Assignment 2

[Tony]

What strategies do you use to manage your time effectively?
Every morning I find what I need to accomplish and prioritize what most important. Then I get with my crew and find out what they need to get done for the day. I like to write everything down in a notebook I carry with me at all times. I can add to or check them off at anytime and don't have to try to remember if there's something I could have done. This also allows me to check my book when we're out to see if there's something we can complete while we're out and not have to make a special trip.

What are some of your biggest obstacles to managing your time effectively?
One of my biggest obstacles is family, if seems like someone always needs something. So I have to stop what I'm doing and help someone else, then get my train of thought back and go back to my original task. Sometimes I find myself stuck on one project and start a new one, before I know it I have several projects started and nothing finished. So then I have to go back and reset my priorities and what needs to be accomplished first.

What can you do to remove some of these obstacles?
I started letting my crew help with things I'm working on. This often counts the time I need to spend on it in half and allows me to work on other things. I not starting other projects while working on something else. I constantly check my book to see where I'm at and what I still need to do.

I completely agree with you notebook idea.  I had the same concept and it worked well.  I continue to use similar ways.
I run into the mode of making everyone happy.  Starting something but putting off other things.  It ends up stressing me out, and becomes a list instead of tasks.
Having the crew assist does help tremendously.  It doesn't have to come across as a demand, but rather could you help me with this.  That seems to come across better.

[Tony]

What strategies do you use to manage your time effectively?
I use a combination of my calendar and a note pad (to do list).  I check the daily requirements for myself and other's calendars and then write on paper any duties needing completed for that day. Once they are completed I can scratch them of my to do list.

What are some of the biggest obstacles to managing your time effectively ?
Having to deal with the unexpected (at work, runs), once a plan in in place.  Flexibility is the key word for time management in the fire service.

What can you do to remove some of theses obstacles?
Delegation is a great tool to use.  This gets the whole team involved and accomplishes the tasks.

Notepads work well, and so does having the email in hand to show the crew.  that gives them the idea that you want them involved and are including them in the daily tasks
Yep runs, and inspections, and the occasional visitor has a lot of impact. 
I think that the crew enjoys to help anyway they can.  It gives them a since of entitlement and a team atmosphere is created

[blykins]

What strategies do you use to manage your time effectively? 
Over the years I have found pocket calendar and not pad have been best way for me to stay organized during the day.  This allows me to look at what needs done and check off what has been done.

What are some of your biggest obstacles to you managing your time effectively?
Helping others with their projects and not continuing to work on my projects.  This happens at home just like it happens at work.  Need to make my morning routine more consistent, makes me feel more productive when my days start the same. 

What can you do to remove some of these obstacles?
Learn to achieve my daily objectives along with helping others.  Beginning my morning with a consistent routine at work and at home will help me not waste valuable time.  Writing daily plans and goals on a pocket sized not pad would be more beneficial than just writing them on an 8.5x11 note pad. 

[brian.petry]

What strategies do you use to manage your time effectively?
I believe I use the quadrant list to manage my time. I do find myself the older I get placing many more things in the discard quadrant though. I also use the calendar on my phone to manage appointments while not at work, when at work I use Microsoft outlook to schedule appointments and plan my day according to what is already planned to occur here. Not to mention assuring that we have time to accomplish the tasks that need to occur at our station and for the employees at the station.
What are some of your biggest obstacles to you managing your time effectively?
This depends on whether I am at home or work. While at work I think we do a fair job at managing our time here at the station. Of course if it wasn’t for those pesky emergency calls we would be able to schedule down to the minute right? Sometimes the communication of plans changing is an obstacle in managing our time. One of the biggest obstacles for me is to manage the appointments of others and making them mesh with appointments that I have to attend.
What can you do to remove some of these obstacles?
The best way to avoid any obstacle is with open honest communication. For me it will work better if we are speaking of facts only, not trying to make someone feel all warm and fuzzy about why I can’t make an appointment. Also, having timely communications will avoid some obstacles, because we will be ahead of the game assure that our schedules are as up to date as possible.

[jscottCCFD]

What strategies do you use to manage your time effectively?
- I utilize a "to do" list on paper every morning that details the items that must be accomplished during the shift.  The list contains items that are already loaded in my outlook calendar.  I utilize my outlook calendar for long range planning, and review the outlook calendar each shift to determine what gets placed on a daily "to do" list.  Then I determine what needs completed based either on priority or deadline demands.  I also ensure to carry over items to the "to do" list that were not completed from the previous shift.   

What are some of your biggest obstacles to managing your time effectively?
- One of the biggest obstacles in managing my time is related to the consistent interruptions while trying to accomplish a certain task.  The interruptions could be for emergency calls or handling a personnel matter like handling priority items such as a call off or on duty injury.  I find that a lot of time is lost trying to get back on track or even remembering to complete a given task after the interruption.  Staying organized and task oriented throughout constant interruptions is challenging. 

