Time Management

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Presentation Description

Time is money! Learn to kick the habit of using time inefficiently. Time management provides everyone with the opportunity to create a schedule that works for them specifically. Definition/s of time management Learning objectives for this presentation 3 points on controlling the demands and 14 time wasting culprits 13 points on how to use time effectively 11 points on stopping time-wasting culprits and 7 strategies 8 techniques for organizing, 8 scheduling tips and 9 scheduling guidelines 6 points on methods of prioritization and 8 points on daily to-do lists 10 ways to clear your desk and 14 points on controlling paper handling 12 points on paperwork and 4 points on correspondence 5 points on controlling your reading and 40 points on telephone interruptions 15 points on controlling telephone time and 5 more points on interruptions 18 points on drop-in visitors and 6 points on how to say no 7 points on getting more done and 21 points on management by crisis 7 points on worrying and 5 keys to deal with procrastination 13 points on conquering procrastination and 5 extra suggestions 16 action steps and much more. Procrastination / (Page 10) Having a Balanced Life / (Page 11-12) Devoting Your Time / (Pages 13-14) Time Management Matrix / (Page 15) Scheduling / (Pages 16-18) Time Management Model / (Page 19) Making Long-term Goals / (Page 26) Strategies / (Pages 38-39) Telephone Interruptions Chart / (Page 96) Management by Crisis Chart / (Page 130) The Worry Graph / (Page 133)

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Presentation Transcript

Slide 1:

TIME MANAGEMENT readysetpresent.com

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2 Program Objectives ( 1 of 2 ) Time Management r eadysetpresent.com Clarify participant objectives. Recognize signs of chronic disorganization. Learn to clear your desk of clutter, and create a filing system. Identify the most common interruptions of working time and ways to eliminate them.

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3 Program Objectives ( 2 of 2 ) Time Management r eadysetpresent.com Determine why and where you procrastinate, and overcome procrastination. Apply the practical techniques, concepts, and strategies developed through this program.

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8 Why Is It Necessary? Time Management r eadysetpresent.com What does “Time” (SELF) Management do for you, your job, your group and/or your organization?

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9 Controlling The Demands Time Management r eadysetpresent.com Manage the work. (Use time constructively.) Improve productivity/effectiveness. (Spend time on result-producing activities.) Let’s look at this thing called, “Time Management.”

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10 Procrastination Time Management r eadysetpresent.com How does procrastination relate to time management? Many people who struggle with time management are procrastinators. People who procrastinate leave important tasks until the last minute. People who procrastinate spend time on activities that are less important. People who procrastinate do not manage time effectively.

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11 Having a Balanced Life (1 of 2) Time Management r eadysetpresent.com It is important to have a balanced life. No single aspect of your life should take up an unproportionate amount of time. Too much work takes away from time with family and friends and from recreation time. “All work and no play makes Jack a dull boy.” Too much play takes away from work and negatively affects performance.

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12 Having a Balanced Life (2 of 2) Time Management r eadysetpresent.com Working too much can lead to disintegrating relationships, being burnt out, and lack of fulfillment from recreational activities. Playing too much can lead to poor work performance, demotions, salary cuts, being fired, and people perceiving you as irresponsible. Work time should be roughly from 9:00-5:00, 5 days a week. Other time must be devoted to other aspects of life.

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13 Devoting Your Time ( 1 of 2) Time Management r eadysetpresent.com To manage time effectively, it is important to decide what to devote your time to and how much time to devote. Rank the importance of these parts of your life: Career Friends Family Significant other Hobbies and interests

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14 Devoting Your Time (2 of 2) Time Management r eadysetpresent.com According to the ranking of each category, decide how much time should be devoted to each. Include each category in your life, yet devote the appropriate amount of time to each. How much time to you currently devote to each of these categories compared to how much time you would like to devote to each?

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15 Time Management Matrix Time Management r eadysetpresent.com Urgent Not Urgent Important Do Now Projects with Deadlines Crises (Personal and professional) Spend Most Time On Relationship Maintenance Recreation Main projects Not Important Do Quickly Routine activities (Calls, emails, reports, etc. Reject Or Decrease Time wasters (Calls, emails, checking facebook , internet surfing, etc.)

