Time Management - Troop927 · What is Time Management Time management is the act or process of...

Troop 927 Eagle CollegeThe Road to Eagle

Time Management

Paul LesnanskyASM Troop 927

About this Session● What is Time Management● A Time Management System

– What is in– What is not

● Pitfalls● Road To Eagle

What is Time Management

● Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity.

● Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals complying with a due date.

wikipedia.com

Developing A System● What we will

discuss is the development of a System for Managing your Time

● But you must learn to think of Time as a Resource

● Consider– Processes– Tools– Techniques– Methods

What Activities do I Include in My System

GoalsPlanningOrganizingSchedulingDelegatingMonitoring

Managing Time is a active process. You bring together a set of activities to accomplish the management of your

time.

Managing Time is a active process. You bring together a set of activities to accomplish the management of your

time.

The CycleSet Goals

and Plans

Organize your Effort

Make A ScheduleDelegate

Monitor and Assess

Goals

Goals, Priorities, and Planning

● Why am I doing this? What is the goal?● Why will I succeed?● What happens if I chose not to do it?● Doing things right vs. doing the right

things● 100 things to do in my life

Set Goals● Know where you

are going● Come back and

refresh your goals on a regular basis

Test your goals against the “SMART” standardTest your goals against the “SMART” standard

Inspiration

“If you can dream it, you can do it”

-- Walt Disney

Disneyland was built in 366 days.

Planning

The 80/20 Rule

Critical few and the trivial many

Having the courage of your convictions

Good judgment comes from experience

Experience comes from bad judgment

Planning

● Failing to plan is planning to fail

● Plan Each Day, Each Week, Each Semester

● You can always change your plan, but only once you have one!

Goals and Planning● Goals include things

that you wish to accomplish over time

● Planning is the development of tasks– Simple List– “Action Plan”– Detailed Project

Planning is a continuous process. You should allocate time within your routine to update your goals and decide upon a

plan to organize the tasks you need to accomplish.

Planning is a continuous process. You should allocate time within your routine to update your goals and decide upon a

plan to organize the tasks you need to accomplish.

Planning Large and Small

● Consider the size of a project when you begin

● How many tasks or activities will be required

● Are resources needed.

● The idea is to create a task list

● A schedule or calendar of activities will also be generated.

Large Projects Require Additional Planing

● What is the purpose of the project. What is the GOAL.

● What are the steps necessary to complete the project

● What preparation is necessary to begin the project– Acquire funds– Supplies

● What special skills are required– Are skilled adults

available?– Have technical experts

been assigned to the project

● How many people will be needed (effort for each task)– Young scouts, senior

scouts, adults

Resources RequiredDefine the resources that are

required● Materials● Supplies● Transportation● Signs and paperwork● Food, water● Clothing● Tools● Machines● Key People

Organizing

Two Hours Wasted Per Day

Messy desk

Can’t find things

Miss appointments

Unprepared for meetings

Tired/unable to concentrate

Success● Being successful doesn’t make you

manage your time well.● Managing your time well makes you

successful.

Making a TODO List● The first step in

managing time is to put some structure to the tasks that you wish to accomplish

● MAKE A LIST– Paper– eList

Prioritize

A)Tasks that are perceived as being urgent and important,

B)Tasks that are important but not urgent,C)Tasks that are neither urgent nor

important.

Covey’s four-quadrant TODO

Important

Not Important

Due Soon Not Due Soon

1 23 4

Schedule / Calendar

Scheduling Yourself

You don’t find time for important things, you make it

Everything you do is an opportunity cost

Learn to say “No”

Making a Calendar

● Some tasks have times associated, put them on a calendar

● Paper or Electronic it does not matter

● Keeping track of tasks and events is key to managing time.

Keep To Your Schedule

Delegate

Delegation

No one is an island

You can accomplish a lot more with help

Delegation is not dumping

Grant authority with responsibility.

To the worst job yourself

Treat your people well

Staff and secretaries are your lifeline; they should be treated well!

