.• Peter Drucker emphasizes the difference between effectiveness and efficiency. . phone calls.

“Before you begin scrambling up the ladder of success make sure it is leaning against the right building” .

 Our struggle to put first things first can be characterized by the contrast between two powerful tools that direct us: (1) the clock and (2) the compass  And when we sense a gap between the clock and the compass. or “not having time to do what we should be doing. “putting out fires”. Each generation builds on the one before it and moves toward efficiency and control. schedules. .  The clock represents our commitments appointments.  The compass represents our vision. Steven Covey discuses the difference between the clock and the compass.”  Steven Covey has defined four generations of time management. values. mission direction – what we feel is important. principles. goals activities …how we manage our time. We felt that we were “responding to crises”.

write the report.FIRST GENERATION • Is based on “reminders” and “go with the flow”. • If tasks are not accomplished today you put them on the list tomorrow. • Keep track of the things you want done with your time. attend the meeting. • This generation is characterized by notes and checklists. . fix the car etc.

• If you are in this generation you make appointments write down commitments. • It promotes efficiency. . personal responsibility and achievement in goal setting. planning ahead and scheduling. • It’s noted for calendars and appointment books.SECOND GENERATION • This one is focused on planning and preparation. identify deadlines and note where the meeting will be.

prioritizing and controlling. • You’ve probably spent time introspectively clarifying your values and priorities. You’ve set short term and long term goals to attain these values. • Sometimes characterized by a wide variety of planners and organizers.electronic as well as paper based. .THIRD GENERATION • This is referred to as planning. You may ask yourself “What do I want”.

creating shared vision and clarifying expectations. • We also see that much of what we do in traditional time management is efficiently hacking at leaves instead of effectively working at the independent root. • This “people focus” creates an entirely different way of “seeing” and presents a different approach to life. . When you “see” in terms of interdependent reality you see the importance of time spent in activities such as building relationships.FOURTH GENERATION • The fourth generation is a people paradigm. structure 2nd. • Leadership first. Purpose first. Vision first and method 2nd. Effectiveness first. efficiency 2nd. Management 2nd.

but not everything”. The time warrior realizes that if we don’t do something to fight back the system will become an avalanche that will bury us alive. self-motivation and creating a positive mental attitude. visualization. Can’t find things. mid-range and short term planning and goal setting.  WARRIOR . Protecting your time can be done through insulation.  THE ABC APPROACH (PRIORITIZATION) – “You can do anything you want. In most cases the answer lies in a system.the focus is on the protection of personal time to focus and produce. . It instructs to concentrate your efforts on your most important tasks first. a filing system or in and out box.Covey also has identified eight (8) different management approaches to time management…  GET ORGANIZED – assumes problems are caused by lack of order in our life.  THE GOAL APPROACH (ACHIEVEMENT) – This approach says “know what you want and focus your efforts to achieve it”. It includes long-term. isolation and delegation.

the right computer program will give us power to create quality in our lives.Covey’s eight (8) different management approaches to time management continued…  THE MAGIC TOOL APPROACH (TECHNOLOGY) – is based on the assumption that the right tool. It’s based on philosophies of Eastern cultures and biological research. (4) delegating. The basic assumption is that systems and structures make us more effective. (5) organizing. The solution is seen in recovery from the psychological and sociological deficiencies that create the time management problems.  THE TIME MANAGEMENT 101 APPROACH – is based on the paradigm that time management is essentially a skill – like accounting – in order to function effectively we need to master basic skills in (1) using a planner or calendar.  THE “GO WITH THE FLOW” APPROACH – Getting back to the natural rhythm of living will open our lives to the spontaneity and serendipity that’s natural to our being. scripting and other influences that manifest themselves as self-defeating or dysfunctional time management behaviors.  THE RECOVERY APPROACH (SELF-AWARENESS) – The basic paradigm is that there are essential flaws in the psyche as a result of environment. – the right calendar. (2) creating a to do list.e. . (3) setting goals. (6) prioritizing. i. the right planner. heredity.

TIME 1ST 2ND 3RD APPROACH GENERATION GENERATION GENERATION Get Organized X X Warrior X X Goal (Achievement) X X ABC X Magic Tool X X Time Mgt 101 X X Go with the Flow X Recovery X .

