This is a one hour webinar course offered by the Florida LTAP Center to assist Public officials in more effectively managing their time and work.

1. Time Management for Infrastructure
Professionals
Charles R. (Chas) Jordan, M.P.A., P.W.E., F.M.P., ENV SP
President / Principal – Radiant Training & Consulting, LLC
Florida LTAP Center

2. Time – The Changing Point

3. About Me – What do I know?
• Consultant / Traveling Rep
• Have a family with a 8 Year Old Stepdaughter
• Officer of the APWA Florida Chapter, Committee Member of the
local Branch and National Leadership & Management Committee
• Officer or Committee Chair for five other organizations
• I travel just about every month for work or personal reasons
• Completed by Masters Degree in one Year
• Received Certifications in Facilities Management, Public Works, and
LEED
• I still work a normal 40 hour work week (sometimes 50) and get
ample sleep per night
• Have not been diagnosed with High Blood Pressure..... Yet.

4. So what do you need to know?
1. How to manage life with less stress?
2. How do I fit all of my work into 40 hours a
week?
3. How do I get ahead?
4. If I can't get ahead, how do I at least get
current?

5. l 52 Weeks
l 260 Days
l 2,080 Hours
l 124,800 Minutes
l 7,488,000 Seconds
l At least...officially
How much
work time
do we
have?

6. l Based on a person getting two
days of leave (generally) per two
week pay period.
l 46.8 Weeks
l 234 Days
l 1,872 Hours
l 112,320 Minutes
l 6,739,200 Seconds
How much
work time
do we
really
have?

7. We all have the same
amount of time
• What are you going to do with it?
• Do you get the most out of it?
• Are you allocating it well?
• How do you allocate it?

8. Who has one of
these?
This Photo by Unknown Author is
licensed under CC BY-SA
This Photo by Unknown
Author is licensed under CC
BY-ND
This Photo by Unknown Author is
licensed under CC BY-SA

9. Don’t be fooled by the calendar.
There are only as many days in
the year as you make use of.
One man gets only a week’s
value out of a year while
another man gets a full year’s
value out of a week.
- Charles Richards

10. Time
Management
Beyond the
Calendar
The Radiant
OPPIM Method
Optimization
Prioritization
Planning
Implementation
Maximization

11. Organization
Workspace
• Time searching for Files
• Time Cleaning and Re-filing
• Time finding things on your desk or
in your vehicle?

12. Organization
Calendar
• Do you use the computer busy
system?
• Meeting Time – Length, Duration,
and Agenda
• Adequate Time per Project

13. Organization
Electronic
• How many emails do you have in
your inbox?
• How many are unread?
• How many are read and you need to
keep?

14. Can someone walk into
your office and find
something if YOU are
not there?

15. Prioritization
Value
• Is this task important?
• Does it's completion benefit you?
• Does it's completion benefit your
customers?
• Does it's completion benefit your
superiors?

16. Prioritization
Urgency
• When is the task due?
• Do you have control over the time
frame?
• Emergency or Necessity?

17. Prioritization means
determining the
importance of a tasks
value and it's urgency.

18. 1st Priority -
High
Importance
/ High
Urgency
2nd Priority
- High
Importance
/ Low
Urgency
3rd Priority
- Low
Importance
/ High
Urgency
4th Priority
- Low
Importance
/ Low
Urgency

19. 3rd Priority
- Low
Importance
/ High
Urgency
4th Priority
- Low
Importance
/ Low
Urgency
What is the root cause? Can we mitigate
this issue in the future (mitigation of the
issue would be high importance)
Do we even need to be doing this?
Are we distracted??

20. Planning
Calendar
• Do you know how to use one?
• Is is accurate? Is it consolidated?
• Do you give access to coworkers
or clerical staff?

21. Planning
Project Management
• Scheduling of Project Milestones
Into Time Schedule
Scheduling “Work Time”
Setting and Keeping Meetings

22. Implementation
Follow Through
The hardest way to manage time is to
get a reputation that you will not
commit and complete.

23. Implementation
Budget Time Appropriately
A good manager budgets everything,
not only their funds, but all resources,
including people, equipment AND time.

24. Now...
Let’s Maximize!

25. Why do you
“Maximize” a
Computer
Window?

26. Maximization
With the time we have, how do we get
the most out of it?
• Order of Work
• Pre-Planning
• Appropriate Delegation
• Scheduling
• Budgeting

27. Maximization
Order of Work
• Using the Prioritization method of Importance
and Urgency

28. Maximization
Pre-Planning
• Using the Calendar
• Budgeting Time lie Money
• Knowing your Restraints First

29. Maximization
Appropriate Delegation
• Know when to say when
• Who do you have that you can assign?
• Are you the best person to be doing this task?
• Use the Resources available to you (especially
the Human)

30. Maximization
Scheduling
• Computer Calendars
• Group / Team Calendars
• Project Timelines
• Resource Schedules

31. Maximization
Budgeting
• A minute of time should be used as specifically
as a dollar
• Plan Lead / Lags
• Prepare a Time Budget with a Financial Budget
• Document when Changes need to occur

32. Knowing the Waste
Procrastination
• ”I'll get to it later”
• “I have other deadlines”
• “I have all the time in the world”
• Can be prevented by scheduling, budgeted and
pre-planning
• Use prioritization

33. Knowing the Waste
Procrastination
• ”I'll get to it later”
• “I have other deadlines”
• “I have all the time in the world”
• Can be prevented by scheduling, budgeted and
pre-planning
• Use prioritization

34. Knowing the Waste
Pointless Meetings
• Staff Meetings with no Communication
• All Staff Meetings should Communication
Expectations and Deliverables
• Project Meetings with no Agendas
• Committees with no Charge
• “Committees” should have a purpose and be
sun-setted when the purpose is fulfilled

36. Takeaways for Today
1. Prioritize through value
2. Limit the BS
3. Plan for an outcome, not for tradition
4. Use a Calendar! Learn the Computer
System
5. Find something to focus on
6. Remind yourself that everyone has the
same amount of time you do

37. Questions / Comments?
www.radiant-consulting.com