+

Plan Your Day To Save Time

Learning effective time management techniques

+Learning Objectives

Identify Timewasters

Understand the importance of effective time management

Recognize current habits & routines that lead to disorganization

Prioritize task and determine importance

Successfully delegate

Discover ways in which to avoid procrastination

+Time Management

Questions to consider

1. What is time management?

2. How can I fit everything I need to do into my day?

3. What are the results of not managing time?

+Time Management – What is it?

Time management is defined as the act or

process of planning and exercising

conscious control over the amount of time

spent on specific activities, especially to

increase effectiveness, efficiency, or

productivity.

+Time Wasters

Anything that does not

increase productivity and

can lead to procrastination

Facebook

Candy Crush

Television

+Organizing: Getting rid of clutterHow to remove distractions and things that take up space

+Getting Organized

Reasons Not Organized

1. It’s overwhelming

2. I’ve got my own

system

3. I don’t know where to

start

Reasons to organize

1. Invites people in

2. Increases productivity

3. Can be freeing

+Getting Organized

Set a time

Use a kitchen timer

Divide & Conquer

Focus on one section at a

time.

Be prepared

List of items needed

Know where items are

going

Stick to your plan

+Getting Organized

S.T.I.N.G.

S – Select one task to do

T – Time yourself using a

clock for no more than 1 hour

I – Ignore everything

else

N – No Breaks or

interruptions

G- Give yourself a

reward

+Know when to discard

You don’t have to keep

everything!

Know the statute of

limitations – keeping of

important documents

Tax documents – 5 years

Questions to ask

1. Am I going to use this

in the near future?

2. When was the last time

that I needed this?

3. If I keep this, where

does it belong?

+

Keep, Donate, Trash Activity

+Items to Keep

Do not confuse with the

thought of “But,I might need

this later.”

Have value & meaning to

you

May be heirlooms or special

gifts

+Items to Donate

Items that are no longer

needed or wanted

Think of items at a garage

sale

Don’t forget to take them to

a donation place!

+Items to Trash

Cannot be donated or given

away

Items do not want or need

Typically broken items, junk

mail, etc.

+Paper & Storage

Physical pieces of paper

Advantage have the

physical document (an

original or copy) if needing it

later

Disadvantage takes up

storage space & can cause

clutter

Electronic copies of

documents

Advantage “eco-friendly”

Advantage Frees up

storage space & can store

for longer time periods

Disadvantage not easily

accessible to all who need it

Paper System Paperless System

+Paper

Do

Delete

Defer

Delegate

+Paper & Storage

Be consistent – No matter what you choose, stick with it

Be time sensitive – Acknowledge deadlines & due dates. Once they have passed, move to another folder or

delete it entirely.

Be willing to archive – Put away files that need to be kept

but are not used on a daily basis.

+Workstation Organization Tips

✓Keep it handy

✓Current projects

only

✓Arrange your file

drawers

✓Arrange file

cabinets

✓Match the

workflow

+Workstation Organization

+

TimeSchedule your time

+Time

Everyone has the same 24 hours to accomplish tasks

480 minutes at work in a normal 8 hour day

Often feeling like there isn’t enough hours in the day to

get things done

+Tips to Manage Time

➢ Set Priorities

➢ A master calendar

➢ Set deadlines

➢ Remove/Limit Time Wasters

+Tips to Utilize Calendars

1. On Sunday (or Friday afternoon if only focusing on work

related activities), write in all of the appointments you

have, your family has, activities you participate in, etcon the day of the week & the time that the

appointment is.

2. Set reminders of due dates

+

Calendar Activity

+Setting Priorities

Write down all tasks that need to be completed

Assign importance to them

Use the Urgent/Important Matrix

Urgent & Important

Important but Not Urgent

Urgent but Not

Important

Not Urgent & Not

Important

+Urgent/Important Matrix

Urgent & Important

Important But Not Urgent

Urgent But Not

Important

Not Important

& Not Urgent

+Urgent & Important

Deals with critical issues as

they arise.

Perform these duties NOW.

Examples

Emergencies

Problems

Deadlines

Urgent & Important

Important But Not Urgent

Urgent But Not

Important

Not Important

& Not Urgent

+Important but not Urgent

Success-orientated tasks that

are critical to achieving

goals

Perform these next.

Examples

Opportunities

Progress

High value

Long Term

Urgent & Important

Important But Not Urgent

Urgent But Not

Important

Not Important

& Not Urgent

+Urgent but not Important

Chores that do not move

you forward toward your

goals.

Postpone these.

Examples

Maintenance

Routine Tasks

Replying to emails

Urgent & Important

Important But Not Urgent

Urgent But Not

Important

Not Important

& Not Urgent

+Not Important & Not Urgent

Trivial distractions

Avoid if possible.

Time wasters

Examples

Facebook

Candy Crush

Urgent & Important

Important But Not Urgent

Urgent But Not

Important

Not Important

& Not Urgent

+Big Rocks Video

+

Section 1 Group Project

+Dealing with the Unexpected

Take a deep breath and

step away

Count to 10

+

Section 2 Group Project

+To – Do Lists

Tips

Before bed, make a list of the most important things you have on your schedule that you hope to accomplish the

next day.

Begin the list with the hardest task, the one that will take

the most time, or the one that is the least appealing

+To – Do Lists

Cross them off or check them off as you complete them.

Move what is left on the list to the next day.

**If you postpone a task three times, you need to remove it

from the list.**

+Eat that frog!

If you know that the hardest

task you have to complete

today is to eat a live frog, then

do it first and get it out of the

way.

+What is important?