“Doing more things faster is no substitute for doing the right thing” .

• Using the “eat the frog” metaphor for tackling the most challenging task of your day—the one you are most likely to procrastinate on. You’ll not only get more done faster but get the right things done. but also probably the one that has the greatest impact on your life.• There is an old saying that if the first thing you do each morning is to eat a live frog. you’ll have the satisfaction of knowing that it’s probably the worst thing you’ll do all day. • “Eat the Frog” shows you how to zero in on the critical tasks and organize each day. .

Focus on these. take a few minutes to organize them by value and priority.  PLAN EVERY DAY IN ADVANCE – Think on paper.20% of your activities will account for 80% of your results.  THE LAW OF THREE – Identify the three things you do in your work that account for 90% of your contribution and focus on them. positively have to get done and work on them all day long.  PRACTICE CREATIVE PROCRASTINATION – Deliberately put off those tasks that are of low value so you have time to work on what counts. .21 TIME MANAGEMENT IDEAS  SET THE TABLE – Decide exactly want you want. Write out goals and objectives before you begin.  CONSIDER THE CONSEQUENCES – Your most important task and priorities are those that can have the most serious consequences on your life or work.  FOCUS ON KEY RESULTS AREAS – Identify and determine those results that you absolutely. Always concentrate on the 20%.Before you work on a list of tasks.  USE THE ABC METHOD .  APPLY THE 80/20 RULE . Every minute you spend on planning you can save 5-10 minutes in execution.

The more knowledgeable and skilled you become at your key tasks.21 TIME MANAGEMENT IDEAS continued…  PREPARE THOROUGHLY BEFORE YOU BEGIN – Have everything you need at hand before you begin.  MAXIMIZE YOUR PERSONAL POWER – Identify your periods of highest mental and physical energy each day and structure your most demanding tasks around these times. very well. the faster you will finish them.  PUT THE PRESSURE ON YOURSELF – Imagine you have to leave work for a month and work as if you had to get all you tasks completed. material. number etc before you start. Assemble all papers. .  LEVERAGE YOUR SPECIAL TALENTS – Determine what you are very good at doing. internal or external.  TAKE IT ONE AT A TIME – You can accomplish the biggest and most complicated job if you complete it one step at a time. and focus on alleviating them. and throw you whole heart into those specific things very.  IDENTIFY YOUR KEY CONSTRAINTS – Determine the bottleneck or choke points.  UPGRADE YOUR KEY SKILLS .

 GET OUT OF THE TECHNOLOGICAL TIME SINKS . Focus on the solution not the problem.  SLICE AND DICE THE TASK – Break down large. .  SINGLE HANDLE EVERY TASK – Set clear priorities. Become known as a person who does things quickly and well.21 TIME MANAGEMENT IDEAS continued…  MOTIVATE YOURSELF INTO ACTIONS – Be your own cheerleader.Use technology to improve the quality of your communication but don’t be its slave. complex tasks into manageable pieces. start immediately on your most important task and then don’t stop till it’s done.  CREATE LARGE CHUNKS OF TIME – Organize your day around large time frames where you can concentrate to do important tasks  DEVELOP A SENSE OF URGENCY – Make a habit of moving fast on your key tasks.

GALILEO… “You cannot teach a man anything. . you can only help him to find it within himself”.

love.  In his book The Greatest Salesman in the World.”  Personally. great success and a wonderful feeling of personal power and effectiveness is for you to develop the habit of eating your frog first thing every day when you start work. your success is assured.just constant improvement and striving to be better. . satisfaction. Og Mandino gave 10 steps to success. weeks. this is a learnable skill that you can acquire through repetition.  Fortunately. years and seasons we have to live. I view time management like I view being organizedyou never really get there. We feel a sense of reverence and gratitude for the freedom we have to make choices concerning the way we spend our time. The first being “I will form good habits and become their slave.. days.  Taking control can create a sense of reverence for the stewardship of life and time-for moments. And when you develop the habit of starting on your most important task before anything else.. learn and leave a legacy.CONCLUSION…  The key to happiness.