MY MAJOR TIME WASTERS TIME MANAGEMENT QUESTIONNAIRE, Directions: This questionnaire lets you do a self-assessment of the time management trouble spots that you may experience. Please consider your daily routines at the present time to answer the questions. For each question, put a number that accurately reflects your response ALWAYS (1 or 2), SOMETIMES (3 or 4), NEVER (5) ‘Always | (ora) Sometimes | Never (Bor 4) (5) 1. Do I miss deadlines 2. Do I postpone decisions 3.Do | arrive late for meetings or appointments 4.Do leave jobs undone ‘A. Keeping Commitments Subtotal (add your scores together for a total of this set) 5. Do Thave too many interruptions 6. Do I seem to spend all day on the phone 7.Do Igo to too many meetings 8. Do I read my junk mail B. Controlling Interruptions Subtotal (add your scores together for a total of this set) 9. Do | operate without keeping a calendar 10. Do I set unrealistic time limits on projects 11. Do T avoid big jobs because they are too complex 12. Do IT work without a daily list of tasks C. Planning Subtotal (add your scores together for a total of this set) 13, Do attempt too much at once 14. Do Ifind it hard to make time for long range planning or evaluations 15. Do I spend all day handling crises 16. Do I notice that I’m not making as much personal contact as the job demands D. Setting Priorities Subtotal (add your scores together for a total of this set) 17. Do I put off routine paperwork 18. Do I avoid detail work 19. Do I accumulate reading material 20. Do I socialize too much at work E, Being Disciplined Subtotal (add your scores together for a total of this set) Paulette Jones NCURA Session, April 5, 2011 Author UnknownAlways (1or2) Never (5) 21. Do | always want to do it myself 22. Do Ihave a messy, stacked work area 23. Do I lack adequate secretarial support 24. Do I fail to delegate responsibility to others F, Using Resources Subtotal (add your scores toget ther for a total of this set) 25. Do Thave trouble saying “NO” 26. Dol knowingly agree to be in more than one place at one time 27. Do l accept new demands without negotiating prior commitments 28. Do lend up working for my “helpers” G. Negotiating Demands Subtotal (add your scores toge ther for a total of this set) 29. Do work on my day off 30. Do I feel as though I am neglecting my family and friends | 31. Do I skip meals, exercise or quiet time in order to work | 32. Do I find myself talking about work in social situations H, Balancing Lifestyle Subtotal (add your scores together for a total of this set) Total the Green Areas (add all scores together for a Grand Total) Interpreting Your Scores If Your Grand Total is between You're in Great Shape. Write a Book. 160 117 ‘Time Management techniques will probably help you. 117 75. You need HELP! Just a little time management will go a long way to remedy your situations 75. 32. Interpreting Your Sub-Total Scores If Your Sub-Total is between ‘You have good mastery of this skill 20 15 ‘There is room for improvement 15 10 This skill needs working on - NOW 10 4 Paulette Jones NCURA Session, April 5, 2011 Author UnknownJuggling Elephants Time Management for Research Administrators Time Together | Type: who are you and experiences 5 idetivng yourTime wastes + Managing your worklf balance ¥ * Empower you with techniques 3/30/113/30/11 Time Becomes King Time Together * Type: who are you and experiences ‘Identifying your Time Wasters ‘Managing your work/life balance vy + Empower you with techniquesMyers - Briggs Enorged und pean Takconsanty open nottocomer03 Myers - Briggs Myers- Briggs Legeat Mate decor oid en Energies BsPince Mate dessert one Senos 3/30/113/30/11 Myers - Briggs eto te san changin stone Seetimeprsure erly Open-ended Tmesnd deadline wieted eines re fenble3/30/11 ‘Stimulation & Excitement Quota + We all need stimulation + We all have individual S8EGe + Negative stimulation + Increasing positive stimulation Childhood Messages “Watching our parents + Lack of positive stimulation + Choice Time "= When you do you best thinking ‘Create solutens ve. stereatyped solutions ‘Fle responses ve. iit responses. Uncover reat esu0e ve. eupefs ‘ympione 1 Solve the igh probleme ‘Compulsive Time 1 Huy Up +2 Be Pertect +. Pesee = 4 Ty Mars + 5.Besto3/30/11, Guilt + What happons when we foe! guity + Real guit + Slippery guit "Cuter gut 1 Posabe ut ‘Secret Pleasures of Misusing Time + To get attention + To gain a sense of power + To avoid unpleasant tasks + To shirk personal responsibilty «To resist change + To sidestep new feelings «+ To avoid feeling close to thers ‘To deal with feeling “too good” Understanding Procrastination Patterns. ‘Negative stimulation & excitement ‘Response to chiidhood messages + Feeling avoidance ‘When you procrastinate + How you procrastinate Ih3/30/11 How to Prevent Procrastination + Maintain postive levels of S&EQ «= Discover what motivates you + Direct your energy «= Repetition, reinforcement & | a Experiences wernt Shape anne A Oursehes Gurciones | experiences3/30/11 Time Together | * Type: who are you and experiences RF *identving your Time Westers * Managing your work/life balance yg: Empower you with techniquesTime Together ‘Type: who are you and experiences + Identifying your Time Wasters + Managing your work/life balance ¥ ‘Empower you with techniques 3/30/11Time Together 9) Type: who are you and experiences ag “Identifying your Time Wasters ** Managing your work/life balance LY + Empower you technique(s) 3/30/11 10Juggling Elephants ‘Time Managementfor Research Adminetrators Reading Materials and Cartoons nego en oie alg Stans: An Ese Wy et ur estimate ihm rea ‘ect Ne Meera uit Time ManoanarfoUnnanageal Pope References © Great tes 3/30/11 1Tools and Tips to Help You Do More with Your Time 2008 NCURA Annual Meeting, October 23, 10:30-12:00 a.m. Julie Guggino, Central Washington University Grab 15 Identify a project that you've been avoiding and spend just 15 minutes a day on it—15 minutes x 365 days = 91.25 hours a year. A person can finish a number of projects in that amount of time! This tool ‘can also help you sidestep the common obstacle of just getting started on a project. (One benefit to working on a task a bit at a time is that your subconscious becomes engaged and works creatively on the project even when you're not actively working on it. Another benefit is sometimes youll be motivated to work longer than 15 minutes oon the task. Do the Hard Thing First I've found this tool to be quite effective. After | identify which 6 or 7 things | intend to focus on in a. given day, | tackle first the one | least want to do. It really does make the load lighter and helps me avoid procrastinating. And if | get nothing else done due to interruptions or changes in priorities, at least I've done the hard thing, Fill Your Stimulation and Excitement Quota in Positive Ways Everyone needs stimulation. You can learn positive ways to fulfil your need for stimulation and excitement instead of creating negative time-related crises. Positive ways include varying your activities throughout the day to provide greater interest— ‘switching between conceptual tasks, detailed tasks, people-oriented tasks, and manual tasks; scheduling ‘something exciting every day; scheduling things in ‘advance that interest you; varying your social activities to include one-on-one time and group activities; and altemating structured time with unstructured time. Finish Fully Make a habit of completing each task fully. For me this means making a file for a new project now instead of just adding a paper-clipped wad of papers to an already existing stack of things on my desk. It also means color-coding my emails when | first open them rather than going back later to see which ones require following up. Get Closure Lack of closure is an energy drain, Dr. Decker's analogy of a computer with a number of open files and the resultant slowing down of all processes illustrates what happens to us when we have too many “open fies." Bringing closure to as many “open files” as possible will increase your eneray ‘and abilty to think more clearly. Your open files may be literal files but can also be relationship issues or unfinished hobbies or a bookcase you want to organize. The next two tools help bring closure. ‘No Temporary Parking Places Establish as many permanent “resting” places for things as possible so your energy isn't used up remembering where you put the keys or that important document. Not-to-Do Lists Thoughtfully consider which things you are likely never to get to and give yourself permission to be okay with that. Some things I might include on a not- to-do list are not ever cleaning the bottom drawer in the kitchen and not reading work-related magazines that are already older than @ year. Credits: Decker, D. S, Finding More Time in Your Life, 2001, Harvest House Publishers, Eugene OR; Decker, D.S., Stress That Motivates, 2002, Thomson, Boston MA