time management power point

8/8/2019 Time Management Power Point

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TIME MANAGEMENT



NOW LET’S GET SERIOUS…..

The myth of time management; All we can manage is ourselves and the time that

we have. Despite all our best efforts, there willnever be more than 24 hours in one day.

Time management is really about changingbehaviours, not changing time itself.

Goals must be set to improve time managementand then followed up on to see whether or notyou are accomplishing them.



1. KEEPING TOO MANY THINGS IN YOUR

HEAD

Using memory to keep track of what you

need to do and where you need to be Leads to feelings of anxiety and beingoverwhelmed

Easy to forget important things

Hard to plan and prioritize

Waste time trying to remember what you need todo

Causes distractions and lack of focus



1. IDEAS TO HELP CHANGEBEHAVIORS

Write to do lists (I do a monthly list)

Outlook reminders

Cell phone reminders

Planner Calender



2. DOING WHATEVER GRABS YOURATTENTION

Things that grab your attention are not

always important, and don’t alwaysrepresent the best way to spend your time

Urgent things are not always important andimportant things are not always urgent

It is much more effective to work on relatedtasks for a period of time than to jump fromone unrelated task to another




Make a plan and work your plan

Figure out how much time you have to workon tasks for the planned time

Plan your time based on order of priority,then you can complete the important thingsand defer the other tasks to someone else orto another day



3. NOT SPENDING ENOUGH TIME ON TOP PRIORITIES

Symptoms of poor prioritization

Too much to do and not enough time Feeling overwhelmed and out of control Feeling under constant time pressureNot making significant progress on important

goals

You must consciously choose to spend timeon what is most important, don’t let otherschoose for you




Prioritize your to-do list ABCD systemMake supervisor priorities your priorities

Make time for important things You will never find time, if you want time, you

must make it

Avoid ‘drifting into trivia’Drifiting away from the important to the trivial; a

phone call, email, visitor, colleague etc…



HIGH URGENCYLOW

1

Urgent and important

Do it now

2

Important not urgent

Decide when to do it

4

Urgent not important

Delegate it

3

Not important noturgent

Dump it

I m p

o r t a

n c

e

Low



4. EFFICIENTLY DOING THINGS THATDON’T NEED DONE Habit that you fall into without realizing

Usually one of the following is to blame PerfectionismGold-plating (spending time doing things that are

easy, interesting, and fun but don’t add value)Human nature (doing easy ‘filler’ tasks such as

organizing the desk) Lack of clarity (losing track of what is to be

accomplished)




Plan out your weekly/monthly goals

Post the goals where they are visible or seenoften by you

Write out what you do by item every day withtimes listed. Go back and assign priorities tosee where you are missing things or doingthings that don’t need done at all.



5. POOR PLANNING

One of the most important factors in timemanagement

Every minute spent planning can save threein execution

People don’t plan because; They don’t understand the value (often you do well

despite lack of planning, not because you are not

planning Immediate gratification (takes time to see results)

Don’t know how to plan effectively (practice toavoid overplanning)



6. DISORGANIZED/DISTRACTED WORK ENVIRONMENT

Piles of paper

Lack of inflow management

Need of reminders

Mental context of your work



6. IDEAS TO HELP CHANGEBEHAVIOR

Get your desk, office, and email organized

Create ‘homes’ for everything in your officeas well as for the work you know will becoming

Utilize MS Outlook as a reminder systeminstead of just an email system

When you are finished looking at something,file it or throw it away



7. ATTEMPTING TO DO TOO MUCH

Most of the time the cause for this is you

Underestimating time tasks will take

Overestimating how much you can

accomplish Always saying ‘yes’

Doing tasks out of guilt




Understand you cannot do everything Learn to say ‘no’ Listen to yourself, if you feel like you are

overloading yourself, take a step back and

prioritize At some point, you have to choose what you

are going to need to give up to accomplishwhat is truly important and meaningful inyour life



8. ALWAYS SAYING ‘YES’

Major reason for overloading and stress

May feel like you are really going to make adifference (ex: service projects)

May feel like it will get you the payraise/promotion you desire

Don’t realize how much it costs you

Desire to please, fear of rejection




Know that whenever you take on somethingnew, you always give up something else

Instead of responding immediately, tell therequesting party that you will think about it

“A ‘no’ uttered from deepest conviction isbetter and greater than a ‘yes’ merelyuttered to please, or what is worse, to avoidtrouble.” ~Mahatma Ghandi~



9. NOT MANAGING YOUR INFLOWS

Work arrives in different ways – email, phonecall, drop-in visitor, items from meetings,self-imposed

Causes forgotten requests, incomplete work,misplaced information, feelings of anxietyand being overwhelmed



9. IDEAS TO HELP CHANGEBEHAVIOURS

Learn to read through and prioritize contentof inflow; handle right away, postpone ordelegate, file away, or trash

Develop a systematic way of handling,

capturing, and processing all inputs andprojects

Capture and process each item effectively,determine relevance, write it down so itwon’t be forgotten



10. CONFUSING ACTIVITY WITHPRODUCTIVITY

Just because you are active and busy doesn’t

mean that you are productive or makingsignificant progress

Doing meaningless work that doesn’t bringyou closer to your ultimate goals

Fixing problems or putting out fires Presenteeism – physically present at work

but distracted and unfocused



10. IDEAS TO HELP CHANGEBEHAVIOURS

Look at the higher levels of purpose, mission,

vision, and goals to improve levels of productivity and effectiveness

Take time for rest and renewal so your focusand productivity levels are at their peak

Get comfortable, eliminate distractions fromyour work environment



PRACTICAL IDEAS ON SAVING TIME

Write things down, prioritize your list Carry a notebook for ideas and notes Think before acting Strive for continual improvement Use a time management system Identify bad habits Don’t do other peoples work Know and use your energy cycles



PRACTICAL IDEAS ON SAVING TIME(CONT)

Avoid saving too much in your files

Weigh task importance Clean off your work area Take time to relax every day Don’t overschedule

Establish weekly planning routines Record your favorite TV shows Backup your computer files



PRACTICAL IDEAS ON SAVING TIME(CONT)

Make checklists for repeat tasks

Take baby steps to good time management Get active

Get enough sleep

Have fun!

time management power point

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