Program Objectives

Recognize signs of chronic disorganization

Recognize common “time wasters”

Determine why and where we procrastinate and how to overcome procrastination

Learn how to apply practical time management strategies, techniques and concepts

Why Do We Need Time Management?

What can Time

Management do for you?

Times Flies

So Stop Wasting It!

Time Management = Self Management

We Don’t Manage Time…

Ourselves Other

s and Work

What Do We Manage?

Ten Myths about Time1) Myth: Time can be managed.

2) Myth: The longer or harder you work, the more you accomplish.

3) Myth: If you want something done right, do it yourself.

4) Myth: You aren’t supposed to enjoy work.

5) Myth: We should take pride in working hard.

Ten Myths about Time6. Myth: You should try to do the most

in the least amount of time.

7. Myth: Technology will help you do it better and faster.

8. Myth: Do one thing at a time.

9. Myth: Handle paper only once.

10. Myth: Get more done and you’ll be happier.

The "Three Ps" of Time Management

1) Planning 2) Priorities 3) Procrastination

Developed by Andrew Berner

Planning Failing to Plan is Planning to Fail

Plan Each Day, Week, Month & Year

You Can Always Change a Plan, but ….

Only Once You Have One! 9

List Your Tasks List Your Tasks Prioritize the Tasks Save Easiest Tasks For End of Day List (Needed) Resources Set Deadlines Break Large Tasks Into Smaller

Parts

Eliminate Unnecessary Tasks What’s the worst that can happen if

you don’t do it?

Are you the only person who can do it?

Must it be done now?

Is there an easier way to do it?

Control Demands Improve Effectiveness /

Productivity Spend time on results-producing

activities Manage The Work

Plan Your DayUse Time Constructively

Know When to Say “No”

Remember Ann Landers’s words:

People take advantage of you only with your permission.

Time Wasting Culprits Telephone Interruptions Inefficient Delegation Extended Lunches or

Breaks Cluttered Work Space Poorly Organized

Meetings Socializing On The Job

Working Without a Plan Procrastinating

Time Wasters Attempting too much

Not saying no

Incomplete information

Interruptions

Working Without a Plan

Priorities

Just because you can do something doesn’t mean

you should

Question Things What is the objective? How will I know if I’m successful? How will I be rewarded? Is this task something I want to do? Do I have the time to do it? What have I got to lose? Is there a better way to do it? Should it even be done at all? Will the world come to an end if?

Prioritization Tips You don’t have to do everything

everybody tells you to do

You don’t have to do everything yourself

You want to please other people but you must please yourself

Procrastination

“Procrastination is thethief of time”

Edward YoungNight Thoughts, 1742

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How to Use Time Effectively Consolidate Similar Tasks Tackle Tough Jobs First Delegate And Develop Others Learn To Use Idle Time Get Control Of The Paper Flow Stay Calm

How to Use Time Effectively Get Started Immediately On Important

Tasks Plan Your Day Learn To Say “No” Learn To Delegate Don’t Put Things Off Be Flexible

“TO Do” Lists Break things down into small steps

Like a child cleaning his/her room

Do the ugliest thing first

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The four-quadrant “TO DO” List

32

1 2

3 4

Paperwork Clutter is death; it leads to thrashing &

trashing Keep notes (or desk) clear: Focus on one

thing at a time (stay in the “Now” File Everything Don’t put things off unless you have to Touch each piece of email once; your

inbox is not your “TO DO” list

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Using Resources - Using Advisors

They know more than you do

They care about you

They have experience!

25

Making the Best Use of Time

You don’t have to please everyone

Don’t be a perfectionist (Go for 90%)

Resist the temptation to do small, insignificant tasks too well

Outsource what you can

Why do we procrastinate? We don’t know where to start We want to avoid an unpleasant task We’re afraid to fail We’re waiting for more information We think if you put it off someone else

will do it We’re “over-committed”

SWAP Tasks Know That We Do Not Work Best Under

Pressure List the things you have been avoiding

Prioritize them Do at least one of them each day until you

catch up

How to overcome procrastination

Taking Care of Yourself Knowing when not to work is as

important as knowing when to work

Save the easiest tasks for the end of the day

Schedule Yourself In Your Life

Go For Balance

Scheduling Yourself You Don’t Find Time For Important

Things: You Make Time For Them

Schedule Things & They Will Happen

Schedule Everything

Learn When To Say “No”

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Using A Calendar (or Report Sheet)

Add a meeting (or task) to your calendar (or list) as soon as you know about it

Write dates for follow-up on your calendar

Include personal deadlines Have one master calendar If you use an electronic calendar, back it

up regularly

Be Both Efficient and Effective

Any Questions?

Thank You!