Time Management Tips for the Multitasking Research Administrator Source material taken from Eat that Frog! A book by Brian Tracy Presentation by Trish Forde Cedars-Sinai Medical Center, Los Angeles, California NCURA Region VI/VII Meeting Denver, Co. April 3-6, 2011 The Typical Highway Superintendent • Swamped with work • Multiple deadlines to meet • Policies and Procedures constantly changing • Personal responsibilities Time management works most of the time….but •No matter how much you increase in productivity, it seems that you will never catch up. •It appears that you will always be behind in some tasks and responsibilities. Your Frog • The biggest and most important task. • The one you are most likely to procrastinate on. • It is also the one that can have the greatest impact on your career. Planning • Select the most important task at each moment…then get started on that task getting it done quickly and well. • The hardest part of any task is getting started in the first place. So, how do we increase our efficiency? The most powerful thinking tool for success is your ability to discriminate between one priority and another. Improve your Efficiency • Resist temptation to start with the easy task. • The most important decision you can make each day is the choice of what to do with your time. Do the Most Difficult Task First • Clear your desk so you have one important task like a big frog waiting. • Discipline yourself to do your most difficult task before anything else. • Do this for 21 days until it becomes a habit, and you will notice that you have doubled your production in less than one month. 3 Questions to Ask Yourself Every Day • What are my highest value activities? • What can I and only I do, that if done well, will make a successful difference? • What is the most valuable use of my time right now? Think on Paper – 7 Steps • • • • • • • Decide exactly what you want. Write it down. Set a deadline on your goal. List what you must do to achieve your goal. Organize the list into a plan. Take action on your plan immediately. Resolve to do something every day that moves you towards your major goal. 6 “P” Formula • • • • • • Proper Prior Planning Prevents Poor Performance” 80/20 Rule to Everything • “Pareto Principle” • All activity seems to agree with this principle. • 20% of your roads account for 80% of your potholes. • 20% of the fisherman catch 80% of the fish. • 20% of your projects account for 80% of your annual budget. Two problem solving proposal ideas to increase time management and avoid procrastination 1) Podcast • Access as a reference source media. • Pre-recorded time management webinar files can be stored locally on the user's computer or other device ready for offline use, giving simple and convenient access to episodic content for time management tips. Two problem solving proposal ideas to increase time management and avoid procrastination • 2) Implementation of the Time Diary Work Book as a time management tool for the multitasking Research Administrator. • Workbook includes 21 great ways to stop procrastinating and get more done in less time and can be saved in electronic format or printed for hard copy use. NCURA Activities • Future plan to conduct a Time Management workshop • Volunteer to implement and participate in an organization behavior committee IN CONCLUSION: • – Don’t procrastinate but progressively develop the habit of doing the most difficult task first and you will never look back. • – You will become one of the most productive people in your department! AND FINALLY For maximum efficiency, make sure you make the time to take your lunch break away from your desk and pursue your passion and take the needed annual vacation!!! The End