Soft skill - Time Management

Continuing our series on soft skills, one of the most important might be time management.

Time management is important to business owners to meet deadlines, to plan for the immediate future and to be profitable.

One of the first places to exhibit a proper sense of time management is submitting applications, paperwork and arrival at an interview.  If you have met those deadlines, you have a good start.

525,600 minutes is the time you have in one year - as made famous in the musical "Rent" song Seasons of Love.  How you use the time is up to you.  Managing time is what we will discuss.

What are some of the symptoms of poor time management?
You always feel like you aren't accomplishing anything, you miss deadlines, you take work home, you spend an overabundance of time socializing at work, interrupting others, or too much time on the telephone.
Do you have a problem saying "NO"?  Do you end up doing others work?

How do you manage time?
Four basic skills you need to manage time well are:

• Strategize, Organize, Implement, & Monitor

Strategize - try to envision the outcome.  What do you see?  Now, make a plan with the goals and time line to achieve each step.  Determine how to measure how effectively you meet each goal.
Organize - what resources will you need to accomplish your goals or steps. Do you need to consider money, time, help from others, equipment, or team work.
Implement - Who is going to complete each step, do you need interim due dates, and then follow-through to complete each step.
Monitor- how effective are you, do you need to reassess and adjust to meet your time-lines?

Stephen Covey wrote in his 7 Habits of Highly Effective People, that Habit 3 is Personal Management includes knowing how to define what is urgent and essential. The whole concept is to be able to work within quadrant 2 - deciding when you can accomplish something, not feeling like it needed to be done yesterday.  This process comes along with learning to be pro-active rather than reactive.  If you work in a team, who delegates the duties?  If you work independently, who can help you when you are under a bit more time pressure?  How can you work smarter, not harder?  Where do you focus your energy?  What things do you control and what things do you have no control?

Here are nine ways to help you begin to manage your time better and accomplish more:

1. Plan your activities the day before.
2. Know the time of day when you accomplish certain types of tasks better - i.e. do you need to be more physically active in the morning vs. the afternoon?  Identify your high energy time of day.
3. Deal with your toughest tasks during the highest energy time of the day.
4. Learn and use current technology effectively - work smarter, not harder.
5. Use an agenda and keep to a time schedule for meetings.
6. Alert others if you need time "to concentrate" without interruptions.
7. Segment your schedule - block out a time of the day or week for all your meetings, desk/computer time blocked out, only make phone calls from xx AM to xx AM, or only read your emails 2-3 times a day instead of checking constantly.
8. Organize your office/work area so that it works best for you.
9. Use a personal organizer - does paper work better for you or do you use a digital calendar/planner.

The whole focus is to make time management work for you.

Career Search Action Plan

Tweetchat today in #careerchat was on your Career Search Action Plan

Here are some of the highlights -
What are the main components of a career action plan?

• Where you are, where you want to be and the plan is how you are going to get there
• Plan should be broken up into time frames - 3 months, 6 months, 1 year 5 year etc.
• A start point and an end point. Know how you will start and have a reachable goal in mind, with room to adjust.
• As with any plan - C.A.P. must be SMART - specific, measurable, attainable, realistic and timely
• An interim step... figure out what you want, then make SURE that is REALLY what you want. Volunteer, Intern, job shadow.
• I like looking at LI profiles of people who do what I want to do. Great info on how to get there.

How do you get started on putting together an action plan?

• assess skills, find ones needed, how to obtain the new skills, how to market yourself once you have the new skills
• You might want to use sites like the @Vault or @glassdoordotcom to help you research
• Make 3 column list of jobs that interest u, traits/skills nec., & how u will acquire those skills.
• Prepare Short term and Long term GOALS 5. Prepare action plan to sort the achievable
• Conduct info meetings with colleagues and referrals of people who have the job you are after. Learn how they got there! 
• Your HR Department may be a resource for career plan help, especially if you would  like to stay with your existing company
• Studies show if you articulate it (tell someone) your goals, you're MUCH more likely to do it.

When do you need to adjust/revisit your action plan?

• You should look over it often, even it's just quarterly. If you have gone astray, it's time to kick it back into motion.
• whenever you attain an original goal, you need to reevaluate, you need an if/then philosophy
• If something isn't working or you found a new direction
• Know your PERFORMANCE EVALUATION system-very important thing to do to keep track of career action plan as an employee
• If you find yourself dreading work more than loving it, time to re-evaluate
• Don't wait until you've been laid off or are in a tough spot to start thinking about your plan, it'll be too late
• Career action plans must be PROACTIVE not REACTIVE
• Do you stick to the same profession or change completely? yes, if there is growth potential, if not change!
• Have you written your career plan or is it all in your head?

If you are working on your career plan, you can use http://www.illinoisworknet.com/vos_portal/residents/en/Prepare/ as a resource to help you in the planning and assessment process.

Do you want your boss's job?

So you want a promotion?  Being next in line doesn't mean that you will get the job.  You need to be pro-active in your reach for that next step up the ladder.  How do you do that?

• Develop the hard skills required to be a leader.
• Find out what your strengths and weaknesses are so that you may obtain professional development to overcome the weaknesses and enhance your strengths.
• Ask for work that will help build your experience level.  To be a leader you will need to manage projects from beginning to end.
• Shadow your boss and observe the interactions between subordinates and superiors.
• Ask someone in a position of authority to mentor you.
• Investigate and learn corporate and industry trends to be able to contribute in meetings.
• Be visible by participating in activities where senior management or board members may be active like charities that the company supports.
• Support your boss and do your job well even if you don't agree with the way he/she does things.

Let your boss know that you are interested in advancing - gaining the support of your superior is the best way to land the promotion.

What other things would you do?

Career Goals 2011

What are your career goals for 2011?

Are you in the job search mode?

• What new tools are you planning on using or learning to help in your job search? 
• Do you already have a LinkedIn account? 
• Are you going to check to see if it is being the most effective it can be for you?
• Do you use Twitter to look for jobs?
• Have you investigated the job search component of Facebook?
• Are you networking?
• Have you joined any new industry related associations?
• Are you participating in informational interviews?
• Have you decided to volunteer to keep your skills up to date?
• Are you planning on changing careers?
• Does that career change include learning new skills?

Are you working? What are your plans to enhance your current career?

• Are you taking a class or learning something to keep your skills current?
• Do you need to address a character flaw that is keeping you from a promotion?
• What one thing can YOU change that would make your job easier?
• What one thing can you address with your supervisor that would make your job easier?
• Is this job a career or do you need to check into another path?

Are you going to school?

• Will you be finishing your training this year and looking for a new job?
• What are you doing now to network or prepare in advance for that job search? Check out the items above.

Do you have some personal goals that will make your life easier or improve your self-esteem level to give you a better outlook on life?

• Do you need to be more fit or drop a few pounds?
• Do you need to de-clutter?
• Do you need to stop smoking?

Whatever or whereever you are in your life, you cannot reach a goal if you do not have one.  Set a goal, make a plan, and start working toward your goal.  If a long range goal is too scary, set several interim goals and reward yourself along the way. If you need to loose weight and your ultimate goal is 25 pounds, set those in 5 pound increments.  If you need a new job and make a plan that might include researching two new companies and what jobs they have to offer each week.  Add a new task as you go.

What other suggestions do you have?  What are your goals?