Effectively Managing YOU!

1. Effectively Managing YOU! Presented By Imagine Schools DC Region Time management really means managing yourself!

2. Provide you with time and structure to: • reflect on your own practice of self-management and • identify next steps Session Objective:

3. Forces: • Technology • Work expectations • Information availability • Easy of access Our Work Context:

4. Turn to a partner and share briefly why you are here and what you hope to walkaway with Use section #1 of your reflection sheet to self assess how well you are managing yourself and your responsibilities REFLECT

5. Two Parts of Self Management We Will Discuss:Play Offense and Defense

6. Playing Offense: Have a smart plan for your day

7. It is a process of constantly asking what is more important, and arranging priorities to reflect each choice. It is knowing: • A system: For helping you meet your goals • Practical tips: For using your time effectively • How to succeed: When facing stumbling blocks or procrastination • Yourself: Your habits, goals, and time during the day when you’re most alert and productive • Time management really means managing yourself! What Is Time Management?

8. Idea one: What’s Important? Focus on Big Rocks Big Rocks Youtube Idea two: What’s the plan? “If you don’t know where you are going, any road will take you there.” High Leverage Tool:Strategic Calendaring

9. Plan your week placing your Big Rocks first. • Make a list. At the beginning of the week write out the Big Rocks that you want to accomplish this week. • Keep it short.Shoot for about one per day. • Place the Rocks. Look at your weekly schedule and put them in the schedule. Try to put them in a spot where you know you’ll get them done. • Not a spot that’s traditionally too busy to concentrate, and not in a little half-hour window between meetings. Give yourself time to do it. • Leave space for the incoming pebbles. Don’t fill in the rest of the schedule if possible completely. • An overly tight schedule tends to bump into itself, pushing things back when other things inevitably take too long. Source: http://zenhabits.net/big-rocks-first-double-your-productivity-this-week/

10. Your Recurring Calendar Should Reflect Your Roles or Respon-sibilities

11. Translate Roles/Responsibilities into Calendar

12. Using section #2 of reflection sheet: • Self assesshow clear you are on your big rocks (productivity levers) and how well your calendar reflects your responsibilities • Note any action items you may want to take REFLECT

13. Playing Defense:

14. Your Desktop Is Not a To-Do List…or is it?

15. The GTD Workflow Process 1. Collectthings that command our attention 2. Processwhat they mean and what to do next 3. Organizethe actions into lists 4. Reviewto ensure we follow through 5. Dowhat needs to be done Managing the Incoming Traffic

16. GTD Model for Dealing with the STUFF

17. The Defining Projects Exercise • 1. Identify a project - a commitment that will take more than one action to finish. • 2. Describe the outcome - what the project will look like when it is complete. • 3. Write down the next action required to move the project towards completion, • 4. Transfer it to your next actions list. High Leverage Tools: Project Plans

18. Using section #3 of reflection sheet: • Self assesshow well you are managing the incoming stuff • Reflect on the idea of a “trusted system” to hold all the stuff • Note any action items you may want to take REFLECT

19. Time wasters are any type of (often simple) activity that when not managed becomes a distraction from more important work at hand: Email Self-Interruptions Constant Interruptions Conflict Socializing Postponed Decisions “Time Wasters”

20. Constantly checking emails? Do you check them before or instead of you high-priority projects? Is most of your day occupied by thoughts of receiving an replying to e-mails? Unless your receiving a urgent message, don’t stop what you’re doing to run and check your messages each time you hear the “bell” ring. Only check email’s in a timeframe that works best for you (perhaps every 3 hours). During the rest of your work time, turn off your e mail to resist the temptation to check each message as it arrives. Email

21. Unless it’s being used for business, turn off your cell-phone. How many times have you been around your desk, focusing intently on a project, when “Ding!” a text message arrives, you pick it up immediately and respond, at length, about what you’ll bring to your friend’s house to dinner for Friday Night. By the time you finish exchanging text messages, you’ve forgotten a critical piece of your project. Block out all those things that lead you to interrupt yourself. Self-Interruptions

22. Do people waltz into your office unannounced? Do they “hang out” and talk about non work related things? In order to properly use that time to focus on priorities and unfinished tasks, block out time when nobody is allowed to interrupt to you and if necessary put up a sign that says: “Focus time”. Come back in an hour Constant Interruptions

23. Handle whatever conflicts are in your life so as to minimize the “drains” in your life. Conflict takes up energy and drains us of our ability to be enthusiastic, focus and productive. Socializing Too much socializing with our colleagues can be distracting. Understand the difference between productive socializing and wasting time; there’s a fine line and balance between the two. Conflict

24. Using section #4 of reflection sheet: • Self assessidentifying your biggest time wasters and how well you are managing yourself • Note any action items you may want to take REFLECT

25. Playing Offense: Have a smart plan for your day

26. Process maps • Define for people how to do what you expect or get what they need without having to take your time • Good for routine items and highly complex items Wikis • Provide access to broad set of people who tend to not be well organized themselves http://dcimagineschools.wikispaces.com/ Use Wikis and Process Maps to Reduce Future Time Drains

27. Finalize your plan • Share it with your partner and agree to follow up within 3 weeks Finalize your Action Plan

28. THE END

29. APPENDIX

30. COVEY 7 Habits Model to Plan Your Week Source: http://www.ymresourcer.com/documents/

31. (1) Review Your Mission

32. (2) Identify Your Roles

33. (3) Create Your Goals

34. (4) Schedule your Activities

35. Warning!!! Schedule the ‘Big Rocks’ First!!!

36. Or they will not fit in!!!

37. (5) Adapt Your Schedule • Preview your day • Prioritise your activities • Reschedule your activities

41. (6) Evaluate Your Progress • What goals did I reach? • What goals did I miss? • What can I learn from the week? • Am I setting good goals?

42. COVEY 7 Habits Model to Categorize Types of Activities Source: http://www.ymresourcer.com/documents/

43. 1. Live Your Priorities

44. Two factors define an activity: Importance and Urgency Importance:Your most important things, your first things, activities that add to your mission. Urgency:Pressing things, in-your-face activities that demand immediate attention.

45. 1 2 Urgency Importance 3 4

46. Quadrant 1 Quadrant 2 Planning/goal setting Essay due in a week Exercise Relationships Relaxation Exam tomorrow Friend get injured Late for school Project due today Car breaks down Quadrant 4 Quadrant 3 Unimportant calls Interruptions Others problems Peer pressure Too much TV Endless phone calls Excessive gaming Mall marathons Time wasters URGENT NOT URGENT IMPORTANT NOT IMPORTANT

47. Q2 Q1 Q1 Spend less time in Q2 and you’ll increase size of Q1 Result: Stress, Burnout, Deeper crises Q4 Q3

48. Q2 Q1 Q1 Spend more time in Q2 to decrease time spent in Q1 Q3 Q4

49. Q2 Q1 Q1 Where do you find time for Q2 Say NO! to Q3 and Q4 activities Q3 Q4

50. Q2 Q1 Q1 This is the result of Q2 living! Q3 Q4 Q3 Q4