Time Management Kathryn McFarlane 9.30 Welcome, facilities, fire orders. Kathryn McFarlane

Aims Identify your strengths and weaknesses in managing your time Practice techniques for making and using effective ‘to do’ lists Create an action plan for achieving success 9.35 We will be focusing particularly on planning – key part of the process which can determine success, failure, over work! Many useful books on project management in library, plus online. I will be asking you to think about a project you are involved in.

Managing yourself..... Time management – a key skill of successful people Rate your time management ability……

Analysing the questionnaire result Analyse your strengths and weaknesses through the scoring Which areas did you score low marks for? Highlight the areas and this will help you to identify areas where you can improve Reflect on your areas of strength and areas for improvement at the bottom of the page

When do you work best? Morning Afternoon Early evening Think about when you work best for 2 minutes. Jot down why you think you are more effective at that time that at the other times? Be aware of your body clock and work with it

Why Use a To-Do List? Set priorities Powerful method of organising yourself and reducing stress Frees your thinking up for ‘doing’ Puts you back in control Motivates you to achieve

Types of to do list Continuous – a continuous list allows you to add and delete tasks as they arise / as you complete them Daily/timed – gives your day more structure. This type of list will make effective use of your diary. Include appointments and tasks. Also acts as a record for you to refer back to in the future.

Outlook to do list Set up to do list in Outlook – assign tasks to dates You could also assign high, normal, or low priority to tasks Display the task list in priority order Put appointments in your calendar - this defines the time available for working on tasks When planning a day, simply drag the task you want to work on and drop it in the calendar at the time you want to work on it, and resize it to cover the appropriate period. Focus on how you can use calendar

Successful To-Do Lists Have an ongoing to-do list Have one list Choose a ‘type’ which suits you Don’t over-plan Leave some free time Get support where possible Don’t worry if you don’t finish your list Try grouping similar activities together

Prioritising your to do list A C Urgency D B Setting time for projects, but allowing time for one to ones with students Importance

The 80-20 rule

Activity Look at your own to-do list and apply the ABCD method of prioritisation Complete a timed/daily to-do list for your use during your next working day Think about scheduling of important activities to align to your own “body clock”

Proactive/Reactive? Reactive Proactive Leave some time for these Manage expectations Proactive Focus on these tasks Do them before they become urgent Planning is the key If you are proactive and plan tasks it is less likely that so many of them will become urgent Get the A1 habit! Decide what drives why you are there – is it the students or the projects?

Activity Note key action points How might you change your approach to time management? How can you learn more about this area? 12.10 16 February 2018

12.25