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19 Time Management Model Time Management r eadysetpresent.com Planning & prioritizing Managing interruptions Assertiveness Managing perfectionism Email management Goal setting Managing procrastination Delegation

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Telephone Interruptions. Inefficient Delegation. Extended Lunches or Breaks. Cluttered Work Space. Poorly Run Meetings. Socializing On The Job. Misfiled Information. 22 Time Wasting Culprits ( 1 of 2) Time Management r eadysetpresent.com

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23 Time Wasting Culprits (2 of 2) Time Management r eadysetpresent.com Poor Planning. Procrastination. Waiting/Delays. Paperwork. Junk Mail. Drop-In Visitors. Not Setting/Sticking to Priorities.

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27 How to Use Time Effectively ( 1 of 3) Time Management r eadysetpresent.com Tackle Tough Jobs First. Delegate And Develop Other Jobs. Learn To Use Idle Time. Get Control Of The Paper Flow. Avoid The Cluttered Desk Syndrome. Consolidate Similar Tasks.

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28 How to Use Time Effectively (2 of 3) Time Management r eadysetpresent.com Get Started Immediately On Important Tasks. Take Time To Plan. Reduce Meeting Time. Remember That Now Is The Time To Put It All Together. Learn To Say “No.”

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Leave specific messages on answering machines, including when they may reach you. 31 Stop Time Wasting Culprits (1 of 4) Time Management r eadysetpresent.com Do not directly face open doors – it invites distractions. For quick conversations, stop by a person’s office.

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Interruptions are often part of your job – keep them short to remain focused. 33 Stop Time Wasting Culprits (3 of 4) Time Management r eadysetpresent.com When visitors "beat around the bush" ask them how you can be of help – it gets them to the point. Write responses directly on memos that you have received. Then copy, and send back.

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38 Strategies (3 of 4) Time Management r eadysetpresent.com Write notes to yourself to ensure that you won’t forget important tasks. Keep and update a calendar, planner, or “To Do List.” Be organized so you don’t waste time trying to find papers.

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39 Strategies (4 of 4) Time Management r eadysetpresent.com Allot different amounts of time to different activities. Set up routines for regular tasks. Estimate the amount of time certain tasks will take, and try to adhere to your estimation.

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48 Scheduling Tips ( 2 of 2) Time Management r eadysetpresent.com Finish each sub-task before proceeding on to another activity. Make a daily “To Do” plan to keep on track. Watch out for time wasting culprits, and eliminate them. Review plans routinely and re-confirm priorities with others.

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Schedule in time blocks of 20 minutes for important work. Allow for flexibility – use the minus 3 principle. Keep an accurate record of what you planned and actually accomplished. Use in between and waiting time. 49 Scheduling Guidelines ( 2 of 2) Time Management r eadysetpresent.com

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55 Daily To Do Lists ( 1 of 2) Time Management r eadysetpresent.com Make one list, and do not use scraps of paper. Update it twice a day. Consider everything: routine tasks, activities, anticipated projects, unexpected events. Prioritize each item.

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64 Time Management r eadysetpresent.com Have an A, B, C folder. 9 Have a 31 day follow system. 10 10 Ways to Clear Your Desk

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69 Time Management r eadysetpresent.com Control Paper Handling (4 of 8) Paper can be sorted into three groups. Needs your personal attention. Can be re-routed to someone else for attention. Dispose of without action.

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70 Time Management r eadysetpresent.com Control Paper Handling (5 of 8) Your screener can also keep a log of important memos, letters, reports, and other documents that have been received, as well as a record of paperwork sent to others for action (with the date it was sent).

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79 Time Management r eadysetpresent.com T.R.A.F System Trash it . T Refer it. R Act on it. A File it. F

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133 Time Management r eadysetpresent.com Management by Crisis Chart

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136 Time Management r eadysetpresent.com The W O R R Y Graph 40% 30% 12% 10% 8% Will never happen Are in the past Are small and petty Health issues Real and divided into two categories: Solvable and Unsolvable

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