What You Should Know About Managing Your Time

What you should know about MANAGING YOUR

TIME!

This Marketing Tip is provided by The Social Networking Academy

What is Time Management?

To manage effectively, you need to:

BE AWARE of how you spend your time each day.

SET PRIORITIES so you know what’s important to you – and what isn’t.

ESTABLISH GOALS for your personal, work and family life.

DEVELOP HABITS that will help you get what you want in life.

Time Management means investing time to make time - so you can get more done, and have the freedom to do more of the things you want.

Why do I need to manage my time?

By knowing how to manage your time wisely, you can:

REDUCE PRESSURE when you’ve faced with deadlines or a heavy schedule.

BE MORE IN CONTROL of your life by making better decisions about how to use your time.

FEEL BETTER ABOUT YOURSELF because you’re using your full potential at home and at work.

DO MORE and spend a lot less time trying to catch up on things.

HAVE MORE ENERGY for things you want or need to accomplish.

SUCCESS MORE EASILY because you’ll know what you want to do and what you need to do to achieve it.

Find out how you spend time!

1. KEEP A TIME LOG

Carry a pen and pocket notebook everywhere you go. Every 15 minutes, jot down what you’re doing. Just write a short phrase ‘Breakfast’, ‘Get Ready for work’ ‘phone call to Tim’. Make entries as you go, don’t wait until the end of the day. Make sure to keep the time log for at least a week – preferably a month for better results and be honest, the log is

for your benefit.

Find out how you spend time!2. EVALUATE THE RESULTS

Now analyse the log. Ask yourself:

•Did I do everything I need to do?•Did I have enough time to do things I wanted?

•Was I often rushed?•When was I most productive? Least productive?

•Where did most of my time go?•How much time could have been used better?•Did I accomplish the most important things?

Find out how you spend time.!3. IDENTIFY CHANGES NEEDED

If you’re not satisfied with the way you used your time, identify:

•Activities that were of little benefit•Specific problems that kept you from using your time well

(interruptions, phone calls, unexpected problems, etc)•Personal behavior on your part that made it difficult to use your time

wisely.

To manage your time effectively, you need to set goals!

Managing your time is a lot easier once you decide what you want to achieve

LONG TERM GOALSAsk yourself: Where do I want to be in one year? 2 years? 5 years? What do

I want to be doing? Take time to think about what to achieve in your personal, family, and social life, as well as in your career.

SHORT TERM GOALSNow focus on short term goals. What do you wish to accomplish today, this

week and in the next 3 months?

Establish your priorities!Once you know your goals, think about what you can do to achieve them.

Decide on PrioritiesWhich goals are more important for you to achieve? After prioritising this,

you can then assign priorities to your every-day tasks.

Know what’s not importantSome activities take time and effort, but don’t help you reach your goals. So,

it’s worthwhile to know what things are not important in your life.

Develop a planThink about the activities you can do that will enable you to achieve your

goals. Once you’ve decided what you want to do, take the time to come up with ideas on how to do it.

Plan Ahead!Planning is the key to effective time management – and a successful future.

THE REWARDS OF GOOD PLANNING

Good planning saves you time and effort. By planning your activities well, you’ll be better able to:

Solve problems quickly - Make decisionsAvoid frustrations - Handle crisisWork on life goals - Manage stress Keep getting bogged down in day to day tasks

Aids to Good Planning!•Calendars: Get the big picture by using a yearly calendar to keep track of

important dates, meetings, holidays etc.

•Weekly planning Lists: Get a weekly overview of what you have to do by scheduling a weeks projects and activities.

•To-Do lists: Plan daily activities by listing tasks, then assigning a priority to each one. Do tasks in order of priority. Cross off items as you do them. Make

a new list every day.

Tips on Good Planning!

Know Yourself

Be aware of times during the day when you're at your best. Plan your most demanding projects and activities for those times.

Don't Overplan

Don't create a plan that's too rigid. Give yourself enough time in the day to deal with interruptions.

Tips on Good Planning!Include Long-Term Goals

Don't lose sight of your long-term goals. Schedule time to do things that will help you reach them. Break big projects into manageable goals.

Take Time to Think

Harness the power of creative thinking. Spend time each day reviewing your goals and planning the next day. Take stock of where you are and how you're

progressing towards your goals.

Stop the Time Thieves!The trick to saving time at your job is to work better, not harder.

Stop the Time Thieves!PAPER WORK

•When reviewing letters or memos, take immediate action on each piece of paper. Don’t handle correspondence more than once – throw it away, act on

it, or file it. Don’t procrastinate!

•Answer memos when appropriate by responding on the margins or bottom of the memo, instead of using a new piece of paper.

•Learn to write letters and memos on a dictating machine, if possible

•Keep your own memos short, factual and to the point. Don’t use flowery language.

Stop the Time Thieves!VISITORS

•Set up blocks of time when you’re available for visits.

•Respect other peoples time – keep social to a minimum.

•If you don’t wish to be interrupted by a visitor, tell the person politely but firmly that you cant spare the time.

•Realise that interruptions are a normal part of your work and home life – and that you can control them.

Stop the Time Thieves!TELEPHONE CALLS

•Set aside special times for making phone calls

•Have all the phone numbers and necessary information ready at your desk.•Get to the point – some small talk is inevitable, but don’t overdo it.

•If your calls come through a secretary or switchboard operator, ask this person to screen them for you, or use an answering machine.

•Set aside special times of the day for receiving phone calls – lt others know when you’re available.

Stop the Time Thieves!MEETINGS

•Know the purpose of the meeting

•Prepare an agenda (or be aware of it!)

•Be prepared to participate

•Be on time

•Stick to the issues – don’t discuss irrelevant points.

•Don’t schedule meetings unless they’re really necessary.

Learn how to Delegate!Delegating means sharing the work you’re responsible for with others. It can

work for everything from household chores to job responsibilities

IT MAY BE TIME FOR YOU TO DELEGATE WHEN YOU:

•Work longer hours than other people

•Feel under pressure to get things done on time

•Don’t have time for important goals, projects and activities.

Learn how to Delegate!•Choose the right person for the job. Consider the person’s interests,

abilities and the difficulty of the job.

•Tell the person exactly what’s expected of him or her, and when

•Train the person, if necessary

•Give the person the authority to do the job

•Reward good results.

Don’t Procrastinate!Delay is a deadly enemy – but you can beat it. Follow these tips...

BREAK UP WORKDivide the work and complete it one or two steps at a time. Large projects

can be broken down into small, manageable parts.

SET DEADLINESSet realistic deadlines for activites you want to see accomplished –and stick to

them

REMOVE DISTRACTIONSCreate a work or study environment where noise or people wont distract you.

Don’t clutter your desk – try to work on one item at a time

START EARLIERGive yourself extra time by starting projects earlier

ASK FOR HELPIf you’re not sure what you’re supposed to be doing, or if you run out of ideas,

ask for help.

REWARD YOURSELFPromise yourself a small reward if you can achieve the results you want on

time.

More Time Management Tips!

LEARN TO SAY ‘NO’ POLITELY to people who make unreasonable demands on your time.

KNOW HOW TO REDUCE STRESS and tension.

LEARN FROM YOUR MISTAKES – don’t take it out on yourself if everything you do isn’t perfect.

More Time Management Tips!

USE TRAVEL TIME to read, think, write letters, reports etc.

PLAN difficult or most important tasks first

TAKE A SPEED READING COURSE so you can skim information more quickly.

STAY HEALTHY – get plenty of water and exercise and eat well-balanced meals daily.

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