Time management and prioritization

Supervisory Training Series: Communication & Self ManagementKevin R.Thomas, Manager,Training & Development · Office of Human Resources · [email protected] · 413-597-3542

January 2016

[email protected]

Manager, Training and DevelopmentOffice of Human Resources

Presented by Kevin R. Thomas

Supervisory Training SeriesTime Management &

Prioritization


1) Principles2) Strategic questions3) Prioritization4) Managing attention and energy 5) One on ones 6) Action planning


1.Self as instrument2.Pushing the envelope

– for you– for the workplace

Principles


1.Up to 5 questions that help you test your ideas2.Should relate to critical success factors in your

role3.Should contribute to your boss’s success

Strategic Questions


Example

• Does it help to strengthen HR’s reputation with directors and senior leaders?

• Does it create or strengthen partnerships inside and outside of Williams?

• Does it help me reach new audiences?• Does it make managers better at managing?• Does it help people have difficult conversations?


Your Turn


1.Forced choice using index cards2.Online tool

Prioritization


• Choose 5 projects or initiatives• Write a subject for each

one on an index card.• Put them in order of

importance• Write it down

Forced choice with index cards

Click icon to add picture


Online tool for prioritization


Activities


1.Attention as a limited resource2.Focusing strategies3.Energy and attention boosters

Managing Attention and Energy


Attention is a Limited Resource


• If you respected attention as a limited resource, what would you do differently?

Attention as a Limited Resource


• Lower the stakes• Give your brain

instructions• Time-limited work

periods• Centering Exercise

Focus



• The brain evolved to deal with concrete situations.• For your highest

priority activity, what specifically do you need to do next?• Camera check.

Giving the Brain Clear Instructions


• Notice what happens when I say:

– “Go to your office and don’t come out until you finish your report.”

– “Go to your office, turn on your computer, open a web browser, and spend 30 minutes starting the research for your report. Then get outside and go for a walk around the block.”

Time-Limited Work Periods


Productive Self TalkCounterproductive Productive

I have to.I must finish.

This project is so big and important.

I must be perfect.I don’t have time for fun.

I choose to.

When can I start?

I can take one small step.

I can be perfectly human.I must enjoy myself.

In Sum: I have to finish something big and do it perfectly by working hard for long periods of time without ever having fun.

In Sum: I choose to start on one small step, knowing I have plenty of time for play.


Increasing Focus in 12 Breaths

• 3 breaths: letting go of the past• 3 breaths: letting go of the future• 3 breaths: coming into the present moment• 3 breaths: arriving at the right level of energy, creativity,

concentration, etc.


Activity BenefitExercise Greater energy, increase sense

of agencyNutrition Increased energy, better mood,

lower stress, Meditation Increased concentration, lower

stressNaps Increases productivity and

alertnessWalking Boosts creativityBreaks (brief diversions) Increases task focusExperience of nature Reduces fatigue, decreases

stress

Energy and Attention Boosters


1.Value2.Format

One on Ones


You Write the Slide: Value of One on Ones


• Weekly or biweekly• 30 minutes• 10 minutes for you• 10 minutes for

them• 10 minutes for

development

Format for 1:1s


1.Stages of change2.Choosing a goal3.WOOP Model

Action Planning


Stages of Change


Instead of trying to suppress an unwanted behavior, focus on new, desired behaviors

Goal Setting


• Wish – What is you wish when it comes to time management and prioritization?

• Outcome – the best outcome you can imagine.• Obstacle – what might get in the way of achieving your wish?• Plan – make a plan to make it happen

WOOP Model


Think of a new behavior you’d like to try between now and the next time we meet.

Complete the WOOP worksheet.

Your Turn



Links coming via email:

Contact Kevin Thomas at 413-597-3542or email [email protected]

Supervisory Training SeriesCommunication & Self-

Management

Questions?

• Course page link to all course materials• Program evaluation link, feedback welcome

Business

Time management and prioritization