4/14/2011

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/ASCEWebinarTM 1

PERSONAL TIME MANAGEMENT:

A ROLES AND GOALS APPROACH
TO LIFE BALANCE
A Seminar Sponsored
by the
ASCE Continuing Education Program
In cooperation with
ASCE Leadership p Development
p

Presented by
Stuart G. Walesh, PhD, PE
D.WRE, Dist.M.ASCE, F.NSPE
Consultant and Author
stuwalesh@comcast.net
www.HelpingYouEngineerYourFuture.com
www.linkedin.com/in/stuwalesh
Copyright © 2011 S. G. Walesh
/ASCEWebinarTM 2

APPENDICES

A: RESOURCES FOR FURTHER STUDY

B: PRESENTER

C: TIME MANAGEMENT ABC’s

D: SAYING NO

/ASCEWebinarTM 3

1
 4/14/2011

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 4

“Buried” by your responsibilities?

Effort
Status quo
Time

Options Work harder

Work smarter

/ASCEWebinarTM 5

“I don’t have
enough time!”

/ASCEWebinarTM 6

2
 4/14/2011

Our gift of time

400 000 hours

400,000

/ASCEWebinarTM 7

Billable time is a major concern

in the consulting business

“DOC, HOW MANY

BILLABLE HOURS
DO I HAVE LEFT?”

A 1% drop
in
billable time
causes a
5% drop
in
pretax profit
/ASCEWebinarTM 8

Anyone seeking more

significance and success
in his or her
personal, family, community, and/or professional
/ASCEWebinarTM
lives
9

3
 4/14/2011

By participating in this seminar,

you should be able to be more:

• Effective – as a result of
defining roles and goals

• Efficient – as a result of
applying time management
tips
/ASCEWebinarTM 10

Effective:
Doing the right things

Efficient:
Doing things right

/ASCEWebinarTM 11

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 12

4
 4/14/2011

/ASCEWebinarTM 13

/ASCEWebinarTM 14

Select roles and set goals

Possible
Roles Goals
Parent Goal 1
Friend
Professional Goal 2

Daughter
Athlete Goal 3
Part-time
Student
?
/ASCEWebinarTM 15

5
 4/14/2011

Other
Professional roles

/ASCEWebinarTM 16

Roles-goals-action items format

Roles Goals Action
Items

Etc. Etc. Etc.

/ASCEWebinarTM 17

Time management:
The equalizer
/ASCEWebinarTM 18

6
 4/14/2011

Here lies Mary: Here lies Bill:

She had a He worked
corner office every Saturday

/ASCEWebinarTM 19

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 20

/ASCEWebinarTM 21

7
 4/14/2011

Tip A:

Define roles, set goals, and

determine action items
/ASCEWebinarTM 22

Formulate SMART goals

S pecific
M easurable--cast in quantitative terms
A chievable--stretch us, but we must be
able to accomplish it
R elevant--appropriate for our roles and
our organization’s circumstances
T ime framed--establish a schedule for
achieving the goal
/ASCEWebinarTM 23

Selectively share goals

You

Source: Based partly on Grugal, 2003

/ASCEWebinarTM 24

8
 4/14/2011

Tip B: Plan each day

In writing

Requires less
than 15 minutes

/ASCEWebinarTM 25

Practice enlightened or
“proper selfishness”1
Not
Urgent Urgent

Important Get here

regularly

Not
Important

Sources: 1) Handy, 1998; 2) Covey, 1990 (the matrix)

/ASCEWebinarTM 26

Reduce “Not Importants”

• Do “thinking tasks”
when interruptions
are least likely

• Work at home

• Interrupt interrupters

Source: Adapted from Wetmore, 2003a; 2004

/ASCEWebinarTM 27

9
 4/14/2011

Tip C: Act immediately and

constructively
Correspondence, magazines, journals,
email, memoranda, assignments,
faxes, flyers, requests for help,
advertisements, etc.

Discard/
Act delete
File

/ASCEWebinarTM 28

Procrastinators fear:
• Imperfection • Feelings
• Unknown • Finishing
• Success • Rejection
• Change • Mistakes
• Responsibility

Source: Emmett, 2000.

/ASCEWebinarTM 29

Tip D: Bring possible solutions

Your “boss”
Problem + one solution
You
Problem + one solution
Supervisee/member
of project team

/ASCEWebinarTM 30

10
 4/14/2011

Tip E: Use our best time

Morning Night
person? person?

