Time management overview

Unit objectives Identify the benefits of time

management Evaluate productivity Identify goals and set priorities

Topic A: Principles of time management

Topic B: Productivity cycles Topic C: Goals and priorities

Time management overview

Principles of time management

Time management– What we are able to accomplish– Breaking old habits – Enhance your work experience

Benefits of time management

Controls stress Balances your life Increases productivity Identifies priorities Accomplishes goals

Activity

A-1: Understanding the benefits of time

Personality types

Procrastinator Perpetually late Perfectionist Easily distracted Do-it-all

Activity

A-2: Identifying different personality types

Self assessment

Do I wait until the last minute to accomplish a task?

Do I often arrive late? Do I re-work assignments more than

twice? Do I often switch between projects

before completing them? Do I have difficulty turning down

requests?

Activity

A-3: Assessing yourself

Self assessment questions

1. Do you wait until the last minute to accomplish a task?

2. Do you often arrive late for work or meetings?

3. Do you work on an assignment more than twice?

4. Do you often shift from one project to another before completing the initial project?

5. Do you have difficulty turning down requests even when you do not have the time for them?

Topic A: Principles of time management

Topic B: Productivity cycles Topic C: Goals and priorities

Time management overview

Productivity cycles

Periods of time when you feel your energy dips or rises

Vary from person to person– Morning person?– Night owl?

Recognize personal cycle and try to schedule tasks accordingly

Pricing your time

Annual salary 1.5 / working hours per year = cost per hour

Cost per hour / 60 = cost per minute

Activity

B-1: Pricing your time

Creating a time audit

1. List daily tasks

2. Set a deadline for each task

3. Record every task, noting interruptions

4. Note amount of time spent on each task

5. Evaluate amount of time spent on priority tasks

Activity

B-2: Creating a time audit

Pareto principle

80% of group value of activities is concentrated in 20% of activities

20% of priorities produce 80% of result The first 20% of time spent on an

activity produces 80% of the result 20% of your employees cause 80% of

the problems

Activity

B-3: Using the Pareto principle

Time management overview

Topic A: Principles of time management

Topic B: Productivity cycles Topic C: Goals and priorities

To-do list should not be:– A wish list– Overwhelming

Not-to-do list helps you:– Make smart choices about priorities– Delegate tasks

“To do” list

To-do list guidelines

Do not include too many tasks Overestimate time List the most important tasks first Schedule the time for breaks Schedule for long-range and short-

range goals

Activity

C-1: Making a to-do list

Goals and objectives

Goal– Focuses on how you spend your time– Builds your confidence– Increases productivity

Objective– Intermediate step that helps you

accomplish the goal

Characteristics of goals

Must be specific Must be challenging Must be achievable Must have a deadline

GOALS

Generate goals on paper

Organize daily activities

Align goals with company goals

Line up tasks according to priority

Stay focused

Activity

C-2: Identifying goals

Priorities

Determine how to spend energy Schedule days more effectively Provide direction

Setting priorities

1. List daily tasks

2. Ask yourself whether you want or need to accomplish certain tasks

3. Rank tasks in order of priority

4. Match your priorities with those of your organization

5. Schedule top ranked priorities during productivity cycles

Activity

C-3: Setting priorities

Time management overview

Unit summary Identified the benefits of time

management and the relationship to personality types

Calculated the cost of your time and performed a time audit

Created to-do lists, identified goals, and set priorities