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Time Management in today era

1. Volunteer Leaders Webcast Series December 12, 2013 Sherry Johnson, SPHR Field Services Director Time Management Overcoming the Challenge!

2. Today’s Agenda Where we stand with time today Determining where your time goes Prioritizing and work/life balance The power of delegation Ensuring clear communication

3. Time Management and Work / Life Balance Overcoming the Challenge! “No one has enough time, but everyone has all there is.” - Anonymous

4. The Pareto Principle Are you feeling overwhelmed? It’s time to organize and simplify your life! 80/20 Rule

5. Parkinson’s Law The demand upon a resource tends to expand to match the supply of the resource.

6. Analyze How You Spend Your Time Activity Start Time Finish Time Time Spent Planned Activity? Notes Telephone Calls Scheduled Interviews Employee Meetings Walk-in Interviews Special Projects Other

7. The Future Comes Soon Enough “ I never think of the future. It comes soon enough.” - Albert Einstein

8. Using Key Goals to Focus on Your Priorities

9. Strategies for Optimizing Your Work Day

10. Strategies for Optimizing Your Work Day Balance your work and leisure time Set your priorities Manage your e-mails & telephone calls Control interruptions Schedule time for your work day Delegate! Find an organization system that works – and stick with it! Handle paper once Break a project into actionable pieces Identify and challenge things that waste time and effort Recondition the expectations of others Batch routine work Work in uninterrupted blocks of time Re-clarify goals and priorities – daily!

11. Work / Life Balance

12. Slaves to the Clock

13. Ready, Set, GO!

14. Have the Discipline to Stay Focused

15. Delegation

16. Why to LEADERS delegate?

17. The 10 Keys to Successful Delegation 1. Define the task 2. Select the individual 3. Assess ability and training needs 4. Explain why 5. State required results 6. Identify required resources 7. Agree on schedule 8. Support and communicate 9. Provide feedback on results 10. Repeat the process

18. Communicating

19. The Employee “Voice”

20. Communication Tips 1. Allow employees to question 2. Be clear and concise 3 . Be open and honest 4 . Use appropriate communication medium 5 . Transmit the correct information 6 . Adapt communication to reflect culture

21. Impact of Effective Communication Fast Fact The 2003/2004 Watson Wyatt study found that high levels of effective communication have a positive impact on employee turnover. According to the study, companies that communicate effectively are more likely to report turnover rates below those of their industry peers that communicate less effectively ( 33.3 % versus 51.6%, respectively ). Source : 2003/2004 Watson Wyatt Effective Communication ROI Study—Connecting Organizational Communication to Financial Performance.

22. Empowering Employees Meaning : the importance of an employee’s work Competence : belief in capacity to perform tasks Self-determination : offering employees more control Impact : value employee opinions

23. Summary We have all the time there is, we need to use it! Evaluate where your time goes Set priorities around how you work Delegate and empower your employees Make your communication clear

24. Resources Article available on the SHRM Volunteer Leaders Resource Center (VLRC), “ Management Series Part I: Time Management Skills-Optimizing Your Effectiveness ” http://www.shrm.org/Research/Articles/Articles/Pages/Management_20Series_20Part_20I__20Time_20Management_20Skills-Optimizing_20Your_20Effectiveness.aspx “ Time Management Training,” available through the SHRM Store; includes a companion CD-ROM with ready-to-use presentations and electronic copies of all supporting material http ://shrmstore.shrm.org/time-management-training.html Articles on the topic of “work/life balance” available on the SHRM website http://www.shrm.org/searchcenter/Pages/Results.aspx?k=work/life%20balance “ Workplace Flex Toolkit” recently published on the SHRM Workplace Flexibility Resource Page http :// www.shrm.org/hrdisciplines/benefits/Pages/workflex.aspx

25. Going Forward – Look to SHRM for Support www.shrm.org

26. Questions

27. Sherry Johnson , SPHR Field Services Director [email protected] 703-535-6255 (W) @ SHRMSherry www.shrm.org Thank you!