Time Management. Objective To utilize the resources and information offered to enhance our time management skills so that we can be more productive and.

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Presentation transcript:

Time Management

Objective To utilize the resources and information offered to enhance our time management skills so that we can be more productive and efficient in our roles

Agenda What is Time Management? Benefits of Time Management What Can Make Time Management Challenging? Basic Principles of Effective Time Management Tips Time Management Resources

Activity Please write the definition of TIME MANAGEMENT

What is Time Management? Is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.

Increases productivity Increases performance Enhances organization Achieve goals quicker Accountability Teamwork Enhances customer service Less stress Benefits of Time Management

8 Messy/cluttered desk Cant find things Missed appointments, late appointments and/or unprepared for meetings Volunteer to do things other people should do Tired/unable to concentrate Signs of Time Wasting

Does this look like your desk?

Time Wasting Culprits Interruptions (telephone/in person) Inefficient delegation Extended breaks Cluttered work space Poorly run meetings Socializing on the job Miscommunication/lack of communication Poor planning

What Makes Time Management Challenging? Spontaneous tasks Unpredictable customer service needs Missed appointments Procrastination Distractions No specific To Do list What else?

Basic Principles of Effective of Time Management Build a Foundation Proper Preparation Prioritize Be Realistic Stay on Task Create Systems Delegation Teamwork Stay Balanced

Build a Foundation Focus on being both effective and efficient in your role Get motivated-what motivates you to achieve success? Know your strengths/areas for focus Schedule thinking/planning time each day Write down goals for the day/week/month

Proper Preparation Arrive early Prioritize your goals Get a planner/utilize Outlook Calendars Gather resources needed for the day Chose and maintain a positive attitude Proper. Preparation.Prevents. Poor.Performance!

15 Planning Failing to plan is planning to fail Plan your tasks for each day, each week, each month, each quarter You can always change your plan, but only once you have one!

Prioritize Create a prioritized to do list Access the value of the task Access the length of time the task will take to complete Be realistic about your bandwidth Be flexible Create efficient systems to manage time effectively

Be Realistic Dont over/under estimate time Make a list at the end of the day of what you would like to accomplish tomorrow Be flexible as priorities may change Give yourself obtainable deadlines Make smart decisions daily Make every minute count

Stay on Task Constantly re-prioritize Make good use of down time Schedule reminders in Outlook Dont react immediately Avoid over excess of breaks Get in the habit of setting time frames for tasks Dont waste time waiting Access progress of goals (Sonar 6/CSB)

Implement systems that assist you in reducing the amount of time you spend on a task Create systems that allow you to obtain the greatest value from a task Consistency look for ways to improve processes Use your time management resources Create Systems/ Processes

20 Avoiding Procrastination Create a detailed time line with specific deadlines Break your work into little steps Dont overcomplicate things Re-clarify goals

21 Delegation is not dumping You can accomplish a lot more with help… Grant authority with responsibility Treat your teammates well Focus on developing team member, not dumping tasks on them

Teamwork Define tasks that can be completed as a team Collaborate Delegate Have weekly team huddles Assist each other in accomplishing goals Teamwork divides the task and doubles the success.

Stay Balanced Accept personal responsibility for tasks Communicate effectively Maintain a positive attitude Manage stress Ask for help if needed Do your most important work(detailed) during the time of day you have the most energy and time Be consistent

Tips Take time to plan Start on important tasks immediately Create long term/short term to do lists Prioritize based on value/length of time to complete Reduce meeting times Learn how to say no Clarify your goals and achieve them Recognize signs of disorganization Be involved in better delegation Learn specific skills and tools to save you time Overcome stress and procrastination

Time Management Resources Top 10 of Time Management Prioritized To Do List Goal Planning Microsoft Outlook Time Log Time Manager

Quotes The key is in not spending time, but in investing it. Stephen R. Covey Believe that time is going to help you do what you want. - William Morris Hunt

Thank You!