Time ManagementManaging for Success at Northwestern

University

Strongly Collaborative Environment◦ Most employees have multiple levels of

accountability Work for several professors, administrative units, etc.

◦ Requires the ability to manage multiple priorities and demands on an individual’s time

Working at Northwestern

Why We Need Time Management Strategies

The Best System Is The One That Works Best For You Are you a morning person? Do you work best with paper or electronic

systems? Which calendar system works for you? What type of phone do you have? Do you

have a tablet? How do you manage interruptions? What is your communication style?

Decide and manage what you have to do (lists).

Schedule time to do it. Manage interruptions, distractions and

emergencies. Handle inputs and information. Manage communication and improve your

processes to become better at managing your time.

Invest in yourself so that you can give 100%.

Time Management is a Process

Cue

Routine

Reward

Forming a New Habit

Organizing Your Work

Master To-Do List◦ Keep this list active and ongoing of all work

Create this list by reviewing your work and adding items with due dates Look at what happened in the last week, anything you need

to follow up on? What will be happening next week? What should be added?

Priority List- daily to do list ◦ Every night, make your daily to do list for the next

day.◦ Be realistic and add only 3-5 items. ◦ Be flexible and leave room for the unexpected e-mail

or phone call which will add another to-do.

Managing and Prioritizing Work

Deadline (or Due Date) Dean (Department Chair) Dollars Da Feds

The more D’s, the higher the priority – and the work will generally be communicated in these terms.

Assignments will also be given in terms of “A should be done before B, even though B is urgent.”

Michelle’s System: The 4 D’s

Whatever form you choose, prioritization is a key skill to learn.

We are not here to make people happy, learn to deal with some form of discomfort.

The buck does NOT stop with you, kick it up higher if you have a problem or need help with knowing how to prioritize your work.

Do not wait until you feel stressed out, ask early and ask often.

Triage/Prioritization

Scheduling Your Work

Create your own deadlines◦ We do this with proposals, we can apply this with

other larger projects. Establish routines

◦ Habits and routines use less brain power and save time, knowing how you work best.

Schedule large projects, or regular work. ◦ Utilize your time more efficiently and get in the zone

by planning when you’ll work on regular projects. Plan when you’ll answer email, voice mail.

◦ E-mail can interrupt your day and drain your concentration.

Schedule Your Work

Handling Emergencies, Inputs

and Interruptions

Managing External Distractions◦ Send calls to voice mail◦ Close your e-mail program◦ Wear earphones◦ What else?

Managing Internal Distractions◦ Most causes of internal distraction have to do with

perfectionism, negative self-talk or procrastination. The cure is the same, break the project down and get

started on a part of it.

Get into the Zone

How does this fit with your daily schedule? Use your prioritization system. Bump something off your list onto the next

day. Handle the new issue. Get help or input.

Handling an Emergency

Triage e-mail and other information sources ◦ Give yourself enough time to go through e-mails◦ Only handle it once◦ Act on it, file it for future reference, or forward for

action. Make time to keep up with research

administration information. ◦ Keep a folder of articles, schedule time and do the

reading you need to do to maintain and develop your knowledge.

◦ Go to meetings, trainings, seminars, and ensure they are in your schedule.

Handling Information Overload

Working with People

Managing relationships with people takes up a bulk of our daily work.

Understanding communication preferences of people you work with on a regular basis is key – use them. ◦ Do not rely on e-mail as a major communication

tool◦ Email can waste time if it causes

miscommunication◦ Use e-mail to confirm a verbal communication. ◦ Watch tone, and keep e-mails very short.

Communication

Is there an agenda for the meeting? Is everyone scheduled for the meeting

supposed to be there? Who is the leader of the meeting? Does the meeting start/end on time?

◦ Keep the meeting on the agenda by asking questions related to it.

◦ Keep the meeting on task by tabling items not germane.

Meetings

Giving Your Best at Work

Focus on one task at a time and finish it, then move on to the next item on your list.

When you do this, you maintain flow and concentration.

When you don’t you increase your chance of errors and produce a less quality work product.

Go slow to go fast.

Stop Multitasking

When it’s hard to perform routine tasks or to find things you routinely use, it takes more time. ◦ Make sure your desk and work environment is

organized well and free of clutter◦ Use a filing system (electronic and paper) that

uses standard naming conventions ◦ Place things that you use all the time closer to

you◦ Ensure that your computer and chair are at the

proper height, etc.

An Organized Work Environment

Take breaks during the day in order to come back refreshed.

Make sure you eat, get good sleep, and exercise.

Maintain a sense of perspective – sense of humor.

Strive for a good work-life balance. Strive to have fun and learn something new. Talk to Michelle, Krista and Eric about how

things are going.

Maintaining Your Energy Level

Your time and energy are valuable – we want to ensure that you have

the resources you need to be successful and use your time well.

We are here to help you do your best work!

You are a Valuable Team Member

What to Do When There is Too Much to Do, Laura Stack

LifeHacker, by Adam Pash and Gina Trapani

The Power of Habit, Charles Duhigg Death by Meetings, Patrick Lencioni

Resources