Its Time for Time Management

Agenda Introduction Introduction Benefits Time Management Benefits Time Management Time Management & Stress Time Management & Stress Self Assessment Self Assessment Discuss Results Discuss Results Time Suckers & Workable Solutions Time Suckers & Workable Solutions Controlling Monster Controlling Monster Energizers & Exhausters Energizers & Exhausters Learning Styles Learning Styles Time Log Time Log Wrap-up/Questions? Wrap-up/Questions?

Questions to Ask Yourself… Do you feel overwhelmed in your daily life at work, at home or both? Do you feel overwhelmed in your daily life at work, at home or both? Does your day fly by and at the end of it feel you have not completed anything? Does your day fly by and at the end of it feel you have not completed anything? Would you like more time for you? Would you like more time for you? If you answered yes to any of these, than this presentation is for you.

Benefits of Effective Time Management Better prepared Better prepared Eliminate wasting of time Eliminate wasting of time Track project progress Track project progress Ensures long term projects are not being forgotten Ensures long term projects are not being forgotten More time for you More time for you

Time Management & Stress Common Workplace Stress- Too much to do, not enough time.

Stress- “Body’s normal, automatic response to change in our lives. This may be positive, negative or imagined.”

Stress Adaptation System 1. Alarm-1 st stage 2. Resistence-2 nd stage 3. Exhaustion-3 rd stage 1. Adrenaline “Fight or Flight” response. 2. Body begins to adapt/cope. Over time, resources drained. 3. Resources depleted. Unable to maintain normal function. Stress has taken over. Illness/distress enter.

Why are Americans SO stressed? “ There is a shifting balance between work and leisure time, a phenomenon of late twentieth-century life that has produced increasing stress on the individual, the family, and society as a whole. “ There is a shifting balance between work and leisure time, a phenomenon of late twentieth-century life that has produced increasing stress on the individual, the family, and society as a whole. -Juliet Schor, The Overworked American, (1991) Past 20 yrs. time Americans spend at work has risen steadily. Past 20 yrs. time Americans spend at work has risen steadily. Americans reported-only 16.5 hrs. leisure time/week. Americans reported-only 16.5 hrs. leisure time/week.

Self Assessment Exercises 1. What did you learn about yourself that you may not have realized before? 2. What will you change or improve upon in your life?

What is the most productive day of the week?

Tuesday!!! (According to recent survey conducted by Robert Half International, Tuesday came in at 57%, followed by Monday at only 12%.)

Time Sucker #1 Interruptions

Workable Solutions Consider closing your door during times of intense deadlines. Consider closing your door during times of intense deadlines. Avoid vortexes in your workplace. Avoid vortexes in your workplace. Switch up your work environment if possible. Switch up your work environment if possible. Allow time for interruptions. Allow time for interruptions.

Time Sucker #2 No Motivation Blahhhhh…..

Motivation= “An internal desire or need to want or do something no matter what others think, do or say, or what circumstances may arise.”

Workable Solutions Do work that inspires YOU! Do work that inspires YOU! Work at your “right” time. Work at your “right” time. Leave your desk. Leave your desk. Take a vacation. Take a vacation. Reward yourself. Reward yourself.

Time Sucker #3 Procrastinate much?

Do any of these sound familiar? “Its okay if this is late, no one else will be on time.” “Its okay if this is late, no one else will be on time.” “I work best under pressure.” “I work best under pressure.” “I cannot start this presentation until I know exactly how I want it to play out.” “I cannot start this presentation until I know exactly how I want it to play out.” “One more day won’t make a big difference, I’ll do this in the AM.” “One more day won’t make a big difference, I’ll do this in the AM.”

Workable Solutions Break a large project into small pieces and BEGIN chewing on one. Break a large project into small pieces and BEGIN chewing on one. Do the worst part first. Do the worst part first. Realize it does NOT have to be perfect. Realize it does NOT have to be perfect. Use deadlines. Use deadlines.

