Managing Your Time Presented by Katherine Ward

Time Dimension of change Medium used to accomplish goals Your most precious resource

Time Management Guidelines to structure time Efficiency

Getting Started Establish goals Establish goals Set priorities Set priorities Develop a plan Develop a plan

Establishing Goals Achievable Measurable Time-limited Written Flexible

Take a Moment… Long-Range Goals to Interim Goals Long-range goal: Long-range goal: 2-year goal: 2-year goal: 1-year goal: 1-year goal: 6-month goal: 6-month goal: This week: This week: Today: Today:

Set Priorities Things that are important Things that are important Prioritize goals Prioritize goals Stick to priorities Stick to priorities But remember that sometimes priorities may change.

Develop a Plan of Action Use daily time log Use daily time log Outline how to achieve goal Outline how to achieve goal Establish a deadline Establish a deadline Don’t use planning as an excuse to avoid getting started Don’t use planning as an excuse to avoid getting started

Log Daily Time Log Name: Date: Daily Goals: Deadline: (1)__________________ ________ (2)__________________ ________ (3)__________________ ________ Priority: 1 -Important &Urgent; 2 -Important or Urgent; 3 -Routine Detail; 4 -Trivial Time Activity Time Used Priority Comment/Disposition ___ _______ _____ ____ ______________

Time at the Office Timewasters Meetings Meetings Telephone Telephone Interruptions Interruptions Idle time Idle time Disorganization Disorganization

Office Meetings Organize before Organize before Prepare agenda Prepare agenda Ask for input before the meeting, then add it to the agenda Who is invited Who is invited Follow agenda Follow agenda Provide minutes Provide minutes No unnecessary meetings No unnecessary meetings

Telephone Calls Organize your thoughts in advance Organize your thoughts in advance Get to the point; limit conversation Get to the point; limit conversation Organize calls by priority Organize calls by priority Keep a written record with salient details Keep a written record with salient details

Interruptions Avoid them Avoid them Be unavailable Hold all telephone calls Hold all telephone calls Close your door Close your door Handle drop-in visitors Handle drop-in visitors

Productive time Turn idle time into productive time Turn idle time into productive time A planned mental health moment can cut down on unproductive idle time Planning saves execution time Planning saves execution time Make next day’s plan at end of day Make next day’s plan at end of day Not planning wastes time Not planning wastes time If you don’t plan how to spend your time, you are planning to waste time. Planning invests time Planning invests time

Personal Action Plan Rank timewasters 1-15 Rank timewasters 1-15 Identify top 3 Identify top 3 Eliminate top 3 timewasters in 3 weeks Eliminate top 3 timewasters in 3 weeks Eliminate next 3 in following 3 weeks Eliminate next 3 in following 3 weeks 4 months = 15 timewasters 4 months = 15 timewasters

Organizing Tips Evaluate your office Evaluate your office Manage time Manage time Get rid of paper pileup Get rid of paper pileup Allow daily organizing time Allow daily organizing time Establish a place for everything, and a routine for everything Establish a place for everything, and a routine for everything

Deadlines Avoid overlapping deadlines, if possible Deadline Crisis Deadline Crisis Extend the deadline Extend the deadline Admit fault Admit fault Negotiate new deadline Negotiate new deadline

12 Tips Use lists Use lists Maintain a calendar Maintain a calendar Set goals Set goals Build relationships Build relationships Do worst first Do worst first Eliminate timewasters Eliminate timewasters Take control Take control Organize Organize Useright equipment Useright equipment Say “No” Say “No” Delegate Delegate Just do it Just do it

Resources Getting Things Done. Kristine C. Brewer. Getting Things Done. Kristine C. Brewer. National Press Publications, Inc National Press Publications, Inc Investing Time for Maximum Return. Melody Investing Time for Maximum Return. Melody Mackenzie & Dr. Alec Mackenzie. Mackenzie & Dr. Alec Mackenzie. American Media Publishing American Media Publishing