York College of Pennsylvania
Time Management
Steve Jacob, Associate Professor of Sociology
Department of Behavioral Sciences
York College of Pennsylvania
Pre-Workshop Assessment
Yes
Sometimes No
I have a system for preventing interruptions
I am careful not to interrupt others
I screen my telephone calls and take only the important ones
I set aside a block of time for taking my calls
I set deadlines for myself to complete projects
Co-workers arrange meeting times with me in advance
I file, discard, or take immediate action on incoming paperwork
I pre-plan what I want to accomplish in meetings
I handle matters by telephone or in person rather than in writing, if possible
I put work out of my mind when away from the office (except for emergencies)
I summarize decisions made/responsibilities assigned at the end of meetings
I prevent unneeded information and publications from being sent to me
I delegate authority, responsibility, and challenging as well as routine jobs
I set priorities for my tasks which are connected with my long-term goals
I do the most important tasks during my peak energy times
I have a clear idea of what I want to accomplish for the up-coming week
I am able to establish new habits that will make me more effective
I have a clearly defined, written set of lifetime goalsChange Dynamics, Copyright, 1999
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“One always has enough time, if one will apply it well.” Johann Wolfgang
von Goethe
1747-1832
German poet and dramatist8
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Time Management Techniques
• People who use these techniques routinely are the highest achievers
• If you use these skills well, then you will be able to function effectively, even under intense pressure
• They help you to get the most out of the limited time you have.
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Time Management Techniques
• At the heart of time management is an important shift in focus: – Concentrate on results, not on being busy
• Many people spend their days in a frenzy of activity, but achieve very little because they are not concentrating on the right things.
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The 80:20 Rule
• This is neatly summed up in the Pareto Principle, or the "80:20 Rule“
• Typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.
• While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-linear returns recurs so frequently as to be the norm in many areas.
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Workshop Goals
To identify your ________________ time management skills
To identify __________________ to effective time utilization
To identify __________________________ that will increase effective time utilization
“Time meanwhile flies, never to return.” -Virgil
current
obstacles
skills and strategies
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Beliefs About Time
• If we work ______________, we will have more ______________.
• If we work ______________, we can get more ______________.
• We have enough _____________ to do all we want to do.
• We can ________________ time just as we manage any other ___________________.
fastertime
longerdone
time
manageresource
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Beliefs About Time
• An _______________ in problems and mistakes is often a result of working faster.
• __________________ is often lost when working longer.
• There is _____________ enough time to do everything.
• Time ____________ at the same rate no matter who you are or what you are doing.
increase
Perspective
never
moves
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Time Assumptions Exercise
True False Time Assumptions
My job does not involve repetitive patterns.
No one ever has enough time.
The longer I think about an issue, the better the quality of my decisions.
Time management means doing more in less time.
There are many ways to save time.
I cannot establish priorities because I must respond whenever people come to me with problems.
Delegation frees up time and relieves me of responsibility.
Finding quiet time to spend on planning is usually impossible.
I can solve my time problems by working harder.
Day-to-day activities do not need to be planned.
If I schedule my time, I will miss out on opportunities.
People who are the most active, get the most done.
The harder I work, the more I can get done.
Change Dynamics, Copyright 1999
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Time Facts• Is a ________________
• Is _____________
• Can be ______________
• ____________ be saved
• Is _________________ distributed
• Is your ____________
• Is a ________________
• Can not be ____________________
constant
free
spentCan’t
equitably
own
resourcemanaged
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Why is time (self) management important?
• ________________ a balance between work, relaxation, and family time
• Accomplish _______________ items• Gain a sense of ______________________• Reduce stress by not ________________
time on unimportant things• Have time for _________________ activities,
without feeling guilty
Maintain
priority
accomplishment
wasting
non-work
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Making the right choices about how you will use
your time is more important than doing
efficiently whatever job happens to be around.
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What are some symptoms of ineffective time management?
__________________ interrupting others or being interrupted
______________ to adequately delegate
_________________ that leads to delays
________________ telephone time
________________ lack of achievement
Frequently
Failure
Indecisiveness
Excessive
Noticeable
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What are some symptoms of ineffective time management?
Missing _______________
Being ___________ for appointments
______________ taking work home
People _______________ your meetings because they are viewed as “a waste of time”
deadlines
late
Frequently
leaving
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Time Related Behaviors
Agree Disagree Time BehaviorsI do tasks I enjoy before doing things I do not enjoy.
I respond to demands from others before addressing personal demands.
I do easier tasks before doing more difficult tasks.
I do urgent tasks before doing tasks that are important.
I do scheduled tasks before doing unscheduled tasks.
I do interesting things before doing uninteresting things.
I do tasks that provide the most immediate closure first.
I decide to do next based on who wants it done.
I wait until deadlines approach before really getting moving.
I do tasks requiring less time before I do tasks that require a lot of time.