The items in the Urgent/Matrix

Do the Quick Tasks immediately

Paperwork filing

Follow up emails

*Remember it takes time initially to have tools put in place

for long-term success.*

+Divide & Conquer

Start with one section and focus on it

When first task is complete, move on to the next one

Take periodic breaks

+

ProcrastinationTools to fight putting it off

+Procrastination

Delaying tasks that should be a priority

One of the leading causes of disorganization

+Why We Procrastinate

1. No clear deadline

2. Don’t know where to begin

3. Feels overwhelming

4. No passion

5. Fear of failure

6. Inadequate resources

+

Procrastination Activity

+Ways to overcome Procrastination

❖Delete it

❖Delegate it

❖Do it now

❖Ask for help

❖Break it up

❖15 minute rule

❖Set clear deadlines

❖Reward yourself

❖Remove distractions

+

Section 3 Group Project

+Reward Tips

➢ Rewards keep motivation

going

➢ Foster a sense of pride and

accomplishment

➢ Can be as simple as a thank

you note or a pat on the

back

➢ Can be as elaborate as a

day off or all expense paid

vacation

1. Start small

2. Only reward completed

work not promised

3. Keep a visual reminder of

what you receive when

the goal is accomplished

+

E-mailUncluttering your email inbox

+E-mail – Setting up Delivery Rules

Rules are filters that move messages into other folders

Helps to organize into appropriate folders

Allows for ease of access

+E-mail

1. Establish a folder system

Sorts by importance

Easily locate important deadlines

2. Determine priority

Does the email need immediate attention?

If not, when does it need attention?

Is it needed at a later date?

Is it relevant to me or my department?

+E-mail

3. Important Items – Flag or highlight

Flag or highlight so that important messages do not get

lost

Can help with setting up reminders

+

Becoming disciplinedBuilding good habits

+Causes of disorganization

1. Hoarding

2. Inconsistency

3. No schedule

4. Bad habits

+Developing Good Habits

General school of thought is that it takes 21 days to

develop a new practice/routine

However, it usually takes 60 days for it to become a habit

+Systems

Find the system that works for you

Stay with that system, tweaking as necessary

+Just say No

1. Already have a full

schedule

2. Not something that

interests you

3. May cause you to miss out

on something that is

important

1. “No, thank you.”

2. “That is not one of my

strengths.”

3. “I don’t have time today,

but I could schedule it in

for tomorrow.”

4. “I’m sorry, but I am already

committed to something

else during that time.”

Reasons to say No Ways to say No

+Organizing as a lifestyle

Not a one time situation

Carries out in work activities

& family activities

Practicing good habits

develops into a lifestyle

Plan for the future, today

Short term to do lists

Ways to execute the lists

Determine motivators

Plan for deadlines

+

Section 4 Group Project

+

GoalsDeveloping SMART goals

+Goal Setting

Critical to effective time management

Single most important life skill that most people don’t know to do

Used in every single area of your life – personal, work,

financial, spiritual, physical improvement, or relationships.

A goal is not a resolution.

+The Three P’s

Ensure that all goals, short-term or long-term, unleash the

power of the three P’s

1. Positive

2. Personal

3. Possible

+SMART Goals

+Visualizing

If you see it, you can work towards it

Vision board/goal posters

Make it emotional – tie feelings to it

Speak it in a positive way

Refuse to listen when someone says you can’t

+

Crisis managementDealing with the unexpected

+Crisis Management Keys

✓ Move quickly

✓ Move decisively

✓ Move carefully

+Steps to crisis management

1. Identify point of contact

2. Gather & analyze data

3. Identify the timeframe

4. Create an action plan

5. Execute the plan

6. Evaluate

+

DelegatingLearning when to hand it off

+Delegating Tips

✓ Allows you to make best use of time and skills

✓ Helps others grow

✓ Remember these criteria

➢ It should provide a growth opportunity for someone else

➢ Weigh training vs the task’s frequency

➢ Certain critical tasks may put entire project in jeopardy

➢ Some tasks should not be delegated

+Choosing the Right Person

Questions to ask:

1. Does the person already have the necessary knowledge, skills, experience?

2. Does the person work well independently?

3. What is the person’s current workload?

4. Will delegating this task require responsibilities and

workloads to be reshuffled?

+Delegation Spheres

+Letting Go & Keeping Control

Learn to accept that

someone else’s work may

not be the same as yours

By delegating you may be

increasing someone else's’

skill set.

If you can’t live with the result

of someone else’s work, then

don’t delegate!

Allow for ample time to

review delegated items

Letting Go Keeping Control

+

ritualsUsing rituals to increase sponataneity

+Rituals

What is it?

Any task or pattern that can be regularly performed in a set manner.

How do you build one?

Identify the task

Identify the time/trigger

Identify the sub-tasks

+Everyday tasks to ritualize

Once a ritual has been established, you may discover you

have extra time pockets in your day.

Sleep

Meals

Exercise

+

MeetingsDetermining when meetings are necessary

+Meetings – Determine when to have one

Is a formal meeting necessary?

What is the purpose of the meeting?

What is the agenda?

How long will the meeting be?

+Building an agenda

List items to be discussed

Time frame of the discussion of each item

Presenter

Send to all meeting attendees & participants with the

meeting request 2-3 days prior to the meeting

+During the meeting

1. Keep on track!

2. Have the agenda posted to serve as a reminder to all

3. Have one person responsible for recording minutes &

sending them to all participants after the meeting.

+After the meeting

Gather feedback

Send out meeting summary

Send out action items

Schedule follow-up meetings, if necessary

+Meeting Alternatives

Instant Messaging & Chat Rooms

Teleconference

Email lists

Online Groups

Collaboration Applications

+

Section 5 Group Project

+

Before we go

+Things to Remember

It takes time to make time.

Prioritize

Delegate

+

Please remember to fill out your course evaluation and give it to your instructor before leaving.

Thank you for attending today.