Time Management In The Office And Out On

TIME MANAGEMENT

Time is what we want most, but what we use worst. William

Penn

Mindtools.com

Time is the school in which we learn, time is the fire in which we burn. Delmore Schwarz

Work Smarter!

The 80:20 Rule (Pareto Principle)

“Typically 80% of unfocused effort generates only 20% of results”

Time=life: therefore, waste your time and waste your life, or master your time and master your life. Alan Lakein

10 Common Time Management Mistakes

#1- Failing to keep a to-do list #2- Not setting personal goals #3- Not Prioritizing #4- Failing to Manage Distractions #5- Procrastination #6- Taking on too much #7- Thriving on “busy” #8- Multitasking #9- Not taking breaks #10- Ineffectively Scheduling Tasks

What we are going to cover today

How Good is your time management?

Personal Goal Setting- 5 Golden Rules of

Goal Setting- Backward Goal

Setting Prioritization

- To-Do Lists- Activity Logs

Procrastination Scheduling

In Flow Leverage 10 Tips for TM in a

multitasking world 7 Tips for fighting

workplace distractions

Managing E-mail Effectively

Tips to Reduce Stress and improve productivity

Don’t be fooled by the calendar. There are only as many days in the year as your make use of. One man gets only a week’s value out of a year while another man gets a full year’s value out

of a week. Charles Richards

How good is your time management?

Online Test- http://www.mindtools.com/pages/article/newHTE_88.htm

Score Interpretation- Goal Setting (Questions 6,10,14,15)- Prioritization (Questions

1,4,8,9,13,14,15)- Managing Interruptions (Questions

5,9,11,12)- Procrastination (Questions 2,10,12)- Scheduling (Questions 3,7,12)

Ordinary people think merely of spending time. Great people think of using it. Author Unknown

Personal Goal Setting

Setting Personal Goals Setting Lifetime Goals Goal Setting Tips Achieving Goals

To think too long about doing a thing often becomes its undoing. Eva Young

The 5 Golden Rules

Rule #1- Set Goals that motivate you Rule #2- Set SMART Goals Rule #3- Set goals in writing Rule #4- Make an action plan Rule #5- Stick with it!

Don’t say you don’t have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and

Albert Einstein. H. Jackson Brown

Backward Planning

1. Write down your ultimate goal. What specifically do you want to achieve, and by what date?

2. Ask yourself what milestone you need to accomplish just before that, in order to achieve your ultimate goal.

3. Work backward some more. What do you need to complete before that second-to-last goal?

4. Work back again. What do you need to do to make sure the previous goal is reached?

5. Continue to work back, in the same way, until you identify the very first milestone that you need to accomplish.

The bad news is time flies. The good news is you’re the pilot. Michael Altshuler

Prioritization

Prioritization!

Make a list. Consider time constraints Consider people constraints Consider the consequences Re-prioritize as necessary Remove unimportant items Don't list EVERYTHING Do everything you can to keep your list

small 

To do two things at once is to do neither. Publius Syrus

To-Do Lists

To-Do Template Using your to-do lists http://

www.youtube.com/watch?feature=player_detailpage&v=5oirb8gRDo0

One cannot manage too many affairs: like pumpkins in the water, one pops up while you try to hold down the other. Chinese Proverb

Activity Logs

How to use the template Learning from the Log

Make use of time, let not advantage slip. William Shakespeare

Procrastination

Procrastination

What is Procrastination?“In a nutshell, you procrastinate when you put off things

that you should be focusing on right now, usually in favor of doing something that is more enjoyable or that you’re more comfortable doing.”According to psychologist Professor Clarry Lay, a prominent writer on procrastination, procrastination occurs when there’s “a temporal gap between intended behavior and enacted behavior.” That is, procrastination is occurring when there’s a significant time period between when people intend to do a job, and when they actually do it.

It’s how we spend our time here and now, that really matters. If you are fed up with the way you have come to interact with time, change it. Marcia Wieder

http://www.youtube.com/watch?v=U921abH7jIk&feature=player_embedded

http://www.youtube.com/watch?v=4P785j15Tzk&feature=player_embedded

Are you a procrastinator?

