Effective

Time Management
 OBJECTIVES

 Describe Techniques for Improving Time Management

 Identify Common Difficulties of Time Management

 Identify Consequences of Poor Time Management

 Explain Covey’s “First Things First” Philosophy

Introductions & Expectations

Please share the following information:

• Name

• Position

• Length of time with Family and MWR

• Your biggest Time Management challenge

• Course Expectation(s)
 Time Sucker Cave of
Swamp
Games

Task Forrest

Mt. Success
Lounge Lizard
Lake

 Where are you now, in terms of how you spend your work day?
 Where do you want to be?
 What’s the best way to get there?
Where Are You Now?

YOU ARE
HERE
Exercise #1

 This is a self-assessment
 Place a check mark by statements that apply
to you.

 Do you think that has a positive or negative

impact on your personal time management?

 The point is to look at those characteristics

and habit patterns that apply to you, and see if
you can find room for increasing productivity
What does your typical
workday look like?
Exercise #2

 This is a self-assessment
 Place a check mark by statements that apply
to you.

 Go back through the list and identify the

biggest issues for you personally - What
distracts you from staying on task?

 Determining where you are is the first step in

improving your TIME MANAGEMENT skills.
WHERE DO YOU WANT TO BE?

WHAT DO YOU WANT TO ACCOMPLISH?

 IMCOM

Mission:
IMCOM integrates and delivers base support to
enable readiness for a globally-responsive Army

Vision:
Innovative professionals committed to effectively
delivering services and facilities for our Army
 USAG HUMPHREYS
MISSION:  USAG Humphreys provides essential
community services, facilities and infrastructure for
Soldiers, Families and Civilians while enabling the
"Fight Tonight" capability.

VISION:  USAG Humphreys is a premier community

providing First Class service and support to Soldiers,
Families and Civilians.

GOALS: What are they?

VALUES: Loyalty, Duty, Respect, Selfless Service, Honor,

Integrity, Personal Courage
What’s the Best Way to Get There ?

Time Sucker Cave of

Swamp
Games

Task Forrest

Mt. Success
Lounge Lizard
Lake
IMPORTANT

NOT
IMPORTANT
COVEY’S TIME MANAGEMENT MATRIX

Urgent Not Urgent

I II
Important

• Fire Fighting • Planning

• Pressing Issues
• Some Meetings
• Some Phone Calls
• Some Interruptions
* Crisis Managers = 90%
• Crisis Prevention Measures
• Networking
• Relationship Building
• Professional Development
• Personal Development
* Heart of Effective Management

III IV
Important

• Some Meetings • Some Socializing

Not

• Some Phone Calls • Paper Shuffling

• Some Paperwork • Games / Puzzles
• Interruptions • Some Reading
• Some Fire Fighting
* Crisis Managers = 10%
 QUADRANT I
The Quadrant of Necessity
I II
 Crisis & Emergencies
 Requires Immediate Attention
 Urgent & Consequential
 Some People Struggle to Get Out
 May Cause Stress / Burn-Out

Important - Urgent
III IV
 QUADRANT III
The Quadrant of Deception
I II

III IV
 Confused with Q1 Tasks
 Urgent & Non-Consequential
 Someone Else’s Priority
 The Q3 Manager Neglects Q1&2 Tasks
 May Lead to More Crisis

Not Important - Urgent

 QUADRANT IV
The Quadrant of Waste
I II

III IV
 Not Focused on Mission, Goal, or Task
 May Lead to More Crisis
 Q1 Manager (Usually) Spends Time Here

Not Important - Not Urgent

 QUADRANT II
The Quadrant of Quality & Leadership
I II
 Most Important
 Focus on Important Tasks That Matter
 Most Often Neglected
- Q2 Tasks Never Become Urgent Until It’s Too Late
- Does Not Provide Instant Results
- Requires Investment of Time and Energy

Important - Not Urgent

III IV
 QUADRANT RECAP

 QI TASKS: Urgent/Important - Manage

Immediately.

 QII TASKS: Not Urgent/Important - Focus Point

– High Payoff From Investment.

 QIII TASKS: Urgent/Not Important - Delegate to

Other People.

 QIV TASKS: Not Urgent/Not Important – Don’t

Do Them Unless Directed By Leadership.
 I II

Exercise #3
III IV

 Page 7 in the Participant Guide.

 Fill in some of YOUR tasks/activities that fit into

each quad.

 Next, estimate what percentage of time is spent in

each quad.