/ASCEWebinarTM 31

Tip F:
Design
g
work
space

/ASCEWebinarTM 32

• Desk • Lighting
• Drawers • View
• Computer • Photos
• File cabinets • Memorabilia

/ASCEWebinarTM 33

11
 4/14/2011

Tip G: “Chain” ourselves until done

Task

Source: Wetmore, 2003

/ASCEWebinarTM 34

Then reward our self!

/ASCEWebinarTM 35

Group similar activities

Emailing Writing Telephoning

/ASCEWebinarTM
? 36

12
 4/14/2011

Tip H: Distinguish between

effectiveness and efficiency

Doing the right things well

!

D i th
Doing the right
i ht thi
things

Doing the wrong things

Doing the wrong things well!

/ASCEWebinarTM 37

Tip I: Create professional files

/ASCEWebinarTM 38

Tip J: Keep related in-process

materials together

/ASCEWebinarTM 39

13
 4/14/2011

Tip K: Meet only when necessary

Carefully plan,
conduct, and
follow-up
/ASCEWebinarTM 40

Tip L: Apply the

“20/80 rule”
• Our work typically OUTPUT:
involves input and INPUT:

output STUDYING GPA

MARKETING $ SALES

TRAINING 5 MILE
• S ki d off input,
Some kinds i t RUNNING
TIME
produce more output QUALITY
CONTROL
than others ETC.
ERRORS &
OMISSIONS
PREVENTED

ETC.
• 20/80 “rule:” 20%
of the input
generates 80% INPUT OUTPUT
of the output (GREATER
THAN INPUT)

/ASCEWebinarTM 41

Tip M: Break projects into parts

PROJECT

/ASCEWebinarTM 42

14
 4/14/2011

Create a
network
diagram Finish

Start

/ASCEWebinarTM 43

Tip N: Use discretionary time

wisely
“Boss” pushes Not
you here Urgent
Urgent

I
Important
t t

Not
Important

You want to
spend some
/ASCEWebinarTM 44 time here

Seek a mutually-beneficial
relationship by:
• Carefully selecting your “boss”
• Understanding his/her
responsibilities, style, and goals
• Understanding your responsibilities
• Sharing your goals
Source: Walesh, 2000, pp. 121-124
/ASCEWebinarTM 45

15
 4/14/2011

Tip O: Avoid telephone or email tag

Send a specific request

Set up a telephone meeting

Leave an intriguing message

/ASCEWebinarTM 46

Tip P: Delegate
Get help Why
Retain responsibility put off
until
Give up some authority tomorrow
Develop others what
someone else
Do not “dump” can do
Do not “order” today?

/ASCEWebinarTM 47

Tip Q:
Keep door
“closed” but
access open
/ASCEWebinarTM 48

16
 4/14/2011

Tip R: Write it down

Conversations

Meetings

Field
reconnaissance

Ideas
/ASCEWebinarTM 49

Tip S: Network

You
with
need

/ASCEWebinarTM 50

Tip T : Minimize
“toxic” situations
/ASCEWebinarTM 51

17
 4/14/2011

Take
one more look
into the mirror

/ASCEWebinarTM 52

Tip U: Use travel and waiting time

productively

Take Have
“projects” “tools”
/ASCEWebinarTM 53

Tip V: Meet with ourselves

Plan Reflect
/ASCEWebinarTM 54

18
 4/14/2011

Tip W: Log our time

Urgent Not
Urgent

May Important
N t
Not
reveal getting
here often

Not
Important

/ASCEWebinarTM 55

Tip X: Adopt a holistic philosophy

Remember those roles!

/ASCEWebinarTM 56

Tip Y: Guarantee small successes

/ASCEWebinarTM 57

19
 4/14/2011

Tip Z: Goof Off!

/ASCEWebinarTM 58

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 59

Won’t do How to stop?

Receive magazines Cancel
I don’t read
Attend meetings of Resign
organizations that
are no longer
mutually beneficial
Make the same Reflect
mistake twice
/ASCEWebinarTM 60

20
 4/14/2011

Do everything Delegate/
myself subcontract

Seek perfection Meet

requirements

Check email Do email twice

frequently per day

/ASCEWebinarTM 61

Apply
the
“won’t do”
list
to your
organization

Source: Adapted from

Ragan, 2004.
/ASCEWebinarTM 62

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 63

21
 4/14/2011

Adopt one system

System
• Hard copy or we select
electronic

• Key: Commit to
use the tool

Self-discipline in
using the system
/ASCEWebinarTM 64

TOPICS
INTRODUCTION

ROLES AND GOALS FIRST

TIME MANAGEMENT ABC’S

WON’T DO LIST

A TIME MANAGEMENT SYSTEM

RECAP

/ASCEWebinarTM 65

Identify balanced roles Other

Professional roles

Formulate SMART goals

TM as the great equalizer

Apply TM tips

/ASCEWebinarTM 66

22
 4/14/2011

Create a “won’t do” list

System
X
we select

Select and diligently use

one time
ti managementt system
t

Self-discipline
in using the
system

ACT!
/ASCEWebinarTM 67

stuwalesh@comcast.net

/ASCEWebinarTM 68

APPENDIX A: RESOURCES

Note: Listed here are sources cited earlier plus additional

materials for individual and group study. If you know of a
useful resource that should be included, please let me know.