What can you do to remove some of these obstacles?
- Removing interruptions is not an option in this line of work.  Our business is rarely pre-planned.  Calls are going to happen and managing personnel and schedules will be unpredictable at times.  What can be done is to set reminders and keep track of where work is left off so that resuming work on a given task is seamless and thus leading to a reduction in time wasted.  Keeping a list of tasks, priorities, and deadlines is key in staying organized in a profession where interruptions are imminent. 

[jlogsdon]

What strategies do you use to manage your time effectively?

     I currently use 2 calendars, outlook calendar on my work computer and my calendar on my iPhone. I use these calendars in combination with notes i keep on my iPhone to organize and prioritize a to-do list.

What are some of your biggest obstacles to managing your time effectively?

     The biggest obstacle I have is the fact that I don't have a dedicated work space or computer. Another obstacle is unplanned items that may occur during a work day.

What can you do to remove some of these obstacles?

     Some obstacles cannot be removed, they just need to be expected. Allot extra time for items when possible and don't procrastinate. I think sticking to a daily routine (as much as possible) helps things flow easier.

[klalich]

Like most others I have an E-calendar I use.  I have set times I check my email.  I usually check first thing in the morning and right before 17:00.  I try to take breaks because I will find thoughts drifting to a different subject.  I will try to tackle my more important tasks before lunch in case other things come up that take priority.

The big issue I have is eliminating distractions.  Working in the watch office at 21s it is easy to get involved in conversation or helping coworkers with their projects.  It’s also easy once you’re distracted to fall completely off task.  I often have more than one task going on at once.  I struggle with keeping things organized.  I have found myself looking for information or notes in a giant stack of papers that I had piled up from multiple projects.

 I will often time put in headphones and turned on music.  I find it useful to be able to have the back ground noise and not get drawn into other activities in the watch office. I like the quadrant system and will definitely use this to help prioritize tasks in the future.  I will have to be more disciplined in staying organized.

[brian.petry]

What strategies do I use to manage my time? When riding up I like to check my Microsoft calendar and email first thing in the morning. I also like to communicate with the Battalion and find out what he wants done for the day. Once I have a list established I then begin to prioritize the tasks by time sensitivity. After the time sensitive tasks are complete I help manage the crews to complete any other tasks needed and then we can work on individuals tasks.

Some of the obstacle I face is trying to stay on task when unexpected items pop up. Keeping up with emails and daily activities is hard to keep track of some days when there is a lot going on. I need to work on staying focused on the important tasks and then keeping a list of items to be done later. Once their is time in the day I could work on the less important tasks. Another distraction is just finding myself getting involved in conversations for long periods of time that are not important.

When working with time management I need to remember to stay on task and keep organized with time frames by using lists and keeping distractions from people and other devices while at work.

Ross,
Using prioritization is an excellent way to manage your time and that of the crew. Definitely keeping what the Battalion wants the company to get accomplished for the day is important as well.

If sometimes find the email and task schedule difficult to keep up with somedays, but what I find myself doing more now is allowing time in the morning, afternoon, and evening for email review. Just reviewing the email is one thing obviously respond to the ones that require a timely response, but put the others off giving yourself time to formulate a response and not place any stress on yourself by trying to keep up with all the emails.

Again, I find it easier to prioritize the emails, those that require an immediate response to those that can wait till I time to formulate a response, some emails we need to take our time in responding to so the response is appropriate and well thought out.
Brian P.

[lsargent.21]

What strategies do you use to manage your time effectively?
     I use notebooks and e-calendars, like many others here, to help organize my days and manage competing priorities.

What are some of your biggest obstacles to managing your time effectively?
    One obstacle I have with time management is the tendency to prioritize tasks by my level of enjoyment in them as opposed to their level of importance.  By placing the emphasis on doing what I enjoy or am good at I can leave important tasks to complete at the last minute.

What can you do to remove some of these obstacles?
     Using the quadrant time management system would help to prioritize tasks by urgency and importance.

[twilson21]

What strategies do you use to manage your time effectively?
I have struggled with this my whole adult life.  I have tried many ways to curb this without success.  Recently I talked to a mentor about this problem and he gave me some great advice as well as some good ideas to manage my time more effectively.  I have always made lists for myself.  I would create a list of all tasks to be completed.  What I found was it was very cumbersome.  Now what I find useful is to create separate lists comprised of long term, short term and daily goals to be completed.  I write these down in a notebook as well as use a an app on my phone.  I refer to my paper list constantly and cross out task as I complete them.  I use the app as a backup and to give me notifications for deadlines.  This approach has helped me with managing my time.         

What are some of your biggest obstacles to you managing your time effectively?
1)Distractions are a time killer.  Whether its work or home life getting sidetracked takes away from accomplishing my goals.

2)I have issues on prioritizing goals.  I can find myself tackling goals that are the easiest first.   
 