Time Sucker #4 Disorganization

Get Organized Begin your day by gathering your thoughts & goals. Begin your day by gathering your thoughts & goals. Make a “To Do” list. Make a “To Do” list. Have a plan. Have a plan. Prioritize! Prioritize! Review and reprioritize your plan. Review and reprioritize your plan. End your day by clearing your space. End your day by clearing your space.

Time Sucker #5 Trying to do TOO MUCH!

Workable Solutions Delegate! Delegate! Just say “NO” Just say “NO” Realize you are 1 person and CANNOT do it all! Realize you are 1 person and CANNOT do it all! Do not have the illusion that squeezing more into your schedule will make you happier. Do not have the illusion that squeezing more into your schedule will make you happier.

Time Sucker #6 Too much information. Period.

Communication & Technology Does your gmail inbox contain over 1,000 s? Does your gmail inbox contain over 1,000 s? Do you have more than 1 address? More than 5? Do you have more than 1 address? More than 5? Are you on Myspace, Facebook and several other social networking sites? Are you on Myspace, Facebook and several other social networking sites? Do you have 2 work lines, a personal cell, a work cell, home phone and Skype? Do you have 2 work lines, a personal cell, a work cell, home phone and Skype?

Workable Solution Simplify. Simplify. Simplify. (The importance of this cannot be overstated)

Ways to Simplify at Work… Get rid of unnecessary clutter by clearing finished items off your desk. Get rid of unnecessary clutter by clearing finished items off your desk. DEVELOP, USE & MAINTAIN an organization system that works for you! DEVELOP, USE & MAINTAIN an organization system that works for you!

- - A Blessing or a Curse?

Controlling Your ! Forward all s to one address that works best for you. Forward all s to one address that works best for you. Delete junk mail immediently. Delete junk mail immediently. Look at once and then organize it. Look at once and then organize it. Flag critical items. Flag critical items. Reply promptly. Reply promptly. Consider the person(s) on the other end. Consider the person(s) on the other end. Forwarding Forwards. Forwarding Forwards.

Your Energy Where does it come from?!?! Work with your ENERGIZERS! Work with your ENERGIZERS! Avoid your EXHAUSTERS! Avoid your EXHAUSTERS!

Examples ENERGIZERS Monsoons, cool weather, the fall Monsoons, cool weather, the fall Late AM work, PM work Late AM work, PM work Time alone Time alone Varied workday/ Varied workday/workweekEXHAUSTERS “Too structured” of a day “Too structured” of a day Early AM work Early AM work Heat Heat Lethargy- inactivity Lethargy- inactivity

What is Your Learning Style? Auditory-25-30% population Auditory-25-30% population Visual-50-65% “ Visual-50-65% “ Kinestetic-10-20% “ Kinestetic-10-20% “

Time Saving Tips for Auditory Learners Consider hand held tape recorder as reminders/taking notes. Consider hand held tape recorder as reminders/taking notes. Keep sounds around you pleasant. Keep sounds around you pleasant. Study out loud. Study out loud. Sing important information in a tune. Sing important information in a tune.

Time Saving Tips for Visual Learners Use post-it notes in bright colors to remember Use post-it notes in bright colors to remember Highlight Highlight Make lists-don’t go overboard! Make lists-don’t go overboard! Color code Color code Keep workspace free of clutter Keep workspace free of clutter Handle paper work only once! Handle paper work only once! Use a planner Use a planner

Time Saving Tips for Kinestetic Learners Perform a task to learn instead of being shown how to do it. Perform a task to learn instead of being shown how to do it. Create graphs/drawings to help you learn. Create graphs/drawings to help you learn. Use vibrating timer for time management. Use vibrating timer for time management. Volunteer to be the subject for demonstrations. Volunteer to be the subject for demonstrations. Link habits together so you are getting 2x as much done during that time. Link habits together so you are getting 2x as much done during that time.

Are You Utilizing Your Time Wisely? Conduct a “time log” for one week to see how you are spending your time. Conduct a “time log” for one week to see how you are spending your time. Your results may surprise you. Your results may surprise you.

Managing Your Time Takes Practice.