Some images in this handout are used through licensing

agreements with iStockphoto.com and BigStockPhoto.com.

Thank you,
St Walesh
Stu W l h
stuwalesh@comcast.net

/ASCEWebinarTM 69

23
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Books and Articles

Alessandra, T. 2004. “Procrastination,” Dr. T’s Timely Tips,
(e-newsletter). August 18.

Alessandra, T. 2006. “Learn to Say No,” Dr. T’s Timely Tips, (e-
newsletter). December 31.

Allen, D. 2001. Getting Things Done: The Art of Stress-Free

Productivity Penguin Books,
Productivity, Books New York
York, NY
NY.

Anderson, M. 2007. You Can’t Send a Duck to Eagle School, Simple

Truths, Naperville, IL.

Ariely, D. 2010. The Upside of Irrationality: The Unexpected Benefits

of Defying Logic at Work and at Home, Harper Collins, New York, NY.

/ASCEWebinarTM 70

Bliss, E. C. 1983. Doing It Now; A Twelve-Step Program for Curing

Procrastination and Achieving Your Goals, Bantam Books, New York,
NY. (Presents an in-depth, still-applicable approach to dealing with
procrastination. If procrastination is your problem, don’t put off
consulting this book!)

Brown, T. L. 1986. “Time to Diversify Your Life Portfolio?,” Industry

Week, November 10, p. 3.

Connellan, T. 2011. The 1% Solution for Work and Life, Peak

Performance Press, Chelsea, MI.

Covey, S. R. 1990. The 7 Habits of Highly Effective People, Simon &

Schuster, New York, NY.

Dychtwald, K. 2009. With Purpose: Going from Success to

Significance is Work and Life, Harper Collins, New York, NY.

/ASCEWebinarTM 71

Emmett, R. 2000. The Procrastinator’s Handbook: Mastering the

Art of Doing It Now, Walker & Company, New York, NY. (Suggests
setting kitchen type timer to X minutes and working on a specific
task until it rings.)

Engstrom, T. W. and R. A. Mackenzie, 1967. Managing Your Time,

Zondervan Books, Grand Rapids, MI. (Presenter’s note: This is the
first time management book I read. It still is my favorite because it
stresses practicing stewardship with the time given to us.)

Grugal, R. 2003. “The Big Dream Weaver,” Investors Business

Daily, October 28. (Note: IBD “spent years analyzing leaders and
successful people in all walks of life. Most have 10 traits that, when
combined, can turn dreams into reality.” Success secret 2 is:
“Decide upon your true dreams and goals. Write down your
specific goals and develop a plan to reach them.”)

/ASCEWebinarTM 72

24
 4/14/2011

Handy, C. 1998. The Hungry Spirit: Beyond Capitalism: A Question

for Purpose in the Modern World, Broadway Books, New York, NY.

Jackson, M. 2008. Distracted: The Erosion of Attention and the

Coming Dark Age, Promethus, Amherst, NY. (Watch and listen to
Maggie Jackson’s interview at www.maggie-jackson.com)

Mackenzie, A. 1990. The Time Trap, American Management

Association, New York, NY.

Pattison, K. 2008. “Worker, Interrupted: The Cost of Task

Switching,” Fast Company.com, July 28, 2008. (Claims that about
half of the interruptions experienced by a U.S. office workers in
high tech companies are self-interruptions, that is, “jumping” from
task to task. Found that “about 82% of all interrupted work is
resumed the same day… it takes an average of 23 minutes and 15
seconds to get back to the task.” Basis for reported results:
shadowed individuals for 3.5 days.)

/ASCEWebinarTM 73

Ragan Communications. 2004. “Learn to Respect Employees’ Time

and You’ll Increase Productivity,” Leading for Results, Chicago, IL.

Robinson, J. 2010. “E-mail Is Making You Stupid,” Entrepreneur,

March, pp. 60-63.

