TIME MANAGEMENTTIME MANAGEMENT

WHAT IS TIME MANAGEMENT?WHAT IS TIME MANAGEMENT?

1) IT IS A DISCIPLINE WHICH 1) IT IS A DISCIPLINE WHICH WITHIN ITSELF REQUIRES WITHIN ITSELF REQUIRES PRACTICE AND PATIENCE.PRACTICE AND PATIENCE.

2) IT IS A BALANCE BETWEEN2) IT IS A BALANCE BETWEEN

ORGANIZATION AND ORGANIZATION AND

EFFECTIVENESS.EFFECTIVENESS.

3) TIME MANAGEMENT IS MAKING 3) TIME MANAGEMENT IS MAKING

THE RIGHT CHOICESTHE RIGHT CHOICES

TIME NUTSTIME NUTS

THESE ARE POTENTIALLYTHESE ARE POTENTIALLY

VALUABLE TRAITS TURNED INTOVALUABLE TRAITS TURNED INTO

LIABILITIES.LIABILITIES.

1.OVERORGANIZED PERSON1.OVERORGANIZED PERSON

A. ALWAYS MAKING LISTS, A. ALWAYS MAKING LISTS, UPDATING AND LOSING DATA.UPDATING AND LOSING DATA.

B. MAKING SURE EVERYTHING B. MAKING SURE EVERYTHING

IS COVERED.IS COVERED.

C. MORE INTERESTED IN C. MORE INTERESTED IN

FEELING ORGANIZED THAN FEELING ORGANIZED THAN

ACTUALLY DOING ANYTHING.ACTUALLY DOING ANYTHING.

2. THE OVERDOER2. THE OVERDOER

A. DOING TOO MANY THINGS A. DOING TOO MANY THINGS ATAT

ONCE WITH LITTLE QUALITY.ONCE WITH LITTLE QUALITY.

B. MANY TIMES GOING IN THEB. MANY TIMES GOING IN THE

WRONG DIRECTION DUE TOWRONG DIRECTION DUE TO

THE LACK OF PLANNING. THE LACK OF PLANNING.

3) THE TIME NUT3) THE TIME NUT

A. MUST ACCOUNT FOR A. MUST ACCOUNT FOR

EVERY SECOND.EVERY SECOND.

B. WORRIES ABOUTB. WORRIES ABOUT

OTHERS WASTING TIME.OTHERS WASTING TIME.

TIME MANAGEMENT TIME MANAGEMENT DISCIPLINEDISCIPLINE

IN ORDER TO BE EFFECTIVE ININ ORDER TO BE EFFECTIVE IN

YOUR TIME MANAGEMENTYOUR TIME MANAGEMENT

YOU SHOULD FOLLOW THIS YOU SHOULD FOLLOW THIS PATTERN:PATTERN:

A. TRANSISTION TIME (QUIET A. TRANSISTION TIME (QUIET TIME)TIME)

1. NOT TO BE DISTURBED1. NOT TO BE DISTURBED

2. USUALLY BEGINS WHEN YOU 2. USUALLY BEGINS WHEN YOU

AWAKEN AND ENDS WHEN AWAKEN AND ENDS WHEN

YOU BEGIN WORK.YOU BEGIN WORK.

3. MAY BE FOUND DURING THE 3. MAY BE FOUND DURING THE

DAYDAY

4. WHILE DOING OTHER 4. WHILE DOING OTHER ACTIVITIES, SHAVING, ACTIVITIES, SHAVING, JOGGING, COMMUTING.JOGGING, COMMUTING.

AVAILABILITY OF TIMEAVAILABILITY OF TIME

WE MUST MAKE TIMEWE MUST MAKE TIME

THROUGHOUT THE DAY FOR THETHROUGHOUT THE DAY FOR THE

FOLLOWING:FOLLOWING:

1.TIME TO BE AVAILABLE FOR 1.TIME TO BE AVAILABLE FOR OTHERSOTHERS

2. UNINTERRUPTED TIME2. UNINTERRUPTED TIME

PRIME TIMESPRIME TIMES

THERE ARE TWO TYPES OF PRIMETHERE ARE TWO TYPES OF PRIME

TIMES:TIMES:

1.INTERNAL..THESE ARE BLOCKS 1.INTERNAL..THESE ARE BLOCKS

OF TIME WHEN YOU DO YOUR OF TIME WHEN YOU DO YOUR

BEST WORK. (EX. 7-10AM) BEST WORK. (EX. 7-10AM)

2. EXTERNAL..THESE ARE 2. EXTERNAL..THESE ARE

BLOCKS OF TIME WHEN YOU BLOCKS OF TIME WHEN YOU

DEAL WITH OTHERS ON THE DEAL WITH OTHERS ON THE

JOB OR SOCIALLY.JOB OR SOCIALLY.

