TIME

MANAGEMENT

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time/tīm/

the indefinite continued progress of

existence and events in the past,

present, and future regarded as a whole.

noun

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Please write a definition of time management

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Time Management

Time management refers to

managing time effectively so that the

right activity is allocated to the right time

/tīm/man·age·ment/

why do we need TM?

to save time

to reduce stress

to increase our work output

to have more control over our job responsibilities

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Hap

pin

essM

on

eyH

ealth

Lack of timemanagement

Stress Burnout

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goals- why am I doing this? what is the goal?

- how do achieve this (most easily)?

- what happen if I chose not to do it?

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YOU HAVEONE LIFE

SET

BIGGERGOALS

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planning- failing to plan is planning to fail

- plan each day, week, month and year

- establish (fake) deadlines

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to-do listsbreak things down into small steps

do the ugliest thing first

then work by priority

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What is important is seldom

urgent and what is urgent is

seldom important.

Dwight D. Eisenhower

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The Eisenhower Matrix

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The Eisenhower Matrix

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The Eisenhower Matrix

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The 80/20 rules

- 20% of the input creates 80% of the result

- 20% of the customers create 80% of the revenue

- 20% of the bugs cause 80% of the crashes

Pareto Principle is the observation (not law) that most things in life are not distributed evenly. It can mean all of the following things:

But be careful when using this idea! First, there’s a common misconception that the numbers 20 and 80 must add to 100 — they don’t!

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key point

most things in life (effort, reward, output) are not

distributed evenly – some contribute more than

others.

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yourself

- get to know yourself: know your good and bad times, keep time journals

- you don't find but make time for important things to do

- learn to say "No": Everything you do is an opportunity cost

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comfort zones

- identify why you aren't enthusiastic, why you are afraid (fear, embarrassment)

- sometimes all you have to do is ask!

- never break a promise, but re-negotiate

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time waste

- late to appointments (miss-beginning) and being unprepared for those attended

- messy desk and inability to find things

- tired or unable to concentrate, doing stuff that does not matter instead

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interruptions

- 4-5 interruptions (5-10 min) shoot an hour (requiring 5 min of recovery)

- reduce frequency and length of interruptions (turn calls into e-mail)

- turn off desktop and mobile notifications (visual, sound and vibration do distract)

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procrastination is the thief

of time

Edward Young

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what are the most common

time wasters, thieves and

culprits?

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• telephone interruptions• inefficient delegation• extended lunches or breaks• cluttered work space• poorly run meetings

• poor planning• procrastination• paperwork• junk mail• drop-in visitors

Time wasting culprits

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time journals

- monitor yourself in 15 minutes increments for more than 3 days (a week or two)

- what doesn't need to be done? What can someone else do? What can I do more efficiently?

- how am I wasting other people's time?

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office

- make your office comfortable for you and optionally comfortable for others

- keep your desk clear (remove clutter)

- keep your to-do list and calendar close- focus on one thing at a time

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e-mail

- archived all, search over folder and tags

- only one (responsible) recipient, optionally CC someone powerful

- follow up after 48 hours

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meetings

- only attend when there is agenda and not when you are optional

- lock the door, disallow phones

- 1 minute minutes (who? what? when? where?)

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delegation

- communicate (in writing): Be polite and precise, provide context and priority

- give objectives, not procedures

- people rise to the challenge: delegate "until they complain" and grand authority

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5 stages of delegation

I DO

I DO, YOU WATCH

WE DO

YOU DO, I WATCH

YOU DO

Realization

Observation

Collaboration

Evaluation

Delegation

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sociology

- gracefully end a successful meeting: Stand up and stroll to the door, complement/thank, shake hand

- beware upward delegation: ignorance is your friend

- reinforce behavior you want repeated: say thank you and mean it

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end of work

- out of office message with return date and (different specific) back-up contacts

- reading e-mail is not a vacation

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measure

- short term: remind yourself in 30 days through your calendar: "What have I changed?"

- long term: 100 things to do in my life

Now let's go out and do the right

things.

THANK YOU

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sources- Email Usage/Penetrations • EmailStatCounter- A Pace Not Dictated by Electrons • University of California- Disruption and Recovery of Computing Tasks • Microsoft Research- 'Infomania' worse than marijuana • BBC News- Meetings in America • Verizon Business- State of Meetings Today • EffectiveMeetings- Why & How Your Employees are Wasting Time at Work • Salary.com- Time Management Statistics • Key Organization Systems- Eisenhower Matric • Eisenhower.me- Time wasting at work • Atlassian- How To Manage Your Time • Andreas Kwiatkowsky- Delegation is Not Dumping • Bill Zipp on Business