Change Dynamics, Copyright 1999
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What are some things that waste or rob us of effective/efficient use of time?
Time robber/waster Internal External
Telephone Calls
Meetings
Visitors
Socializing
Red Tape
Poor communications
Lack of relevant skills
Failure to delegate
Crisis management
Procrastination
Unclear goals/objectives
Failure to plan
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Activity Logs - Finding Out How You Really Spend Your Time
• Activity logs help you to analyze how you actually spend your time
• The first time you use an activity log you may be shocked to see the amount of time that you waste!
• Memory is a very poor guide when it comes to this– it is too easy to forget time spent reading junk mail,
talking to colleagues, making coffee, eating lunch, etc
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Activity Logs - Finding Out How You Really Spend Your Time
• You may also be unaware that your energy levels may vary through the day– most people function at different levels of effectiveness
at different times– Your effectiveness may vary depending on the amount
of sugar in your blood, the length of time since you last took a break, routine distractions, stress, discomfort, or a range of other factors
• There is also some good evidence that you have daily rhythms of alertness and energy.
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Keeping an Activity Log
• Keeping an Activity Log for several days helps you to understand how you spend your time, and when you perform at your best– Without modifying your behavior any further than you
have to, note down the things you do as you do them– Every time you change activities, whether opening
mail, working, making coffee, gossiping with colleagues or whatever, note down the time of the change.
• As well as recording activities, note how you feel, whether alert, flat, tired, energetic, etc.
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Learning from Your Log
• Once you have logged your time for a few days, analyze the log– You may be alarmed to see the length of time you spend
doing low value jobs!
• You may also see that you are energetic in some parts of the day, and flat in other parts– A lot of this can depend on the rest breaks you take, the
times and amounts you eat, and quality of your nutrition.
• The activity log gives you some basis for experimenting with these variables.
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Procrastination• What is procrastination?
• __________________________________________• __________________________________________
• Why do we do it?• ________________ of failure/success• ___________________ behavior
• How can we overcome it?• ___________________ change• ___________________ sheet• ___________________ technique
To postpone or delay needlesslyTo choose immediate satisfaction
FearIngrained
HabitBalance
“Salami”
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Characteristics of Good GoalsAll properly established goals, whether organizational, professional or personal, possess certain essential characteristics. Therefore every employee should test the goals of their organization, responsibility area and own life against
these criteria. •_______________•_______________•Effectively _____________________•_________________ regarding time•_________________
Written
Measurable
communicated
Specific
Consistent
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Characteristics of Good Goals
• Set by ________________ responsible for attainment
• Approved by appropriate _______________
• ________________ yet ________________
• ________________ yet ________________
• Set __________ in key performance areas
• ________________ components
person
manager
Challenging realistic
Rigid flexible
only
Quarterly
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Goal Worksheet
• Write a goal, either business or personal, that you plan to achieve within the next twelve months.
___________________________________
___________________________________
“If you do not know where you’re heading, you’re likely to end up somewhere else.” -Yogi Berra
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Understanding How to be Excellent at Your Job
• One excellent way of ensuring that you concentrate on the right things is to agree them with your employer!
• You should ask the following questions:– What is the purpose of the job?
• If possible, express this in a single sentence starting with the word 'To'
• What are the measures of success?– Work out how your employer will decide whether you are
good at your job or not– Find out what the key targets to be achieved are, and how
achievement will be measured.
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Understanding How to be Excellent at Your Job
• What is exceptional performance?– Find out what this is considered to be, and work out
how to achieve it.
• What are the priorities and deadlines?– You need to know this so that when you are overloaded
with work, you know what to focus on.
• What resources are available?– This ensures that you are using all the tools at your
command.
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Understanding How to be Excellent at Your Job
• What costs are acceptable?– This lets you know the boundaries within which you can
move.
• How does this relate to other people?– What is the broader picture within which you have to
work?
• If you have answers to these questions, you will know where to focus. – If you know what exceptional performance is, you can plan
to achieve it using all the resources you have available
•
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The Importance of Planning
• Why don’t we plan?• No ____________________ sense of
completion or closure• Never ____________________________ to
plan• Not in the _________________• Don’t see the ________________
immediate
enough time
habit
results
“Every long-term plan should have short-term steps. Yard-by-yard, life is hard; but inch-by-inch, it’s a cinch.” -Robert Schuler
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The Importance of Planning
• Five planning questions• _________________ has to done?• _________________ does it have to be done?• _________________ should do it?• _________________ is its priority?• _________________ much time is needed?
What
WhenWho
What
How
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The Importance of Planning
• What kind of plans should I do?• ____________________• ____________________• ____________________• ____________________
• __________ should I plan?
• __________ should be included in the plan?