 15 minutes to complete.
Getting More Time for Quadrant II
I  The effective manager spends most time here. II
 “Can’t” ignore Q1.
 Only place to get more time for Q2 is from Q3 &
Q4.
 No ideal % of time for Q2.
 Schedule time for Q2.
 As you spend more time in Q2, Q1 “should”
shrink.

Important - Not Urgent

III IV
 The Q2 Tool

 Identifying Roles  Scheduling

 Selecting Goals  Adaptation

 Sample Roles & Goals

 Inventory Manager  100% Accountability

 Program Manager  Complete Business Plan

 Customer Service  100% of Staff Members

Manager Trained
Exercise #4
Identifying Roles & Setting Goals

 Page 8 in your Participant Guide.

 Identify some of YOUR roles.

 Identify at least one goal associated with each role.

 10 minutes to complete.
 Scheduling
For the week
of:
Sun Mon Tue Wed Thu Fri Sat

Focus Here Review Daily

Enter Daily Priorities Here

Enter
Weekly How much of your day can you actually control?
Priorities
Here
Sun Mon Tue Wed Thu Fri Sat

Expands List Appointments Here

Planning
Horizon
 Adaptation

 Rigidly adhering to a goal or task may be harmful.

 Circumstances change, you may need to adapt.

 Be open to change that alters/supports the mission.

 Make use of spare time.

Elements of Time Management

 “First Things First”

 Planning
 Prioritizing
 Organizing

 Other Things To Consider

 Delegating (Gopher vs. Stewardship)
 Saying “No”
 Pareto Principle
 Gopher Delegating

 Go for this…go for that…do this…

do that…

 Accomplishes Little

 Little to No Value for Time

Management
 Stewardship Delegating

 Focused on Results

 Provides Choices

 Employee is Responsible for Outcome

 Takes time to Develop but the End

Results will provide Free Time!
 Time Suckers

 Invisible Horses
 Outdated and/or Ineffective Tasks

 Zero Value Tasks

 Enjoyable, but a ‘Non-Value Add’ to the Mission, Goal, or Tasks
 ‘Spinning your wheels’

DON’T GET BOGGED DOWN IN TIME

SUCKER SWAMP!
Exercise #5

 Page 12 in your Participant Guide.

 Identify at least two invisible horses that are

present in your work.

 Next, identify why you continue to do it after it no

longer has value to the mission.

 5 minutes to complete.
Exercise #6

 Page 13 in your Participant Guide.

 Identify at least four zero value tasks you/your staff

perform.

 Next, identify which quadrant/category each fall

into (Q1, Q2, Q3, Q4).

 5 minutes to complete.
COVEY’S TIME MANAGEMENT MATRIX

Urgent Not Urgent

I II
Important

• Planning
• Fire Fighting
• Crisis Prevention Measures
• Pressing Issues
• Networking
• Some Meetings
• Relationship Building
• Some Phone Calls
• Professional Development
• Some Interruptions
• Personal Development

* ELIMINATE * * BE PROACTIVE *

III IV
Important

• Some Meetings • Some Socializing

• Some Phone Calls • Paper Shuffling
Not

• Some Paperwork • Games / Puzzles

• Interruptions • Some Reading
• Some Fire Fighting

* MINIMIZE * * AVOID *
REASONS FOR NOT SAYING NO

 Don’t want to let someone down.

 You want to be kind.

 Want to be seen as a member of the team.

 Don’t know how to say no.

 Don’t want to say no.

 Easier to say “no” down the chain, then up the

chain.
KEY TAKE-AWAYS

 Time Management Mapping

 Knowing where you are
 Identifying where you are going
 Determining the best way to get there

 Tips & Tools

 Doing “First Things First”
 The Q2 Tool (Identifying Roles, Selecting Goals, Adaptation)

 Elements of Time Management

 Plan, Prioritize, Organize, Delegate, Invisible Horses, Say ‘No’
 OBJECTIVES

 Describe Techniques for Improving Time Management

 Identify Common Difficulties of Time Management

 Identify Consequences of Poor Time Management

 Explain Covey’s “First Things First” Philosophy

 End of Course Survey

https://www.imcomsurveys.com/se/724B33875AC6E919
 Exercise #7 – Action Plan

 Page 33 in your Participant Guide.

 Select a project start date.

 Develop at least one action to improve YOUR time

management.

 Create at least one measure of success.

 15 minutes to complete.
 MG Robert M. Joyce
School for Family and MWR

Comm: 210-466-1050
DSN: 312-450-1050
www.imcomacademy.com
2280 Signal Road, Bldg 4022
Fort Sam Houston, Texas 78234