TIME SHARINGTIME SHARING

LEARNING TO SAY LEARNING TO SAY NO!NO! HOW MANY TIMES HAVE YOU HOW MANY TIMES HAVE YOU

BEEN WORKING ON AN BEEN WORKING ON AN

IMPORTANT PROJECT ONLY TO IMPORTANT PROJECT ONLY TO

HEAR “DO YOU HAVE A MINUTE?”HEAR “DO YOU HAVE A MINUTE?”

ALMOST ALL THE TIME. WELLALMOST ALL THE TIME. WELL

HERE ARE TWO WAYS TO REPLY.HERE ARE TWO WAYS TO REPLY.

1. CAN WE REALLY DO THIS IN A 1. CAN WE REALLY DO THIS IN A

MINUTE?MINUTE?

2. I HAVE A MINUTE NOW, BUT IF 2. I HAVE A MINUTE NOW, BUT IF

IT TAKES LONGER WE WILL IT TAKES LONGER WE WILL

HAVE TO DO IT LATER. HAVE TO DO IT LATER.

WHAT IS THE BEST USE OF YOUR WHAT IS THE BEST USE OF YOUR

TIME RIGHT NOW?TIME RIGHT NOW?

DEPENDING UPON WHERE YOUDEPENDING UPON WHERE YOU

MAY BE THROUGHOUT YOUR MAY BE THROUGHOUT YOUR

DAY YOU MUST TRY AND THINK DAY YOU MUST TRY AND THINK

WHAT COULD I BE DOING. WHAT COULD I BE DOING.

YOU MAY FIND YOURSELF YOU MAY FIND YOURSELF

WAITING FOR A RIDE OR WAITING FOR A RIDE OR

SITTING IN A DOCTORS OFFICE. SITTING IN A DOCTORS OFFICE.

THESE ARE GOLDENTHESE ARE GOLDEN

OPPORTUNITES TO CATCH UP OPPORTUNITES TO CATCH UP

ON SOME READING AND OTHERON SOME READING AND OTHER

PROJECTS. PROJECTS.

ORGANIZATION OF ORGANIZATION OF PAPER,MAIL AND MEMOSPAPER,MAIL AND MEMOS

WHEN FACED WITH WHEN FACED WITH

ORGANIZATION OF PAPER ORGANIZATION OF PAPER

FOLLOW THIS ADVICE:FOLLOW THIS ADVICE:

1.HANDLE EACH PIECE OF PAPER 1.HANDLE EACH PIECE OF PAPER

ONLY ONCE. RESPOND ONLY ONCE. RESPOND

IMMEDIATELY WHEN POSSIBLE.IMMEDIATELY WHEN POSSIBLE.

2. PUT YOUR FILES IN PRIORITY 2. PUT YOUR FILES IN PRIORITY ORDER.ORDER.

A. ACTION FILE, TO DO A. ACTION FILE, TO DO IMMEDIATELY.IMMEDIATELY.

B. INFORMATION FILE, TO B. INFORMATION FILE, TO

READ OR ACT ON SOON.READ OR ACT ON SOON.C. DEFERRED FILE, TO BE C. DEFERRED FILE, TO BE

DONE ON LEISURE TIMEDONE ON LEISURE TIME IF AT ALL.IF AT ALL.

THE “TO DO LIST”THE “TO DO LIST”

BASIC AS A, B, C.BASIC AS A, B, C.

A. MAKE A CHECK LIST EACH A. MAKE A CHECK LIST EACH

DAY OF ITEMS T0 BE DONE. DAY OF ITEMS T0 BE DONE.

TRY TO CHECK OFF AS MANY TRY TO CHECK OFF AS MANY

ITEMS AS POSSIBLE, TRY FOR ITEMS AS POSSIBLE, TRY FOR

A A “NO MISS”“NO MISS” DAY. DAY.

1. THERE IS TREMENDOUS 1. THERE IS TREMENDOUS SENSE OF PERSONAL SENSE OF PERSONAL SATISFACTION IN CROSSING SATISFACTION IN CROSSING ITEMS OFF THE LIST.ITEMS OFF THE LIST.

