Time Management Techniques Time Management Techniques

Jennifer H. Haywood, LISW, LICDCJennifer H. Haywood, LISW, LICDCcjhaywood@ameritech.net

SourcesSources http://www.couns.uiuc.edu/brochures/time.htm http://businessballs.com/timemanagement.htm http://www.friedsocialworker.com/socialwork

burnout.htm Personal background and experience in the Personal background and experience in the

field, Jennifer H. Haywood, 2007field, Jennifer H. Haywood, 2007

Common myths contributing to poor Common myths contributing to poor time managementtime management

My life is completely controlled by external eventsMy life is completely controlled by external events Fact: You can have some control over many aspects Fact: You can have some control over many aspects

of your life, but you and you alone are responsible for of your life, but you and you alone are responsible for initiating that control. Learn to recognize what you initiating that control. Learn to recognize what you can and cancan and can’’t control before making your choices. t control before making your choices. Anticipate the future and clarify the external demands Anticipate the future and clarify the external demands that must be faced. From there, itthat must be faced. From there, it’’s easier to s easier to determine what can be done, and within what time determine what can be done, and within what time frame, despite the demandsframe, despite the demands

Myth 2Myth 2 I should meet everyoneI should meet everyone’’s expectationss expectations Fact: The needs and demands of others may be Fact: The needs and demands of others may be

inappropriate for you and your lifestyle. They may inappropriate for you and your lifestyle. They may be poorly times, highly questionable, or simply be poorly times, highly questionable, or simply unattainable. They may be of a different priority than unattainable. They may be of a different priority than your own. By trying to meet the expectations of your own. By trying to meet the expectations of others, you may be shortchanging yourself and your others, you may be shortchanging yourself and your needs. First become clear about what your needs are needs. First become clear about what your needs are and then you consider what others expect of youand then you consider what others expect of you

Myth 3Myth 3 I should have no limitsI should have no limits Fact: We all have limits….failure to acknowledge Fact: We all have limits….failure to acknowledge

this may cause you to become perfectionistic in your this may cause you to become perfectionistic in your expectations. Perfectionists are especially prone to expectations. Perfectionists are especially prone to procrastination because the perfection they demand is procrastination because the perfection they demand is impossible. For example, no paper will ever be impossible. For example, no paper will ever be perfect in all ways. The immediate consequence of perfect in all ways. The immediate consequence of turning in an imperfect paper may be brief, acute turning in an imperfect paper may be brief, acute anxiety, but the long-term consequences of anxiety, but the long-term consequences of procrastination ie…inconveniences, career losses and procrastination ie…inconveniences, career losses and lingering self doubts---are usually more devastating.lingering self doubts---are usually more devastating.

First- Stack the cards in your favor!First- Stack the cards in your favor!

Use your biological rhythms to your advantageUse your biological rhythms to your advantageA. Identify the times of day when your energy A. Identify the times of day when your energy

levels are the highest and do your most levels are the highest and do your most important work at those times. Schedule your important work at those times. Schedule your ““must do listmust do list”” in the mornings, if you are a in the mornings, if you are a morning person- you may even decide to talk morning person- you may even decide to talk to your supervisor about flexing your schedule to your supervisor about flexing your schedule to include an earlier work day, to get things to include an earlier work day, to get things done before everyone else arrivesdone before everyone else arrives

Optimize your work environment!Optimize your work environment!

B.B. Keep things you need in your work area and Keep things you need in your work area and make sure the physical environment is make sure the physical environment is conducive to concentration, not just comfort.conducive to concentration, not just comfort.

C.C. Do you need quiet, music, a clean desk (big Do you need quiet, music, a clean desk (big lotslots’’ bins can get you organize quickly!) or a bins can get you organize quickly!) or a reorganize office placing you facing the wall reorganize office placing you facing the wall or window, not the door where everyone is or window, not the door where everyone is walking by saying hello!!walking by saying hello!!

Safeguard blocks of work time!Safeguard blocks of work time!D.D. Protect your time by saying Protect your time by saying ““nono”” to various interruptions. to various interruptions.