Sales and Marketing Digest. 1988. “Making the Most of Precious

Time,” October.

Sanborn, M. 2006. You Don’t Need a Title to Be a Leader, Currency

Doubleday, New York, NY.

Tice, L. 2008. “A Life Strategy,” Winners Circle Network, an e-

newsletter, February 5. (Advocates a “life strategy” which is defined
as a “flexible, large-scale umbrella under which your plans can take
shape.” This is another way of looking at the roles-goals suggestion
offered in this webinar.)

/ASCEWebinarTM 74

Trapani, G. 2010. “Work Smart: Avoid Office Distractions With Time

Blocking,” http://www.fastcompany.com/node/1575314/print, March
9.

Tucker, C. 2009. “The Oracle of Organization,” American Way,

January 1. (Summarizes a brief interview with David Allen, author of
Making It All Work, Viking.)

Walesh, S. G., 2000. Engineering Your Future: The Non-Technical

Side of Professional Practice in Engineering and Other Technical
Fields, Chapter 2, “Management of Self,” ASCE Press, Reston, VA.

Walesh, S. G. 2004. Managing and Leading: 52 Lessons Learned for

Engineers, ASCE Press, Reston, VA.

• Lesson 2: “Roles – Then Goals”

• Lesson 3: “Smart Goals”
• Lesson 33: “Delegation: Why Put Off Until Tomorrow What
Someone Else Can Do Today?”
/ASCEWebinarTM 75

25
 4/14/2011

Wetmore, D. 1999. “The Paper Blizzard,” Productivity Institute,

Stratford, CT. (Offers three tips on what to do with the “blizzard of
paperwork:” Delegate it, do it, or schedule it.)

Wetmore, D. 1999. “How to Plug the Big Hole in your Day,”

Productivity Institute, Stratford, CT. (The “Big Hole” is interruptions.
Suggests logging for a week to determine demanding interruptions
and then trying to reduce them.)

W t
Wetmore, D.
D 2003
2003a. “Interrupt
“I t ! ” Timely
t IInterruptions!,”
t ti Ti l Time
Ti
Management Tips. (e-newsletter), March 12.

Wetmore, D. 2003b. “Time Tip – Chain Yourself,” Timely Time

Management Tips. (e-newsletter), October 28.

Wetmore, D. 2004. “Procrastination Pointers,” Timely Time

Management Tips. (e-newsletter), July 15.

/ASCEWebinarTM 76

Wetmore, D. 2006. “Top Four Time Management Issues,” Time Tip. (e-
newsletter), January 17. (States that “Probably 50% of your personal
productivity has to do with effective relationships with other people.”)

Zaslove, M. O. 2004. The Successful Physician: A Productivity

Handbook for Practitioners, Jones and Bartlett Publishers, Sudany,
MA. (This book is included to remind us that concern with and ideas
about time management are shared across many professions.
Personal productivity suggestions offered in the book include the
importance
p of professional
p goals
g (p.38),
(p ), paying
p y g yourself
y first (p.46),
(p ),
buying a huge wastebasket (p. 80), blocking (p.95), chipping (p.96),
and the hemorrhoid system of filing (p.108).)

/ASCEWebinarTM 77

E-Newsletter
“Winners Circle Daily Email” is provided free by the Pacific
Institute. The Institute and the e-newsletter “reinforce the concepts
of investments in excellence such as managing change, setting and
achieving goals, leading more effectively, and thinking in ways that
create success.” To subscribe, go to
www.pacificinstitute.co.uk/pages/productsWinnersCircle. (6/10)

/ASCEWebinarTM 78

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 4/14/2011

Websites
“Helping You Engineer Your Future”
(http://www.HelpingYouEngineerYourFuture.com) offers ideas and
information to help individuals and organizations improve their project
management communication knowledge and skills. Provides links to
online resources and summarizes news and events. (4/11)

“Mind Tools : Essential Skills for an Excellent Career,”

http://www.mindtools.com. Free time management and related tips
and access to a time management bookstore. (4/11)

“The Productivity Institute,” http://www.balancetime.com/

articles_online.php. Offers dozens of free articles about or related to
time management. (4/11)

“Top Achievement,” http://www.topachievement.com/ is the website

of the company Top Achievement. Provides many free goal-related
articles, various on-line discussion groups, and access to a quote of
the day service. (4/11)

/ASCEWebinarTM 79

APPENDIX B: PRESENTER

Dr. Stuart G. Walesh, PE provides management, engineering,

education/training, and marketing services. He draws on more than 40 years
of engineering, education, and management experience in the government
and private sectors to help individuals and organizations engineer their
futures. Walesh has functioned as a project manager, department head,
discipline manager, marketer, professor, and dean of an engineering college.