PRIORITIZE ITEMS LIKE THIS:PRIORITIZE ITEMS LIKE THIS:

A’S….YIELD MOST VALUEA’S….YIELD MOST VALUE

B’S….MEDIUM VALUEB’S….MEDIUM VALUE

C’S….LOW VALUEC’S….LOW VALUE

1.FURTHER BREAKDOWN MAY 1.FURTHER BREAKDOWN MAY BE DONE, A-1, A-2, B-1.BE DONE, A-1, A-2, B-1.

2. ITEMS MAY CHANGE FROM 2. ITEMS MAY CHANGE FROM

DAY TO DAY. TODAY’S A’SDAY TO DAY. TODAY’S A’S

MAY BECOME TOMORROW’SMAY BECOME TOMORROW’S

C’S DUE TO OUTSIDEC’S DUE TO OUTSIDE

FACTORS.FACTORS.

THE BATTLE OF THE A’S VS. THE BATTLE OF THE A’S VS. THE C’S.THE C’S.

LET’S FACE IT MOST OF US LET’S FACE IT MOST OF US

WOULD RATHER DO C’S THAN WOULD RATHER DO C’S THAN

A’S. WHY IS THIS?A’S. WHY IS THIS?

A. “A” ITEMS MAY NEVER HAVE A. “A” ITEMS MAY NEVER HAVE

BEEN DONE BEFORE AND BEEN DONE BEFORE AND

THEREFORE SEEM MORE THEREFORE SEEM MORE

DIFFICULT.DIFFICULT.

B. “C” ITEMS TEND TO BE THOSE B. “C” ITEMS TEND TO BE THOSE

ITEMS WHICH HAVE BEEN ITEMS WHICH HAVE BEEN

DONE BEFORE AND DONEDONE BEFORE AND DONE

WELL.WELL.

DEALING WITH “A” DEALING WITH “A” UNPLEASANTNESSUNPLEASANTNESS

OK, THERE IS NO GETTING OK, THERE IS NO GETTING AROUND IT YOU MUST DO AROUND IT YOU MUST DO THOSE A’S. SO, HOWTHOSE A’S. SO, HOW

CAN WE ACCOMPLISH IT.CAN WE ACCOMPLISH IT.

1. DEAL WITH THE 1. DEAL WITH THE UNPLEASANTNESS DIRECTLY.UNPLEASANTNESS DIRECTLY.

2. RECOGNIZE THE GREATER2. RECOGNIZE THE GREATER

UNPLEASANTNESS THAT UNPLEASANTNESS THAT RESULTS IN THE DELAY.RESULTS IN THE DELAY.

3. CREATE ENTHUSIASM THAT 3. CREATE ENTHUSIASM THAT

COUNTERBALANCES THE COUNTERBALANCES THE

UNPLEASANTNESS.UNPLEASANTNESS.

SET UP MILESTONES ON A LONG SET UP MILESTONES ON A LONG

“ “A” PROJECT AND GIVE A” PROJECT AND GIVE

YOURSELF AYOURSELF A

REWARD! REWARD!

THE SWISS CHEESE THE SWISS CHEESE APPROACHAPPROACH

ANYTIME YOU HAVE A HARDANYTIME YOU HAVE A HARD

TO DO OR HARD TO GETTO DO OR HARD TO GET

STARTED “A” PROJECT,STARTED “A” PROJECT,

TAKE SMALL BITES. DON’TTAKE SMALL BITES. DON’T

TRY TO DO IT ALL AT ONCE.TRY TO DO IT ALL AT ONCE.

WHEN YOU HAVE FINALLY WHEN YOU HAVE FINALLY DECIDED TODECIDED TO

DO THE PROJECT CONSIDER DO THE PROJECT CONSIDER THIS:THIS:

1.WHEN TO START1.WHEN TO START

2.WHAT TO DO FIRST.2.WHAT TO DO FIRST.

3. TIME REQUIRED TO 3. TIME REQUIRED TO COMPLETE.COMPLETE.

4. INFORMATION NEEDED4. INFORMATION NEEDED

5. EQUIPMENT OR MATERIALS 5. EQUIPMENT OR MATERIALS NEEDEDNEEDED

6. OTHERS INVOLVED IN THE 6. OTHERS INVOLVED IN THE PROJECTPROJECT

IN CONCLUSION:IN CONCLUSION:

DO YOUR BEST ANDDO YOUR BEST AND

CONSIDER IT A CONSIDER IT A SUCCESS!SUCCESS!

GOOD LUCK WITH YOUR YEARGOOD LUCK WITH YOUR YEAR

AS A DISTRICT OR CLUBAS A DISTRICT OR CLUB

LEADER.LEADER.