Take your email off of the setting that alerts you Take your email off of the setting that alerts you every timeevery time a new email pops up, and schedule yourself specific a new email pops up, and schedule yourself specific ““check check emailemail”” times throughout your day. (3 at the most) times throughout your day. (3 at the most)

E.E. Close your door!- Provide a marker board monthly calander Close your door!- Provide a marker board monthly calander on your door, along with a way for someone to leave a on your door, along with a way for someone to leave a messagemessage

F.F. Schedule Schedule ““paperwork onlypaperwork only”” times, and turn off your phone times, and turn off your phone or even go to a private space other than your office to get or even go to a private space other than your office to get that work donethat work done

G.G. If you can, turn off your phone, and schedule your If you can, turn off your phone, and schedule your ““check check voice mailvoice mail”” time when you check your email. You may be time when you check your email. You may be able to multi-task, while able to multi-task, while ““weeding outweeding out”” calls that can be calls that can be answered at home, or not at all!answered at home, or not at all!

Multi-tasking demands an organized Multi-tasking demands an organized work space/schedulework space/schedule

In/out binsIn/out bins Priority binsPriority bins Schedule book that allows for month, day and week Schedule book that allows for month, day and week

overviews, possibly allowing you time to do some overviews, possibly allowing you time to do some personal tasks within your lunch hour ie..bills, personal tasks within your lunch hour ie..bills, personal calls during business hours, personal personal calls during business hours, personal emailing etc…emailing etc…

Schedule time to return phone calls, alerting your Schedule time to return phone calls, alerting your regular callers of the best time frame to call you back regular callers of the best time frame to call you back ie..My phone is on from 1-3pm and I check emails…ie..My phone is on from 1-3pm and I check emails…

Get a baseline and learn how to protect Get a baseline and learn how to protect your time!your time!

Begin by keeping a time log for a day or two, Begin by keeping a time log for a day or two, to give you a baseline on how to spend your to give you a baseline on how to spend your time- this will give you an idea how long, on time- this will give you an idea how long, on average, you work without an interruption- if average, you work without an interruption- if you struggle to achieve more than 5 or 6 you struggle to achieve more than 5 or 6 minutes, interruption free, at a time- you need minutes, interruption free, at a time- you need to make a change!to make a change!

Challenge the Wasted timeChallenge the Wasted time Habitual tasks, where responsibility has been Habitual tasks, where responsibility has been

handed down or inherited- donhanded down or inherited- don’’t assume that it t assume that it HAS to be done this wayHAS to be done this way

Goals- Prioritizing Goals- Prioritizing Daily/Weekly/Monthly tasksDaily/Weekly/Monthly tasks

Review your activities and make a list of daily, Review your activities and make a list of daily, weekly and monthly goals to get an idea of your weekly and monthly goals to get an idea of your baseline responsibilitiesbaseline responsibilities

Utilize a desk planner for this. Highlight Utilize a desk planner for this. Highlight responsibilities according to priority- yellow for responsibilities according to priority- yellow for daily, pink for weekly, blue for monthly- decide what daily, pink for weekly, blue for monthly- decide what time of day your are the best for your daily goals, time of day your are the best for your daily goals, give yourself 2 days during the week spaced out for give yourself 2 days during the week spaced out for your weekly goals, and give yourself one day weekly your weekly goals, and give yourself one day weekly to work on monthly goals. DO NOT deviate unless to work on monthly goals. DO NOT deviate unless sick etc….sick etc….

DEFEND your schedule!DEFEND your schedule!

THE DAYTHE DAY Most people struggle the most with motivation after lunch- be Most people struggle the most with motivation after lunch- be

aware of what you are eating, and how much caffeine you aware of what you are eating, and how much caffeine you drink in the mornings- this will helpdrink in the mornings- this will help

It may be helpful for you to return calls, emails or leave your It may be helpful for you to return calls, emails or leave your office for client meetings after lunch. Sedentary paperwork is office for client meetings after lunch. Sedentary paperwork is NOT recommended for this time of day. If you have time, do NOT recommended for this time of day. If you have time, do a short walk around the office, or block at your mid-day break. a short walk around the office, or block at your mid-day break. This increases serotonin and gives you your energy boost for This increases serotonin and gives you your energy boost for the afternoon.the afternoon.

