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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
●