How to-manage-your-time by Tittle

Ako si JUAN DELA CRUZ!

Kaya nakongmanghinguto…Kaya sad

nakong mag-

babye sa akong

uyab…

Kaya sad nakong

tamakan ang amigas…

While singing:

“All at Once”!

In life, you can’t do everything

all at once…

that is why you need to know…

HOW TOMANAGEYOUR TIME!Lord Vincent Van N. Mendoza

Associate Editor, LAYÀG

University of Southeastern Philippines

July 27, 2014

SEMIN

AR INPUT

ON

en.gravatar.com/iamvinchy

“To every thing there is a season, and a time to every purpose under heaven…”

O B J E C T I V E S:At this talk you will learn to:• clarify your goals and achieve them;• handle people and projects that waste your time;• be involved in better delegation;• work more efficiently with others;• learn specific skills and tools to save you time;• overcome stress and procrastination.

O U T L I N E• Mythological Background of “time”• Definition of Time Management• Importance of Time Management• Three (3) Skills involved in Effective Time

Management• How is your Time Management?• Goal Setting• 10 Strategies for Better Time Management• Let’s test that out!• Conclusion

Mythological Background of Time

• KRONOS (or Cronus) was the Titan god of time and the ages, especially the time when regarded as destructive and all-devouring.

What makes time important?

Much like money, time is both valuable and limited:it must be protected, used wisely, and budgeted(Chapman & Rupured, 2008).

“Remember that time is money.”

(Ben Franklin, 1748)

How you use that time depends on skills learned through self analysis, planning, evaluation, and self-control (Chapman & Rupured, 2008).

The term Time Management is a misnomer.

“Time management is a vehicle that can carry you from wherever you are to wherever you want to go.”

— Brian Tracey

Three (3) Skills involved in Effective Time Management

• Prioritization • Scheduling • Execution

How is your time management?Instructions: For each statement, pick from among the

choices that best describes you. Please answer questions as you actually are

(rather than how you think you should be), and don't worry if some questions seem to score in the 'wrong direction'.

When you are finished, we shall calculate the total of your score.

“If you can dream it, you can do it.”

— Walt Disney

GOAL SETTING

Knowing that you have achieved goals gives you a sense of accomplishments.

Reward yourself!

Locke & Latham Goal Setting Theory

In 1990, Locke & Dr. Latham published “A Theory of Goal Setting and Task Performance” in which they have identified principled that are important in setting goals that will motivate others.

These are:

• Clarity• Challenge• Commitment• Feedback• Task complexity

S.M.A.R.T. Goals

SpecificMeasurableAttainableRealisticTimely

People who practice good time management techniques often find that they:

are more productive; have more energy for things they need to accomplish; feel less stressed; are able to do the things they want; get more things done; relate more positively to others, and feel better about themselves

(Dodd and Sundheim, 2005).

10 Strategies for Better Time

Management

Sue W. Chapman

& Michael Rupured (2008)

1. Know How You Spend Your Time

Analyze where mostof your timeis devoted —job, family,personal,recreation,etc.

DAILY TIME LOGDuration – At Least One Week

• The recommended length of time you should keep a time log is a minimum of one week.

2. Set PrioritiesManaging your timeeffectively requires adistinction between

what is important and what is urgent

(MacKenzie, 1990).

Covey Time Management Grid

The ABC rank order method involves assigning the letters A, B, or C to various tasks: A = highest priority activities (must do immediately)

• A = highest priority activities (must do immediately)

• B = second-priority activities (not immediately, but you should do soon)

• C = low-priority tasks or things you would like to do (can wait to do)

First Things First(from Virginia Tech division of student affairs)

1. Each night write on a 3x5 card the 6 most important tasks you have to do tomorrow.

2. Number them in the order of importance.3. First thing in the morning look at the task listed as most

important and start working on it until it is finished. Then tackle item 2 the same way, item 3 and so forth until your work or school day are completed.

4. Don’t be worried if you only complete 2 or 3 items. You’ve completed the most important tasks and any other method wouldn’t have given you more time to work on the rest of the list.

5. Each night write a new 3x5 card for the next day.

3. Use a Planning ToolTime management experts recommend using a personal planning tool to improve your productivity.

Suggestions for Using a Personal DigitalAssistant (PDA) for Time Management• Assign a different

color for each calendar item…

• Use the task application feature to manage projects.