Online Test #2- http://www.mindtools.com/pages/article/newHTE_99.htm

Dost thou love life? Then do not squander time, for that is the stuff life is made of. Benjamin Franklin

How to Overcome Procrastination

Recognize that you are procrastinating Work out WHY you’re procrastinating Adopt Anti-Procrastination Strategies

- Activity Log- Prepare a To-Do List- Make up your own rewards- Ask someone to check up on you- Consequences if you don’t- Work out the cost of time to the

company- Set time bound goals

If you want to make good use of your time, you’ve got to know what’s most important and then give it all you’ve got. Lee Iacocca

Scheduling

Identify the time you want to make available to your work.

Block in the action you absolutely must take to do a good job

Review your to-do list and schedule in the high-priority urgent activities

Block in extra contingency time Use your discretionary time.

Determine never to be idle. No person will have occasion to complain of the want of time who never loses any. It is wonderful how much can be done if we are always doing. Thomas

Jefferson

Achieving “Flow”

Flow involves, “being completely involved in an activity for its own sake. The ego falls away. Time flies. Every action, movement, and thought follows inevitably from the previous one, like playing jazz. Your whole being is involved, and you’re using your skills to the utmost”

Mihalay Csikszentmihalyi

I am definitely going to take a course on time management…just as soon as I can work it into my schedule. Louis E. Boone

Achieving “Flow”

Creating the right environment- Get comfortable, and eliminate distraction from your

environment- Keep interruptions at bay- Manage your stress- Keep a To-Do List or Action

Program- Think Positively

I am definitely going to take a course on time management…just as soon as I can work it into my schedule. Louis E. Boone

Leverage

Time Leverage Resource Leverage Knowledge and Education Leverage Technology Leverage

Until we can manage time, we can manage nothing else. Peter F. Drucker

10 Tips for time management in a multitasking world

Don’t leave e-mail sitting in your inbox Admit multitasking is bad Do the most important thing first Check your e-mail on a schedule Keep web site addresses organized Know when you work best Think about keystrokes Make it easy to get started Organize your to-do list every day Dare to be slow

What may be done at any time will be done at no time. Scottish Proverb

7 Tips for fighting workplace distractions

Prioritize Set Daily Goals Focus Limit the E-mail Keep everything filed Save the boring stuff for later Learn how to escape a conversation

Your greatest resource is your time. Brian Tracy

Managing E-mail Effectively

Checking E-mail Reading E-mail Organizing E-mail Using Rules Good Team Habits

Tips to Reduce Stress and improve productivity

Plan each day Prioritize your tasks Say no to nonessential tasks Delegate Take the time you need to do a quality job Break large, time-consuming tasks into

smaller tasks Practice the 10-minute rule Evaluate how you’re spending your time Take a break when needed

Take care of the minutes and the hours will take care of themselves. Lord Chesterfield

What works for you?

ConclusionThis is the beginning of a new day.

God has given me this day to use as I will.I can waste it or use it for good.

What I do today is important, because I am exchanging a day of my life for it.

When tomorrow comes, this day will be goneforever, leaving in its place something that Ihave traded for it. I want it to be gain, not

loss; good not evil; success not failure; in order that I shall not regret the price I

paid for it. Author Unknown

References

Fight Workplace Distractions with these 7 tips. (2010). Life 123. Roberts, Caroline retrieved June 24, 2010 from http://www.life123.com/career-money/career-development/time-management/fight-workplace-distractions-with-these-7-tips.shtml

Time Management. Retrieved June 22, 2010 from www.mindtools.com

Time Quotes: 66 Best Time Management Quotes. (2007). Retrieved June 24, 2010, from http://www.lifeoptimizer.org/2007/03/08/66-best-quotes-on-time-management/

10 Tips for Time Management in a multitasking world. (2006). Retrieved June 24, 2010, from http://blog.penelopetrunk.com/2006/12/10/10-tips-for-time-management-in-a-multitasking-world/

Time Management: Tips to reduce stress and improve productivity. (2010). Mayo Clinic retrieved June 24, 2010 from http://www.mayoclinic.com/health/time-management/wl00048