Organize your office and your to-do list for the next morning Organize your office and your to-do list for the next morning the night before you leave. This will help you psychologically the night before you leave. This will help you psychologically feel feel ““completecomplete”” decrease the need to figure it all out the next decrease the need to figure it all out the next morning.morning.

As things come up throughout the As things come up throughout the day…..day…..

1-Do Now1-Do NowEmergencies, demands from Emergencies, demands from supervisors, work due today, meetings supervisors, work due today, meetings and appointments, daily and appointments, daily charting/reports/treatment planning, charting/reports/treatment planning, staff issuesstaff issues

2- Plan to Do2- Plan to DoScheduling, weekly Scheduling, weekly responsibilities, networking, responsibilities, networking, staffing notesstaffing notes

3- Reject and Explain3- Reject and ExplainTrivial requests by others, Trivial requests by others, misunderstandings, email requestsmisunderstandings, email requests

4- Resist and Cease4- Resist and CeaseGossip, chat, excessive social Gossip, chat, excessive social communications, net surfing, communications, net surfing, computer games, excessive cigarette computer games, excessive cigarette breaks, daydreaming, doodling breaks, daydreaming, doodling

Implementing these tools takes healthy boundary Implementing these tools takes healthy boundary setting with appropriate communication abilitiessetting with appropriate communication abilities

DelegateDelegate Learn to say Learn to say ““NoNo”” politely and constructively politely and constructively Be careful about accepting sideways delegating by Be careful about accepting sideways delegating by

peers peers ““I understand this is urgent for you, but I have I understand this is urgent for you, but I have other priorities I must deal with first ie..client issues, other priorities I must deal with first ie..client issues, sessions, emergenciessessions, emergencies

Probe vague deadlines ie..when things are due Probe vague deadlines ie..when things are due ““nownow”” or or ““later todaylater today””- what does that actually mean? Can - what does that actually mean? Can it even be tomorrow morning?- need a time!it even be tomorrow morning?- need a time!

No one will be motivated to manage No one will be motivated to manage time if burnt out!time if burnt out!

Symptoms: exhaustion, cynical detachment from Symptoms: exhaustion, cynical detachment from work, feelings of ineffectivenesswork, feelings of ineffectiveness

Definition by Maslach and Leiter- Burnout is Definition by Maslach and Leiter- Burnout is ““the the index of the dislocation between what people are and index of the dislocation between what people are and what they have to do. It represents an erosion in what they have to do. It represents an erosion in values, dignity, spirit and will—an erosion of the values, dignity, spirit and will—an erosion of the human soul. It is a malady that spreads gradually and human soul. It is a malady that spreads gradually and continuously over time, putting people into a continuously over time, putting people into a downward spiral…..downward spiral…..

Clinicians, probation officers, and other helping Clinicians, probation officers, and other helping professionals are so burnt out because….professionals are so burnt out because….

WeWe’’re good people who are staunchly re good people who are staunchly committed to helping otherscommitted to helping others

Too many of our employers fail to empower Too many of our employers fail to empower us with the ability to perform effectively, us with the ability to perform effectively, doing so in a multitude of waysdoing so in a multitude of ways

Ways….Ways…. MismanagementMismanagement Schedule Imbalance (undesired shifts to same Schedule Imbalance (undesired shifts to same

workers, all holidays and weekends, beepers and workers, all holidays and weekends, beepers and pagers giving us NO TIME to compartmentalize)pagers giving us NO TIME to compartmentalize)

Intense Work DaysIntense Work Days Chronic Fear of DownsizingChronic Fear of Downsizing PoliticsPolitics Lack of AppreciationLack of Appreciation Personal RiskPersonal Risk

Fixing It….Fixing It…. Appreciation….Staff incentives, reward (comp Appreciation….Staff incentives, reward (comp

time), verbal positivestime), verbal positives Supervisors requiring workers to leave on timeSupervisors requiring workers to leave on time Supervisors allowing flex hoursSupervisors allowing flex hours Exercise, lowering caffeineExercise, lowering caffeine Morale building exercisesMorale building exercises Discouraging gossipDiscouraging gossip