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Five Styles of Time Management
Behaviours that Project Managers
Need to Know
Francis Wade
Framework Consulting
Caribbean “Time
Management”
• Anthony Hylton case
Your New Team…
Who Are
These
People?
A Wide Variation in Your Team
Members’ Time Management Skills
• “Confirming” a meeting
PM’s - Not
Taught to
Assess Time
Management
Skills
Not Your Dream Project
You
PMP
CAMP PgMP
PMI-RMP
OPM3
From…
Being a
Hapless
Victim
To… Having a
Strategy to
Mitigate Risk
and Shape
Behaviour
1. Learn How to Analyze
Behaviour
2. Use Informal and
Formal Methods
3. Develop a Strategy
Team Member:
Generic Gerry
Gerry’s Time
Management Profile
• he doesn’t have a time
management problem
• better than average
• smartphone and tablet
...
Exercise:
What Do You Really
Want to Know about
Gerry?
A Matter of Character?
• Habits
• Practices
• Behaviour
• Laziness
• Commitment
• Motivation
• Smart-ness
• Discipline
• C...
We Need a
New
Definition!
Time cannot
be managed
What does get managed is…
A time demand is an
internal, individual
commitment to
complete an action in
the future.
Time Demands
(responsibility)
vs.
(victim)
How Do You Evaluate Time
Management Performance?
1. Learn How to Analyze
Behaviour
2. Use Informal and
Formal Methods
3. Develop a Strategy
2 choices
Informal Formal
Methods
How Lean is Their Inbox? Zero?
Informal
Multi-Tasking
• BBC graphic or a video clip?
Informal
Checklist
 Inbox Health
 Multitasking Habits
 What are Some Other
Items?
Informal
Informal
Claessen’s 5 Styles
Quiz:
1. What’s their rank order?
2. What’s their frequency?
Informal
1.
2.
3. 4.
5.
Style 1
Style 2
Style 3
Style 4
Style 5
Exercise 1: Rank Order them in terms
of productivity – lowest first
5.
Pause here to complete Exercise #1
Low to High Rank
2
5
4
1
3
Exercise 2: Rank Order them in terms
of frequency – lowest first
5.
Pause here to complete Exercise #2
Frequency
31%
17%
13%
17%
23%
Exercise: What is your strategy?
2 choices
Informal Formal
A Bad OptionFormal
A Better Option
1. Individual self-
assessment
2. Personal Targets
3. Realistic Plan
4. Support from a
Line-Manager and/or...
A Sample Profile
Current Distribution – Jamaica /
Trinidad
99%
1%
0% 0%
Developing Your Strategy
Given the most recent data, what should you
do?
http://wp.me/PeenO-HR
NewHabits-NewGoals 43
Capturing
Emptying
Acting Now
Storing
Listing
Scheduling
Tossing
NewHabits-NewGoals 44
Capturing
Wally
White
NewHabits-NewGoals 1d 45
NewHabits-NewGoals 1d 46
Greta
Green
NewHabits-NewGoals 47
Component #1 - Capturing
Novices /
White Belts
Rely on memory, random bits of paper. May use
many In...
48
1. Learn How to Analyze
Behaviour
2. Use Informal and
Formal Methods
3. Develop a Strategy
Capturing __% __% __% __%
White Yellow Orange Green
What’s Your Estimate of How
Capturing Skills Are Distributed?
The Answer
Capturing 8% 40% 38% 9%
White Yellow Orange Green
A Team of White Belts in Capturing!
What should you do?





With Your Partner - 1
• What are the
behaviours you are
likely to see on the
project if you have a
team of White Belts
in ...
With Your Partner - 2
What can you do to mitigate the risk if you have
a team of White Belts in Capturing?
You don’t
need to be in
the dark –
with only gut
feelings to rely
on
Summary
Insight via Assessment Tools
Mitigate
Aggressively
Succeed!
At the 2015 PMI Conference
Live Access
We will be
analyzing
the data
in real
time.
Paper
presented
at the
2013
PMISCC
Conference
To Receive Further Inform
63
Minnie Mouse minnie@disney.com
John Smith-Ramlogan john@tstt.net
To win a free
scholarship to...
Five Styles of Time Management Behaviours that Project Managers Need to Know
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Five Styles of Time Management Behaviours that Project Managers Need to Know

In this presentation, I share five styles of completing deliverables that project managers need to know. They make a huge difference in knowing what to expect from project team members - giving the project manager time to adjust accordingly.

This is a technical talk I gave to a PMISCC chapter meeting in Couva, Trinidad and Tobago.