• Use the repeat function for recurring dates…

• Investigate additional software and hardware that is compatible with your PDA (Beckwith, 2006).

• Place a notebook the size of your PDA in your carrying case for writing down “to dos” if you have difficulty recording them with your PDA’s task application feature (Morgenstern, 2004).

4. Get Organized

Implement a system that allows you to handle informationonly once.

KEEP

GIVE AWAY

TOSS

5. Schedule Your Time Appropriately

• Block out time for your high priority activities first and protect that time from interruptions.

6. Delegate: Get Help from Others

• Delegation begins by identifying tasks that others can do and selecting the appropriate person(s) to do them.

7. Stop Procrastinating• You may be putting

off tasks for a variety of reasons.

• Perhaps the task seems overwhelming or unpleasant.

Discipline yourself!

STOP PROCASTINATION, VINCE!

8. Manage External Time Wasters

• Your time maybe impacted by

external factors imposed by other people and things.

Telephone• Use voice mail and set aside time

to return calls.• Avoid small talk. Stay focused on

the reason for the call.• Stand up while you talk on the

phone. You are more likely to keep the conversation brief.

• Take any necessary action immediately following the call.

• Set aside times of the day for receiving calls and let others know when you are available.

• Keep phone numbers readily available near the telephone.

Unexpected Visitors• Establish blocks of time when

you are available for visits.• Tell the visitor politely that you

cannot meet with them at this time and schedule the visit for a more convenient time.

• Set a mutually agreeable time limit for the visit.

• When someone comes to the door, stand up and have your meeting standing.

Meetings• Know the purpose of the

meeting in advance.• Arrive on time.• Start and end the meeting on

time.• Prepare agenda and stick to

them. Use timed agenda, if necessary.

• Don’t schedule meetings unless they are necessary and have a specific purpose or agenda.

Mail and E-mail• Set aside a specific time to view and

respond to your mail and e-mail, but don’t let it accumulate to the point that it becomes overwhelming to sort.

• Turn off instant messaging features on e-mail.

• Handle each item only once, if possible. Practice the options for dealing with clutter listed earlier.

• Sort mail near a garbage can and delete junk e-mail immediately from your electronic mailbox.

• Answer written messages by responding on the margins or bottom of the page.

Family Obligations• Establish a master calendar for

each family member to post their time commitments.

• Make each family member responsible for consulting the master calendar for potential conflicts.

• Create a central area for posting communications such as appointment reminders, announcements, and messages.

9. Avoid Multi-taskingYou lose time whenswitching from onetask to another,resulting in a lossof productivity.

10. Stay Healthy

Scheduling timeto relax canhelp yourejuvenateboth physicallyand mentally.

Let’s apply what we have talked about!

Divide yourselves into four (4) groups.Each has to come up with a ‘Time

Management Strategic Tool’, to wit:To-do List (Engineering Group)The Urgent/Important Matrix (AB Group)The Action Priority Matrix (BSE – BioSci)Managing Interruptions (BSE – English)

CONSULT:• Preparation: 5 minutes• Presentation: 2 minutes/group• Evaluation: 2 minutes (overall)

Congratulations, time managers!

Remember that successful time management today can result in greater personal happiness; greater accomplishments at home and at work; increased productivity; and a more satisfying future.

In conclusion…

Quotable Quote

"Those who make the worst of their time most complain about its shortness."

— La Bruyere

References:• Beckwith, S. (2006). Unleash Your PDA’s Power. Black Enterprise,

36(12), 66.• Covey, S. R., Merrill, A. R., & Merrill, R. R. (1994). First Things First: To Live, to

Love, to Learn, to Leave a Legacy. New York: Simon & Schuster.• Dodd, P., & Sundheim, D. (2005). The 25 Best Time Management Tools and

Techniques: How to Get More Done Without Driving Yourself Crazy. Ann Arbor, MI: Peak Performance Press, Inc.

• Lakein, A. (1973). How to Get Control of Your Time and Your Life. New York: New America Library.

• MacKenzie, A. (1990). The Time Trap (3rd ed.). New York: American Management Association.

• Morgenstern, J. (2004). Time Management from the Inside Out. New York: Henry Holt and Company.

• Rubinsteim, J., Meyer, D. & Evans, J. (2001). Executive control of cognitive processes in task switching. Journal of Experimental Psychology – Human Perception and Performance, 27(4), 763-797.