Tips & Tactics for Time Management & Organizational Skills

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1 Tips & Tactics for Time Management & Organizational Skills Continuing Education Webinar Marie L. Radford, Ph.D. Hosted by ALCTS Association for Library Collections & Technical Services December 2, :00-2:00pm CST

2 Presenter Marie L. Radford, Ph.D., Professor, Rutgers University School of Communication & Information (848) 2

3 Agenda Why Bother with Time Management? Habits of Highly Effective People Worst Mistakes that People Make with their Time Setting Priorities Tips for Phone, , Social Media Paper Clutter Control Q and A

4 To Think About What are your top time management issues? Jot down three or four. What motivated you to attend this webinar? We will return to this later

5 Why Bother? Benefits of Time Management Stress Relief Greater Self Confidence More Effective Results for Efforts Career Advancement More Free Time for Fun!

6 Efficiency/Effectiveness Effectiveness Doing the right things! Efficiency Doing things right!

7 8 Habits of Highly Effective People (Covey, 2004) Habit 1: Be Proactive Habit 2: Begin with End in Mind Habit 3: Put 1st Things 1st Habit 4: Think Win-Win Habit 5: Seek 1st to Understand Then to Be Understood Habit 6: Synergize Habit 7: Sharpen the Saw Habit 8: Find Your Voice & Help Others to Find Theirs

8 5 Worst Mistakes People Make with Their Time Worst Mistake 1 Spending Time on Concerns That Are Not Chosen Priorities.

9 Time Management Matrix I II III IV Urgent Important Not Urgent Important Urgent Not Important Not Urgent Not Important Where do you spent the most time? Goal: Increase time spent in II Decrease I, III, & IV

10 Prioritizing Set priorities for your tasks/activities by placing them in the following grid: Urgent, Important tasks - Do first. Non-Urgent, Important tasks - Schedule & commit. Urgent, Not important tasks - Avoid, delegate, or do quickly. Not Urgent, Not important tasks - Toss, ignore, delegate, or say "NO."

11 Worst Mistake 2 Underestimating the Time that Tasks Actually Take Adding 50% Beating Procrastination Beating Perfectionism

12 Tips to Beat Procrastination 1 st in the day work on what makes you most anxious or is most difficult. Don t trip on trivia. Do hardest thing. Reward yourself. If a carrot doesn t work, try a stick. Break large tasks into baby steps. Set deadlines. Put task in perspective. What would happen if task was put off? Can you live with that?

13 Tips to Beat Perfectionism Being perfect should not be a goal you are caught up only when you quit, retire, or are dead Ask Yourself: Will results be substantially better with more effort? Will I get paid more? Would anyone else notice improvement (or care)? Have I gone as far as I can without getting help? Have I already done more than is expected? Your answer tells you when to keep going & when to STOP!

14 Worst Mistake 3 Allowing Too Many Interruptions Once a project is begun, a flow develops. Takes time to regain flow after interruptions. Working with others is important, your work is equally important. If seeing others is part of your job, schedule time.

15 When Interrupted at Your Desk Say: I m tied up, can we talk later? (over lunch, at break). Stand up. Pretend to be leaving, talk briefly & walk away. Be direct, but gentle (I d love to talk, but ) Arrange desk differently. Close door or take work elsewhere. Ask supervisor about work at service points.

16 Worst Mistake 4 Lack of Delegation & Not Asking for Help Ask: Am I the only person who can do this? If not, delegate it. Ask for help, don t demand. Invest training time for routine tasks. Make sure person knows purpose of work & expectations. 16 Know who needs closer supervision.

17 Worst Mistake 5 Saying YES Too Frequently How to Say NO! Beware automatic YES. Buy time. If answer is no, say NO. You don t have to give a reason. Base decision on priorities, cost, & benefits. Stick to your decision! When you can t say No, you can usually negotiate.

18 Saying NO with Grace Family Time Over Committed Already Booked Rain Check Delay Gentle No Conditional No

19 Overloaded? Negotiating with Your Boss Over Committed Quality Concern Time to Set Priorities

20 Phone Tips When You Call Make a list. Impt. items 1st. Have ready files/papers. Take charge of your cell! When You Are Called Beware those 3 words: Are you busy? Got a minute? Before you answer, find out: What caller wants to talk about? How much time?

21 Tips Top tip! Spend min. on top priority before . Batch . Schedule 2 3 visits to inbox/day Don t keep open on your desktop all day Time sessions Keep it simple & short. Important, controversial, or confidential? Use phone or in-person.

22 Social Media Tips Top tip! Get into a routine #2 tip! Use mobile apps Set a time limit Find the right blend Take a break!

23 Paper Clutter Control Top Tip!! Ripening Drawer or Box Clutter is Postponed Decisions 4 Possible Decisions (TRAF) Toss Refer Act File To Control Clutter, Make Prompt Decisions!

24 Action Plan Consider your time management issues. Most important one? Devise realistic plan to work on it for 10 min. a day. Write down what you will do starting today! Make a commitment to yourself.

25 Bottom Line Skill that takes time & patience. Worth it! Constant area of improvement.

26 Questions? THANKS! Marie L. Radford, Ph.D., Professor, Rutgers University School of Communication & Information (848) 26

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