What can you do to remove some of these obstacles?
1)Like the article states taking breaks during work helps with this.  Use those breaks for checking email, texts, TV etc...then go back to work.

2)Sticking to my lists that I have created will help with accomplishing the goals that need to be completed first.     

[jprass]

What strategies do you use to manage your time effectively? 

I rely on my Outlook calendar to keep me on track with projects and deadlines.
I include deadlines and pertinent information in the comment sections of the appointment that I can refer to easily.

What are some of your biggest obstacles to you managing your time effectively? 

I get distracted and tend to handle issues as they present themselves.  I try to prioritize the smaller items that need repaired and plan more for the larger projects.
I also rely on the skills and effectiveness of people outside of the organization who may not share the values and work ethics of our organization.  This can be an obstacle to getting things done in a timely manner.

What can you do to remove some of these obstacles? 

Well everything is important to someone and some things are important to everyone.
I try to fix the things that effect the most people first.
Checking references and going on reliable referrals of outside contractors helps to reduce the riff-raff.

[nullj.21]

What strategies do you use to manage your time effectively? 
I try to do easier tasks/assignments as soon as i receive them.
Harder task/assignments i begin to work on and attack immediately also but realize these will take more time and need more management.


What are some of your biggest obstacles to you managing your time effectively? 
Some obstacles are personal life aspects such as family, kids, other jobs, hobbies.
Sometimes not having all the information needed is a major obstacle.  This lack of information could be the result of others working on something with you and not completing their part, or it could be information that you need to gather and act upon.


What can you do to remove some of these obstacles?
Most obstacles cannot be removed but instead managed or lower priority put on them.
Obstacles that involve other people or waiting for other people to complete there responsibilities is not managed as easy but can be decreased by open communication with the other person.

[brian.petry]

What strategies do you use to manage your time effectively? 
I try to do easier tasks/assignments as soon as i receive them.
Harder task/assignments i begin to work on and attack immediately also but realize these will take more time and need more management.

I like this approach of taking care of the easier things as they are assigned, and planning out other tasks that need some thought and several moving pieces.


What are some of your biggest obstacles to you managing your time effectively? 
Some obstacles are personal life aspects such as family, kids, other jobs, hobbies.
Sometimes not having all the information needed is a major obstacle.  This lack of information could be the result of others working on something with you and not completing their part, or it could be information that you need to gather and act upon.

I find my self asking more questions when receiving assignments to assure I know what the expected outcome is, so that I have the most information that I can get. Also, gathering as much information about the project as possible and developing a implementation plan.


What can you do to remove some of these obstacles?
Most obstacles cannot be removed but instead managed or lower priority put on them.
Obstacles that involve other people or waiting for other people to complete there responsibilities is not managed as easy but can be decreased by open communication with the other person.

You have a very good point that communication is the key to getting things accomplished in a timely manner especially when dealing with people. The people that you deal with must know what your expectation and that you have conveyed the importance of this project regarding being a high or low priority.

[LCarman]

What strategies do you use to manage your time effectively?
  I always begin my day by looking at my calendar to see what appointments I have scheduled for the day. I deal with a lot of different customers through-out the day and the only way I can stay on task is placing these dates and times on my calendar. I try to answer emails as they come in if not I will answer these the next day. I also will send my self emails reminders so I don't forget things.

What are some of the biggest obstacles to you managing your time effectively?
  I receive a lot of phone calls and emails from customers everyday and they all seem to need something done ASAP. I always try to accommodate these request but sometimes I just have to say sorry not today. Sometimes I let my self  get distracted by all of these request that that I have to remind my self to stay focused and stay on task. 

What can you do to remove some of these obstacles?
 I have to remind my self to stay on task. I'm always looking at me calendar so I don't forget something that I have scheduled.

[Ron Bell]

What strategies do you use to manage your time effectively? I use my Microsoft calendar to help keep track of events and items I need to accomplish. I also send myself emails as reminders to do things. Often times, I will have a thought enter my head that reminds me "hey don't forget you need to do this thing". I send my self an email reminder to do it or make a plan for it. This allows me to put it out of my mind and get back to time with he family. I also recently learned about an email management system that helps to sort the things I need to do. This allows me to keep track of things that are ongoing projects.

What are some of your biggest obstacles to you managing your time effectively? One obstacle is email. It just comes in all day and constantly reminds me of other things I need to do. Even though, I have found a better way to manage them, it still interrupts my thought process. I think I need to schedule times to deal with email and not worry about them until it is the appropriate time. 

What can you do to remove some of these obstacles? As I stated above, I think I will need to schedule time for emails rather than dealing with them as they are received. I also think that more daily exercise with help to improve my thought process and energy to deal with them.

Lt. Buehler, As many people have mentioned in this assignment, the interruptions in our business are plentiful and unavoidable. Your approach to setting time aside to reply is a good option with emails. Emails do not have a high urgency. That does not mean that no reply is acceptable either. I believe I will also schedule time to reply in the future.