Representative clients: include ASCE; Boston Society of Civil Engineers;

BSA Life Structures; Castilla La Mancha University; CDM; Clark Dietz;
Daimler Chrysler; DLZ; Earth Tech; Harris County (TX) Flood Control District;
Hinshaw & Culbertson; Indiana Department of Natural Resources; Indiana
Department
p of Transportation/Purdue
p University;
y; J. F. New;; Leggette,
gg ,
Brashears & Graham; Midwest Geosciences Group; MSA Professional
Services; PBS&J; Town of Pendleton, IN; Pennoni Associates; Taylor
Associates; City of Valparaiso, IN; University of Wisconsin Engineering
Professional Development; and Wright Water Engineers.

Walesh authored Urban Surface Water Management (Wiley, 1989),

Engineering Your Future (ASCE, 2000), Flying Solo: How to Start an
Individual Practitioner Consulting Business (Hannah Publishing, 2000),
Managing and Leading: 52 Lessons Learned for Engineers (ASCE, 2004), and
Managing and Leading: 44 Lessons Learned for Pharmacists (ASHP, 2008,
co-authored with Paul Bush, Pharm.D). Walesh is author or co-author

/ASCEWebinarTM 80

of over 200 publications and presentations and has facilitated or presented

over 200 workshops, seminars, webinars, and meetings throughout the U.S.

Walesh is a member of ASCE’s Committee on Academic Prerequisites for

Professional Practice, was Special Issues Editor for ASCE’s Committee on
Publications, and chaired several national committees. In 1995, he received
the Public Service Award from the Consulting Engineers of Indiana; in 1998,
the Distinguished Service Citation from the College of Engineering at the
University of Wisconsin; in 2003, the Excellence in Civil Engineering
Education Leadership Award presented by ASCE; in 2004, he was elected an
Honorary Member of ASCE; in 2005, he was elected a Diplomate of the
American Academy of Water Resource Engineers; in 2007, he was named
Engineer of the Year by the Indiana Society of Professional Engineers and
received
i d a Distinguished
i i i h dSService
i AAwardd ffrom the
h NNational
i lS
Society
i off
Professional Engineers; in 2008, he received the William H. Wisely American
Civil Engineer Award from ASCE for leadership in promoting engineering as
a profession; in 2009, he received the George K. Wadlin Distinguished
Service Award from the Civil Engineering Division of the American Society
for Engineering Education; and, in 2010, he was named a Fellow Member of
the National Society of Professional Engineers.
Address: 3006 Towne Commons Drive, Valparaiso, IN 46385-2979,
Tel: 219-464-1704
Fax: 219-464-2978
Email: stuwalesh@comcast.net
/ASCEWebinarTM 81

27
 4/14/2011

APPENDIX C: TIME MANAGEMENT ABC’s

Note: This is a list of the 26 time management tips presented in

the webinar. This list was requested by webinar participants and
may be useful as a post-webinar tool.

A. Define roles, set goals, and determine action items

B. Plan each day

C. Act immediately and constructively

D. Bring possible solutions

E. Use our best time

F. Design work space

G. “Chain” ourselves until done and “group” our activities

/ASCEWebinarTM 82

H. Distinguish between effectiveness and efficiency

I. Create professional files

J. Keep related in-process materials together

K. Meet only when necessary

L. Apply the “20/80 rule”

M. Break projects into parts

N. Use discretionary time wisely

O. Avoid telephone or email tag

P. Delegate

/ASCEWebinarTM 83

Q. Keep door “closed” but access open

R. Write it down

S. Network

T. Minimize “toxic” situations

U. Use travel and waiting time productively

V. Meet with ourselves

W. Log our time

X. Adopt a holistic philosophy

Y. Guarantee small successes

Z. Goof off!
/ASCEWebinarTM 84

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 4/14/2011

APPENDIX D: SAYING NO

Know when to say no

…it conflicts with your values

…it repeatedly bails someone out

…it reflects your excessive desire

to please

/ASCEWebinarTM 85

…it does not “play” to your strengths

…it means boss-imposed overload

…it is during your “off” time

Source: Based, in part, on Alessandra, 2006 and Mackenzie,

1990, p. 91f, p. 123f
/ASCEWebinarTM 86

A “just say no” process

Listen
Say no
Give reason(s)
Suggest alternatives
Source: Mackenzie, 1990, p. 125
/ASCEWebinarTM 87

29