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Five Styles of Time Management Behaviours that Project Managers Need to Know

  1. 1. Five Styles of Time Management Behaviours that Project Managers Need to Know Francis Wade Framework Consulting
  2. 2. Caribbean “Time Management” • Anthony Hylton case
  3. 3. Your New Team…
  4. 4. Who Are These People?
  5. 5. A Wide Variation in Your Team Members’ Time Management Skills • “Confirming” a meeting
  6. 6. PM’s - Not Taught to Assess Time Management Skills
  7. 7. Not Your Dream Project You PMP CAMP PgMP PMI-RMP OPM3
  8. 8. From… Being a Hapless Victim
  9. 9. To… Having a Strategy to Mitigate Risk and Shape Behaviour
  10. 10. 1. Learn How to Analyze Behaviour 2. Use Informal and Formal Methods 3. Develop a Strategy
  11. 11. Team Member: Generic Gerry
  12. 12. Gerry’s Time Management Profile • he doesn’t have a time management problem • better than average • smartphone and tablet • taught himself everything he knows about time management • read a few books but they didn’t help
  13. 13. Exercise: What Do You Really Want to Know about Gerry?
  14. 14. A Matter of Character? • Habits • Practices • Behaviour • Laziness • Commitment • Motivation • Smart-ness • Discipline • Culture • Nationality • Race, etc. 14 vs.
  15. 15. We Need a New Definition! Time cannot be managed
  16. 16. What does get managed is… A time demand is an internal, individual commitment to complete an action in the future.
  17. 17. Time Demands (responsibility) vs. (victim)
  18. 18. How Do You Evaluate Time Management Performance?
  19. 19. 1. Learn How to Analyze Behaviour 2. Use Informal and Formal Methods 3. Develop a Strategy
  20. 20. 2 choices Informal Formal Methods
  21. 21. How Lean is Their Inbox? Zero? Informal
  22. 22. Multi-Tasking • BBC graphic or a video clip? Informal
  23. 23. Checklist  Inbox Health  Multitasking Habits  What are Some Other Items? Informal Informal
  24. 24. Claessen’s 5 Styles Quiz: 1. What’s their rank order? 2. What’s their frequency? Informal 1. 2. 3. 4. 5.
  25. 25. Style 1
  26. 26. Style 2
  27. 27. Style 3
  28. 28. Style 4
  29. 29. Style 5
  30. 30. Exercise 1: Rank Order them in terms of productivity – lowest first 5.
  31. 31. Pause here to complete Exercise #1
  32. 32. Low to High Rank 2 5 4 1 3
  33. 33. Exercise 2: Rank Order them in terms of frequency – lowest first 5.
  34. 34. Pause here to complete Exercise #2
  35. 35. Frequency 31% 17% 13% 17% 23%
  36. 36. Exercise: What is your strategy?
  37. 37. 2 choices Informal Formal
  38. 38. A Bad OptionFormal
  39. 39. A Better Option 1. Individual self- assessment 2. Personal Targets 3. Realistic Plan 4. Support from a Line-Manager and/or Project Manager Formal
  40. 40. A Sample Profile
  41. 41. Current Distribution – Jamaica / Trinidad 99% 1% 0% 0%
  42. 42. Developing Your Strategy Given the most recent data, what should you do? http://wp.me/PeenO-HR
  43. 43. NewHabits-NewGoals 43 Capturing Emptying Acting Now Storing Listing Scheduling Tossing
  44. 44. NewHabits-NewGoals 44 Capturing
  45. 45. Wally White NewHabits-NewGoals 1d 45
  46. 46. NewHabits-NewGoals 1d 46 Greta Green
  47. 47. NewHabits-NewGoals 47 Component #1 - Capturing Novices / White Belts Rely on memory, random bits of paper. May use many Inboxes / Voice mailboxes Yellow Belts Orange Belts Green Belts Never rely on memory, and use reliable capture points all the time. A manual capture point is always available, and the number is kept to a minimum. A backup capture point is used in emergencies. Are you using your memory? Do you have many or few capture points?
  48. 48. 48
  49. 49. 1. Learn How to Analyze Behaviour 2. Use Informal and Formal Methods 3. Develop a Strategy
  50. 50. Capturing __% __% __% __% White Yellow Orange Green What’s Your Estimate of How Capturing Skills Are Distributed?
  51. 51. The Answer Capturing 8% 40% 38% 9% White Yellow Orange Green
  52. 52. A Team of White Belts in Capturing! What should you do?     
  53. 53. With Your Partner - 1 • What are the behaviours you are likely to see on the project if you have a team of White Belts in Capturing? • What adverse impact could that have on the end-result?
  54. 54. With Your Partner - 2 What can you do to mitigate the risk if you have a team of White Belts in Capturing?
  55. 55. You don’t need to be in the dark – with only gut feelings to rely on Summary
  56. 56. Insight via Assessment Tools
  57. 57. Mitigate Aggressively
  58. 58. Succeed!
  59. 59. At the 2015 PMI Conference Live Access We will be analyzing the data in real time.
  60. 60. Paper presented at the 2013 PMISCC Conference
  61. 61. To Receive Further Inform 63 Minnie Mouse minnie@disney.com John Smith-Ramlogan john@tstt.net To win a free scholarship to NewHabits on July 2nd or a copy of my book: 1. To receive info add your name 2. Drop Your Card

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