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Basic Time Management Principles Adjust your attitude Be organized Follow a routine Write down your goals Be selective Prioritize Give yourself extra time.

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Presentation on theme: "Basic Time Management Principles Adjust your attitude Be organized Follow a routine Write down your goals Be selective Prioritize Give yourself extra time."— Presentation transcript:

1 Basic Time Management Principles Adjust your attitude Be organized Follow a routine Write down your goals Be selective Prioritize Give yourself extra time Track what you do Schedule downtime Find shortcuts

2 Adjust your attitude Being busy is not something that life does to us – we do it to ourselves. Some things are beyond our control, but many things are not. Being busy is not something that life does to us – we do it to ourselves. Some things are beyond our control, but many things are not.

3 Be organized Have a place for everything and put things away as soon as you are done using them. Have a place for everything and put things away as soon as you are done using them. Put items that are oft-used in a more accessible location and file everything else away. Put items that are oft-used in a more accessible location and file everything else away. Be ruthless about throwing things away if they are no longer needed. Clutter is a big time-waster. Be ruthless about throwing things away if they are no longer needed. Clutter is a big time-waster.

4 Follow a routine Make a daily, weekly, monthly, quarterly and annual routine and follow it. Make a daily, weekly, monthly, quarterly and annual routine and follow it. Routines help you make sure you dont forget to do things. Routines help you make sure you dont forget to do things. Be proactive - stagger periodic tasks so they dont overwhelm you all at once. Be proactive - stagger periodic tasks so they dont overwhelm you all at once. Make checklists of oft-repeated tasks, so you dont have to think about them. Make checklists of oft-repeated tasks, so you dont have to think about them. Routines are good for your mental and physical well-being. Routines are good for your mental and physical well-being.

5 Write down your goals List specific goals like buying a house, obtaining a certain job, paying off debts, finishing a big project, etc. Include specific dates. List specific goals like buying a house, obtaining a certain job, paying off debts, finishing a big project, etc. Include specific dates. List general goals like spending lots of time with family, having a fulfilling career, being healthy or contributing something to society. List general goals like spending lots of time with family, having a fulfilling career, being healthy or contributing something to society. Write your goals down and refer back to them often – keeping them fresh in your mind will help you to avoid time-wasting distractions and later regret. Write your goals down and refer back to them often – keeping them fresh in your mind will help you to avoid time-wasting distractions and later regret.

6 Be selective Make a mental list of criteria for accepting a new task and if something doesnt fit your criteria, say no. Make a mental list of criteria for accepting a new task and if something doesnt fit your criteria, say no. Dont try to please everyone, or you may end up pleasing no one. Dont try to please everyone, or you may end up pleasing no one. Try to get people to answer their own questions. Try to get people to answer their own questions. Ask people what their timeline is and how crucial their needs are – dont just assume that every new request is an emergency. Ask people what their timeline is and how crucial their needs are – dont just assume that every new request is an emergency. Remember that not everything is your responsibility - dont be afraid to delegate. Remember that not everything is your responsibility - dont be afraid to delegate.

7 Prioritize Once you have a list of things to do, schedule them according to their importance. Once you have a list of things to do, schedule them according to their importance. Sometimes it may make sense to do a bunch of small tasks first, to clear your mind for a bigger task. Sometimes it may make sense to do a bunch of small tasks first, to clear your mind for a bigger task. Other times you may have to just ignore the small stuff to get the big projects done. Other times you may have to just ignore the small stuff to get the big projects done. If you are more alert at certain times of the day, do harder tasks then and save the more menial stuff for another time. If you are more alert at certain times of the day, do harder tasks then and save the more menial stuff for another time.

8 Give yourself extra time Allow for the unexpected. If it takes 15 minutes to get to work, give yourself 30. Allow for the unexpected. If it takes 15 minutes to get to work, give yourself 30. Be prepared - check the weather forecast ahead of time so that youll know if you need more time to get to work. Be prepared - check the weather forecast ahead of time so that youll know if you need more time to get to work. For time-critical things like catching a plane, give yourself lots of extra time. The cost of being an hour early is much less than the cost of being even a second too late. For time-critical things like catching a plane, give yourself lots of extra time. The cost of being an hour early is much less than the cost of being even a second too late.

9 Track what you do Keep a detailed log on occasion to see how you are really spending your time. Keep a detailed log on occasion to see how you are really spending your time. Write a daily journal to help yourself remember why you made certain decisions or how you fixed something. Dont reinvent the wheel. Write a daily journal to help yourself remember why you made certain decisions or how you fixed something. Dont reinvent the wheel. Evaluate yourself on a regular basis to make sure that the way you are prioritizing tasks is in line with your goals. Evaluate yourself on a regular basis to make sure that the way you are prioritizing tasks is in line with your goals.

10 Schedule downtime If you dont make time for downtime, you may either never get it or end up sacrificing something you shouldnt because youre going crazy. If you dont make time for downtime, you may either never get it or end up sacrificing something you shouldnt because youre going crazy. Schedule specific times to spend with family or friends on a regular basis, and keep the appointment. Schedule specific times to spend with family or friends on a regular basis, and keep the appointment. Dont sacrifice downtime for work – your work will end up suffering in the long run. Dont sacrifice downtime for work – your work will end up suffering in the long run.

11 Find shortcuts For the super-busy person: Learn to speed-read. Learn to speed-read. Take notes in shorthand. Take notes in shorthand. Take reading materials or note cards with you everywhere - you can read them on the bus, while waiting in line at the bank, etc. Take reading materials or note cards with you everywhere - you can read them on the bus, while waiting in line at the bank, etc. Dont do things at the same time or in the same place as everyone else. Dont do things at the same time or in the same place as everyone else. Batch related tasks – save up several errands that are in the same part of town and do them at the same time. Batch related tasks – save up several errands that are in the same part of town and do them at the same time. Learn the flow and schedules of people and places around you, and adapt yourself to them. Learn the flow and schedules of people and places around you, and adapt yourself to them.


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