Managing Your Time: Maximizing Your Potential Presented by Jeff Becker LCSW-C, CEAP MCPS Employee Assistance Program

MCPS Employee Assistance Program Short term counseling, assessment and referral Short term counseling, assessment and referral Cost Cost Eligibility Eligibility Problem types Problem types Referrals (self, supervisor and other) Referrals (self, supervisor and other) Confidentiality/records Confidentiality/records Other services: workshops, crisis response, newsletter, access point to mediation Other services: workshops, crisis response, newsletter, access point to mediation Times/location Times/location

Workshop Goals Workshop Goals Analyze your present use of time Analyze your present use of time Identify barriers to effective time management Identify barriers to effective time management Examine priorities, values and their relationship to managing time Examine priorities, values and their relationship to managing time Learn effective methods for improved time management Learn effective methods for improved time management

Networking Activity

For each conversation, please give your name, position, work location – plus anything else you want to share. Talk about the most recent thing you procrastinated about. Why did you procrastinate? Talk about the most recent thing you procrastinated about. Why did you procrastinate? Are you a perfectionist or know someone who is? Describe the perfectionist behaviors? Are you a perfectionist or know someone who is? Describe the perfectionist behaviors? Do cultural differences in regards to time management impact your work? How? Do cultural differences in regards to time management impact your work? How? Do you tend to be on time, early or late? Does it matter? Do you tend to be on time, early or late? Does it matter?

What Do We Do With Our Lives Spend Spend 27 years sleeping 27 years sleeping 3.3 years eating 3.3 years eating 5 months waiting at traffic lights 5 months waiting at traffic lights 8 months opening unwanted mail 8 months opening unwanted mail 1 year looking for misplaced objects 1 year looking for misplaced objects 2 years attempting to return phone calls 2 years attempting to return phone calls 4 years doing housework 4 years doing housework 5 years waiting in lines 5 years waiting in lines 13.8 years working 13.8 years working Watching TV (% of leisure time: males-39%, females 37%) Watching TV (% of leisure time: males-39%, females 37%)

Fill out your to-do lists! (No more than 8 items – can include tasks from both work and home.)

What are your biggest time management challenges?

Best Strategy: Tell Your Neighbor!

Time Management Strategies Put 80% of effort into top 20% of responsibilities Put 80% of effort into top 20% of responsibilities Avoid perfectionism/procrastination Avoid perfectionism/procrastination Structuring/organizing usual and occasional tasks Structuring/organizing usual and occasional tasks Learn to say “no” to unreasonable requests Learn to say “no” to unreasonable requests Organize/schedule activities on the basis of your priorities Organize/schedule activities on the basis of your priorities

80/20 or Pareto Principle Sorting the critical few from the trivial many Sorting the critical few from the trivial many What are the 2-3 most important things you do? What are the 2-3 most important things you do? Vilfredo Pareto

Procrastination Putting off what needs to be done in a way that results in consequences Putting off what needs to be done in a way that results in consequences Causes? Causes? What to do: What to do: Recognize it – how do you know? Recognize it – how do you know? Address why you’re putting it off (unpleasant? difficult?) Address why you’re putting it off (unpleasant? difficult?) Get over it! (create a reward; think about the consequences; have someone check on you; break into smaller units) Get over it! (create a reward; think about the consequences; have someone check on you; break into smaller units)

Inspiration: “If you can dream it, you can do it” Walt Disney Disneyland was built in 366 days, from ground-breaking to first day open to the public. Disneyland was built in 366 days, from ground-breaking to first day open to the public.

Perfectionism When is it a problem? When is it a problem? Why is it done? Why is it done? A form of procrastination; to avoid criticism/rejection; inability to sort priorities A form of procrastination; to avoid criticism/rejection; inability to sort priorities What to do: What to do: What’s the standard? Is it OK not to get an “A”? What else could you be doing? What’s the standard? Is it OK not to get an “A”? What else could you be doing?

Structuring and Organizing Usual and Occasional Tasks “Systems are better than brains” “Systems are better than brains” Cooking shows Cooking shows What are some repetitive tasks? What are some repetitive tasks? Student work; Parent meetings; The classroom; Print and non-print materials; Lesson plans, etc. Student work; Parent meetings; The classroom; Print and non-print materials; Lesson plans, etc.

Saying No – Setting Limits Why is it hard to say “no”? Why is it hard to say “no”? Don’t catch the ball! Think before you respond. Don’t catch the ball! Think before you respond. If you are sure you need to say “no”, say it sooner than later. If you are sure you need to say “no”, say it sooner than later. How should one say no? How should one say no? Create alternatives if possible. Can you do part of the request ? Create alternatives if possible. Can you do part of the request ?

Cutting Things Short “I’m in the middle of something now…” “I’m in the middle of something now…” Start with “I only have 5 minutes” – you can always extend this Start with “I only have 5 minutes” – you can always extend this Stand up, stroll to the door, complement, thank, shake hands Stand up, stroll to the door, complement, thank, shake hands Clock-watching; on wall behind them Clock-watching; on wall behind them

Getting Organized (Clock vs. compass) First Generation Tools: (reminders) First Generation Tools: (reminders) To-do lists To-do lists Checklists Checklists Rubrics Rubrics Telephone memo books Telephone memo books Second Generation Tools (planning and preparation) Second Generation Tools (planning and preparation) Calendars Calendars Day planners Day planners Databases (PDA’s, etc.) Databases (PDA’s, etc.) Third Generation (planning, prioritizing and controlling) Third Generation (planning, prioritizing and controlling)

Values and Priorities

Values Accomplishment Accomplishment Travel Travel Peace of mind Peace of mind Security Security Good health Good health Financial security Financial security Family Family Spirituality Spirituality Altruism Altruism Friendship Friendship Longevity Longevity Free time Free time

“Happiness comes when activities align with values, not from one’s ability to control things and be efficient”. Stephen Covey

Prioritizing (Covey Model) Urgent Not Urgent Important Not Important III IIIIV

I. Urgent and Important Crisis Crisis Pressing problem Pressing problem Deadline driven projects Deadline driven projects Preparation for imminent events Preparation for imminent events

II. Important /Not Urgent Preparation for future events Preparation for future events Values clarification Values clarification Increasing personal skills and growth Increasing personal skills and growth Relationship building Relationship building Healthy recreation Healthy recreation Anticipate and prevent problems Anticipate and prevent problems

III. Not Important/Appears Urgent Interruptions to planned work time Interruptions to planned work time Some meetings Some meetings Other people’s priorities and expectations Other people’s priorities and expectations

IV. Not Urgent/Not Important Trivia and busywork Trivia and busywork Junk mail Junk mail Some phone calls Some phone calls Escape activities Escape activities Time wasters Time wasters

The “Four Ps" of Effective Time Management 1. Planning. 2. Priorities. 3. Procrastination. 4. Perfectionism

…..and finally Learn To Say No Learn To Say No Take Care Of Yourself Take Care Of Yourself Focus On What You Have Control Over Focus On What You Have Control Over Practice Stress Management Techniques Practice Stress Management Techniques Know The EAP Is A Support For You Know The EAP Is A Support For You

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