YearlyMonthlyWeeklyDaily
When
What
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The Importance of Planning
• How do I establish priorities?• __________________ time needed• __________________ time available• _________ task importance (Lakein system)
» “A” priorities» “B” priorities» “C” priorities
“Time is the scarcest resource we have, unless it is managed, nothing else can be managed.” -Peter Drucker
EstimateConsider
Rank
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Weekly Plan Worksheet
• List monthly/quarterly goals/projects
• List activities required to accomplish goals/projects• Assign ______________
• Identify ____________ required
• What day does the task need to be ________________?
• What if I have scheduled too much?• ______________ plan
• ______________
• ______________
• Work extra
priority
timecompleted
Revise
Delegate
Reschedule
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Daily Plan Worksheet
• ____________ should I complete my daily plan?• Identify what portions of your ___________ plan
you want to achieve?• _______________• Identify specific _________ needed to
accomplish activity• Estimate __________ needed to complete
activity
When
weekly
Prioritize
steps
time
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Good Time Management Habits
• ________________ similar tasks
• ________________
• Tackle tough jobs _____________
• ________________
• Use ____________ time
• Avoid the ________________ desk
• Get started ________________ on important tasks
Consolidate
Prioritize
first
Delegate
idle
cluttered
immediately
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Good Time Management Habits
• ______________ meeting time• Learn to say __________• Avoid the ___________________ policy• Optimize your ______________ time• ____________________ paperwork• Keep a written ___________
“Time is on my side, yes it is.” -Mick Jagger
Reduce
no
“open door”
“prime”
Streamline
log
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To Do List Tips
1. List everything you need to do today - in order of priority.
2. Make time for important things, not just urgent ones.
3. Write your goals. Then write the steps to your goals.
4. Set a starting time as well as a deadline for all projects
5. Slice up big projects into bite-size pieces. (This is the salami technique.)
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To Do List Tips
6. If you run out of steam on one project, switch to another.
7. Say no to new projects when you're already overloaded.
8. Trim low-payoff activities from your schedule.
9. For each piece of paper that crosses your desk: act on it, file it, or toss it.
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Student Time Management Tips
• As a student, there are some basic Principles of Time Management that you can apply.
• Identify "Best Time" for Studying: – everyone has high and low periods of attention
and concentration
– Are you a "morning person" or a "night person".
– Use your power times to study; use the down times for routines such as laundry and errands.
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Student Time Management Tips
• Study Difficult Subjects First: When you are fresh, you can process information more quickly and save time as a result.
• Use Distributed Learning and Practice: – - Study in shorter time blocks with short
breaks between– - This keeps you from getting fatigued
and "wasting time." – - This type of studying is efficient
because while you are taking a break, the brain is still processing the information.
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Student Time Management Tips
• Make Sure the Surroundings are Conducive to Studying: – This will allow you to reduce
distractions which can "waste time." • If there are times in the residence halls or
your apartment when you know there will be noise and commotion, use that time for mindless tasks.
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Student Time Management Tips
• Make Room for Entertainment and Relaxation: – College is more than studying. You
need to have a social life, yet, you need to have a balance in your life.
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Student Time Management Tips
• Make Sure you Have Time to Sleep and Eat Properly: – Sleep is often an activity (or lack of activity)
that students use as their time management "bank.“
– When they need a few extra hours for studying or socializing, they withdraw a few hours of sleep.
– This is not a good way to manage yourself in relation to time.
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Student Time Management Tips
• Try to Combine Activities: Use the "Twofer" concept– If you are spending time at the
laundromat, bring your psychology notes to study
– If you are waiting in line for tickets to the concert, bring your biology flashcards to memorize.
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1. Number of hours of sleep each night____ X 7 = _____
2. Number of grooming hours per day _____ X 7 = _____
3. Number of hours for meals/snacks per day - include preparation time ______ X 7 = _____
4. Total travel time weekdays ____ X 5 = ____
5. Total travel time weekends ____
6. Number of hours per week for regularly scheduled functions (clubs, church, get-togethers, etc.) _____
7. Number of hours per day for chores, errands, extra grooming, etc. _______ X 7 = _______
8. Number of hours of work per week _______
9. Number of hours in class per week _______
10. Number of average hours per week socializing, dates, etc. Be honest! _______
11. Now add up the totals: _______
12. Subtract the above number from 168 - _______ = _______
The remaining hours are the hours you have allowed yourself to study.
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Credits“Managing Time, Work and Family” ME 2252, Kansas State University
Cooperative Extension Service, December 1997
“Tips on Effective Time Management” CDFS-1006-94, Ohio State University Cooperative Extension Service
“Leadership Excellence and Dynamic Solutions” April/May/June, 1999, Kansas State University
“Time and Meeting Management Skills” University of Nevada Cooperative Extension Service
“Time Management: Managing Multiple Priorities Effectively” Change Dynamics, 1999
“Making Every Minute Count” Ohio State University Cooperative Extension Service
AEB 4931, Lecture notes, Dr. Karl Kepner