Challenge People● People rise to the challenge: Delegate

“until they complain”

● Communication Must Be Clear: “Get it in writing” – Judge Wapner

● Give objectives, not procedures

● Tell the relative importance of each task

Monitor

Time Journals

It’s amazing what you learn!

Monitor yourself in 15 minute increments for between 3 days and two weeks.

Update every ½ hour: not at end of day

Following a Calendar and Making an Journal

Keep track of tasks and mark them complete.

Take notes about how your time was allocated and how it worked

Update and use this information for new tasks.

Time Log

Pit Falls

Procrastination

“Procrastination is thethief of time”

Edward YoungNight Thoughts, 1742

Avoiding Procrastination

Doing things at the last minute is much more expensive than just before the last minute

Deadlines are really important: establish them yourself!

Balancing Act

“Work expands so as to fill the time available for

its completion”

Parkinson’s LawCyril Parkinson, 1957

Covey's Habits

Habit 1: Be Proactive Take responsibility for your choices and the consequences that follow

Habit 2: Begin with the End in Mind

Envision the ideal for each of your values and life goals

Habit 3: Put First Things First

Plan, prioritize and execute your tasks based upon importance rather than urgency

Habit 4: Think Win-Win

Strive for mutually beneficial solutions in your relationships

Habit 5: Seek First to Understand, Then to be Understood

Use empathetic listening, create an atmosphere of caring, respect, and positive problem solving

Habit 6: Synergize Combine the strengths of people through positive teamwork

Habit 7: Sharpen the Saw

Balance and renew your resources, energy, and health to create a sustainable, long-term, effective lifestyle.

Review

Examine what you learned from time management

This is a key tool in the management of time.

Common Mistakes● Mistake #1. Failing to

Keep a To-Do List● Mistake #2. Not Setting

Personal Goals● Mistake #3. Not

Prioritizing● Mistake #4. Failing to

Manage Distractions● Mistake #5.

Procrastination

● Mistake #6. Taking on too Much

● Mistake #7. Thriving on "Busy"

● Mistake #8. Multitasking● Mistake #9. Not Taking

Breaks● Mistake #10.

Ineffectively Scheduling Tasks

http://www.mindtools.com/pages/article/time-management-mistakes.htm

Road to Eagle

Did You Know

● Time Management and Planning are part of an Eagle required Merit Badge?

● Which One?

Did YouKNOW

?

Time ManagementPersonal Management

Requirement 88)Demonstrate to your merit badge counselor your understanding of time

management by doing the following:

a)Write a "to do" list of tasks or activities, such as homework assignments, chores, and personal projects, that must be done in the coming week. List these in order of importance to you.

b)Make a seven-day calendar or schedule. Put in your set activities, such as school classes, sports practices or games, jobs or chores, and/or Scout or church or club meetings, then plan when you will do all the tasks from your "to do" list between your set activities.

c)Follow the one-week schedule you planned. Keep a daily diary or journal during each of the seven days of this week's activities, writing down when you completed each of the tasks on your "to do" list compared to when you scheduled them.

d)Review your "to do" list, one-week schedule, and diary/journal to understand when your schedule worked and when it did not work. With your merit badge counselor, discuss and understand what you learned from this requirement and what you might do differently the next time.

Project Planning Personal Management

Requirement 99)Prepare a written project plan demonstrating the steps below, including the desired

outcome. This is a project on paper, not a real-life project. Examples could include planning a camping trip, developing a community service project or a school or religious event, or creating an annual patrol plan with additional activities not already included in the troop annual plan. Discuss your completed project plan with your merit badge counselor.

a)Define the project. What is your goal?

b)Develop a timeline for your project that shows the steps you must take from beginning to completion.

c)Describe your project.

d)Develop a list of resources. Identify how these resources will help you achieve your goal.

e)If necessary, develop a budget for your project.

Questions

References● http://learnthat.com/2010/03/setting-smart-goals/

● http://www.cs.virginia.edu/~robins/RandyPauschTimeManagement2007.ppt

● http://en.wikipedia.org/wiki/The_Seven_Habits_of_Highly_Effective_People

● http://en.wikipedia.org/wiki/Time_management

● http://www.mindtools.com/pages/article/time-management-mistakes.htm

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