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Time Management. Characteristics Of Time Theres a finite amount of time. Its the same for everyone. Nobody has more than anyone else. – Non-renewable.

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Presentation on theme: "Time Management. Characteristics Of Time Theres a finite amount of time. Its the same for everyone. Nobody has more than anyone else. – Non-renewable."— Presentation transcript:

1 Time Management

2 Characteristics Of Time Theres a finite amount of time. Its the same for everyone. Nobody has more than anyone else. – Non-renewable resource – Cannot be replaced, saved, made up, or overspent Thus, time is either used or wasted.

3 How much is your time worth? – Time is money, right? – Wrong! Money is time. – You can always get more money – time is more valuable. How much is an hour worth to you?

4 Time management helps you work smarter, not harder. – Smart time management helps you get the right things done.

5 Four Steps In Time Management Planning Organizing Controlling (Keeping track of it) Evaluating

6 Planning Set goals (always time framed - deadlined). – Yearly – outcomes, projects, tasks, and improvement areas – Monthly updates – Weekly planning

7 Planning Remember the 80/20 rule: 80% of your results come from 20% of your activities. – Do not get distracted. Focus is critical to success. Plan for the full range of your job functions and activities to get the results youre expected to get. – Results are politically defined.

8 If youre unsure about what results are expected or about priorities, ask your boss. –I didnt have enough time is a cop out – youre blaming time, being a victim of time. – Dont be a victim, take responsibility for managing and controlling your time. According to bosss or teams priorities, not yours. – Take responsibility for results as the organization, boss, or team defines them. Take responsibility for being on time.

9 Self-Management People who are habitually late or constantly procrastinate: 1. Arrogant: Try to establish power consciously 2. Poor self-image: Try to establish power subconsciously 3. Unhealthy fear of failure 4. ADHD 5. Are you in denial about any of the above problems?

10 Self-Management Overcome these problems with self-discipline: – Time management and priority setting – Professional help (yes, a shrink) – Dont procrastinate on getting started or getting help in planning your time.

11 Planning Yearly goals Monthly updates Weekly planning

12 Planning Tools To-Do List Action folder Management folder Project folders Calendar

13 To-Do List Problems The longer, the worse – depressing. Unconscious, stupid tricks we play on ourselves: – Do lots of little things first to give ourselves achievement feedback. – Do the easiest things first. – Do the most fun things first.

14 To-Do List Solutions Scrub it every week to keep it short. Put a deadline on all items. Prioritize all items 1,2,3 (bosss or teams priorities). – Listen to boss or team carefully. Listen for stuff you dont want to hear. Dont listen defensively – its not personal criticism, its improvement advice

15 Weekly Planning Look at last weeks calendar for appointments, tasks, meetings, and stuff that needs to be carried over to the new week. Look at what you have scheduled for the upcoming week. Synthesize.

16 Daily Planning Daily plans are most useful if you have sovereignty over your time. – Often not necessary for routine daily tasks. Set a time for your daily planning (first thing in the a.m. is usually best). Look at your email, then delete, refer, or act on it.

17 Daily Planning – Delete as much email as possible Unsubscribe to emails you dont need. – Refer – Forward emails to appropriate people for action. – Act – Respond immediately if it takes less than two minutes.

18 Daily Scheduling Tips Be tough on yourself – do the hardest, nastiest things first. Save the easiest, most fun for last in the day – look forward to them. On every activity, ask how is this helping me achieve my goals? Prioritize 1, 2, 3. You shouldnt be doing 4s and 5s – You distract yourself.

19 Daily Scheduling Tips Break big jobs into smaller chunks and work uninterrupted: – Close your email program and browser. – Shut down your smartphone. – No email, texts, Facebook, or Twitter during chunking. – Each chunk completed builds momentum.

20 Dont attempt too much. Make yourself feel like a winner. Allow for interruptions. If youre a manager or team leader, leave one-quarter of your time unscheduled. – If youre not a manager, leave one-eighth unscheduled.

21 Daily Scheduling Tips Set a time limit on each appointment or meeting. If you add something during the day, drop something. Set a time for call-backs. – Best time for call-backs is when assistants arent around before 9:00 A.M. or after 5:30 P.M. (No- Screening Time).

22 Working Your Plan The number-one time management rule: – Do one task until its finished. We interrupt ourselves (email notifications, texting, Facebook). – Focus intensely – Champion athletes know the value of focused concentration.

23 Follow-Up Conduct a desk check at the end of the day. – No random piles of stuff have organized piles – No Post-Its all over the place – What color is your desktop? If you dont know or cant see your desktop, youre not well organized.

24 Organize Your Desk and Computer Use a headset if youre on the phone a lot so you can write stuff down. Work space uncluttered – Clutter is distracting. Write everything down. – How you are most comfortable – typing or writing

25 Organize Written Communications Analyze repetition: use forms, templates. Analyze correspondence. – Have separate files and templates for emails and paragraphs you write often.

26 Organize Everyones Time Use no-interrupt hours. Use quiet hours.

27 Manage Your Boss Get specific instructions. Get agreement on priorities. Expand autonomy parameters – gain trust.

28 Evaluating Time logs (every six months) – Time logs must be accurate. – Analyze logs carefully and identify the biggest time wasters: Overextended lunch and coffee breaks Extended, unproductive phone conversations Inconsequential personal discussions, texts, Facebook, etc.

29 Evaluating Look at your time log and ask these questions: –Am I doing the right things? –Could I have done things in less detail? –What kind of interruptions? How long did it take me to recover? –How long were my conversations? –Did I say no often enough? Set up no systems.

30 Remember, youre the one who makes yourself unhappy with unreasonable expectations and disorganization. – Create a time-management system that is right for you. Trial and error Get organized and smell the flowers – lower stress.

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