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2. Time Management R. Craig Smith, DCDR, Division 2

3. WHAT YOU WILL LEARN • Critical Time Management Steps • Time Management Tips • Steps for Understanding Time • The Six Step Process • The Clock and the Compass

4. THE VOLUNTEER CHALLANGE

5. CRITICAL TIME MANAGEMENT STEPS • Keep a calendar • Keep accurate records • Establish timelines to accomplish goals • Empower your staff • Refuse the temptation that you can do it best • Manage your meetings... Agenda! • Avoid burnout

6. TIME MANAGEMENT TIPS FIRST: Get your bearings: • Review your compass • Look at the day in the context of the week • Renew your power to respond to changes in a meaningful way

7. TIME MANAGEMENT TIP - 2 • Make a list ... the night before • Had a thought? Write it down! • Focus on the goal • Schedule only 70% of your day • Delegate • Become a champion multi-tasker

8. TIME MANAGEMENT TIP - 3 • Your time is worth what? • Organize your surroundings • Analyze your activities for next week • Problem solve • Skim information • Avoid Procrastination

9. THE CLOCK AND THE COMPASS The Compass vision values principles conscience direction What is important and how we lead our lives. The Clock commitments appointments schedules goals activities What we do and how we manage our time.

10. UNDERSTANDING TIME • Quadrant of Necessity • Quadrant of Focus 1 2 Things are important but not urgent Things are both urgent and important 3 4 Things seem urgent but are not important Things are neither urgent or important • Quadrant of Waste • Quadrant of Deception

11. UNDERSTANDING TIME • Quadrant of Necessity • Quadrant of Focus 1 3 Quality Leadership • Manage 2 4 • Avoid • Avoid • Quadrant of Waste • Quadrant of Deception

12. THE SIX STEP PROCESS 2011 FDLC – Time Management Connect to mission Review roles Identify goals Organize weekly Exercise integrity Evaluate

13. STEP 1: CONNECT WITH VISION & MISSION • What is most important? • What gives your life meaning? • What do you want to be and do in your life? Consider the big picture. The key lies in the clarity of your vision around such questions as: 2011 FDLC – Time Management

14. STEP 2: IDENTIFY ROLES 2011 FDLC – Time Management • We have important roles at work, in the family, in the community, or other areas of our lives • Roles represent responsibilities, relationships, and areas of contribution

15. STEP 3: Select Quads 1 & 2 Goals for Each Role 2011 FDLC – Time Management • What is the most important thing I could do for each role this week that would have the greatest positive impact? • Consider the relationships for each role • Review a “perhaps” list for ideas • Identify the steps that need to be taken to achieve long-term goals

16. STEP 4: ORGANIZE WEEKLY 2011 FDLC – Time Management Elements of Effective Weekly Goals • They can be either an area of focus or a specific activity • They are usually quad I and II goals rather than typical “to-do’s” or daily action items • They are driven by conscience

17. STEP 5: BE HONEST WITH YOURSELF 2011 FDLC – Time Management Should I carry out my plan or consider reality directed changes?

18. STEP 6: EVALUATE AND ADJUST • What goals did I achieve? • What challenges did I encounter? • What decisions did I make? • Did I keep “first things first?” To be successful, you must make successes of one week the foundation for the next. At the end of the week, ask yourself some questions: 2011 FDLC – Time Management

19. EVALUATION METHODS 2011 FDLC – Time Management • Mark accomplished goals on weekly compass • Keep a journal or daily log and review • Review past weekly compasses • Ask specific questions about your performance and actions

20. Time Management Exercise 2011 FDLC – Time Management Personal Time Management Chart and Exercise: 4 Steps to Better Work-life Balance

21. The single most important principle in managing time for people in positions of leadership is the art of DELEGATION 2011 FDLC – Time Management

22. DELEGATING • Delegating: • Shares the load • Increases efficiency • Teaches responsibility • Inspires confidence and trust • Builds future leadership • Makes Life Easier! • Makes You a Better Leader

23. 2011 FDLC – Time Management

24. End of Time Management Section