Neat as a Pin Schedules and Time Management

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Where our time goes and how to reclaim some back into our lives.

Where our time goes and how to reclaim some back into our lives.

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  • 1. Oh No! Where Does It Go? Week 3 – Schedules and Time Management Instructor: Jennifer Snyder, CPO® Neat as a Pin Organizing Experts
  • 2. Your Are The Master of Your Time How You Spend Your Time Is How You Spend Your Life
  • 3. Being a Human Ostrich: Procrastination • Overwhelmed by anxiety when prioritizing • Perfectionism • Poor time perception • Set vague or unreasonable goals • Impatient and frustrated If you always do what you’ve always done, you’ll always get what you’ve already got.
  • 4. Priorities Make a conscious choice to organize your time around the people & things that are most meaningful to you & you will regain control over you life.
  • 5. Daily Allowance We are given 2440 minutes every day. We can not change the amount but we can change how we spend it.
  • 6. Endlessness We live in the era of endlessness. There are no road markers along the way. We have to set limits of our own.
  • 7. A Dream is just a Dream. A Goal is a Dream with a Plan.
  • 8. What Do You Want? What do you want to see happen in your life? These are your goals.
  • 9. Smart Goals Specific Measurable Attainable Realistic Timely
  • 10. What Is Important To You? Before you can decide how to best spend your time, you must first decide what you want. Think about what is truly important in your life. These are your values.
  • 11. Losing Time
  • 12. Social Media 640 million minutes spent on Facebook each month. 115 million active Twitter users every month 4.2 billion Number of videos viewed on YouTube daily.
  • 13. Internet American spend 35 billion hours online every month. This equates to 3,995,444 years!
  • 14. Online Games We spend 3 billion hours a week as a planet playing video games.
  • 15. Visiting Telephone calls Uninvited guests Coworkers Instant messaging Text messages
  • 16. Television US children watches approximately 1480 minutes of television each week. Adults watch an average of 2.8 hours per day.
  • 17. Where Does Your Time Go?
  • 18. Your Time Journal •Keep a time journal for two weeks – two weeks will indicate schedule fluctuations. •Fill out the time log throughout the day – don’t wait until the evening or end of the week. •6-8 hours should be spent sleeping. •Look for things that can be eliminated and opportunities to combine activities
  • 19. Time Management Tools
  • 20. File-O-Fax (Day Planner)
  • 21. Using a Day Planner Pros: Everything in one place Very good for the visual and tactile learners Cons: It is only as good as the user A disorganized planner can make you MORE disorganized You have to take it with you everywhere
  • 22. Computer Calendar
  • 23. Using a Computer Calendar Pros: Syncing with smart phones Usually free Sends Reminders Access from anywhere Cons: Learning curve Loss of internet access Internet distractions
  • 24. Smart Phones
  • 25. Using Smart Phones Pros: Convenient Apps Sync with email Reminders Cons: Expensive data plans Screens can be difficult to read & type Questionable coverage
  • 26. What does the Organizer use? Paper calendar Smart phone contact manager Paper ToDo list Computer/Phone email
  • 27. Time Management Techniques
  • 28. Mind Mapping
  • 29. Using Mind Mapping Start with the Big Idea as a circle in the center Break the Big Idea into several smaller categories Break smaller categories into tasks Continue until all peripheral tasks are attainable.
  • 30. The ToDo List
  • 31. Using ToDo Lists •Keep your list manageable •Prioritize your day •Divide large tasks into smaller ones •Only schedule 50% of your day •Separate your day into work time and recovery time •Schedule your tasks at least one day in advance •Collect tasks from voice mail, email, text messages, notes and memory
  • 32. The Organizers ToDo List Prioritized Neat Handwritten Not perfect Reasonable
  • 33. Effective ToDo Lists •Each day, add something from your goals to your ToDo list, make it the first thing you do. •Use small blocks of time to accomplish tasks rather than waiting for large amounts of uninterrupted time to take care of things. •Identify the things that waste your time and resolve to eliminate them.
  • 34. Effective ToDo Lists •Establish a daily routine. •Focus on the task at hand and beware of multitasking. •Schedule appointments and errands for the morning or when you are most productive. •Schedule time for yourself to work on special projects.
  • 35. Effective ToDo Lists •Make sure you list is manageable. •Make a daily schedule. •Always carry something to do. •Start your day 15-minutes earlier.
  • 36. The List Manager Square = Need To Circle = Hope To Triangle = Should Do Star = Must Do
  • 37. The Sticky Method One task per page Color-code like projects Perfect for tactile learners
  • 38. The Inbox Method
  • 39. Using The Inbox Method Create folders for anything that is simply for reference and no longer requires action. Leave only emails in your inbox that require action. Delete or move to a folder when completed. Use your programs flagging feature to prioritize with color-coded flags. Send individual emails to yourself with your daily ToDos.
  • 40. Take Time To Make Time
  • 41. Ways ToCreate MoreTime When the lines at a cash register are equal, choose the line that’s next to an unopened register. If it opens, you might be able to move from last to first in line. Consider avoiding the worst part of rush hour or start the day by leaving 30 minutes earlier and going home 30 minutes earlier. A commute can be dramatically decreased by avoiding peak traffic times.
  • 42. Ways ToCreate MoreTime Hire a professional for routine chores like mowing the lawn and light housework. Consolidate and tackle big jobs in small doses – think decorating for the holidays. Turn off the television! Consider TiVo to better manage television time – you can also skip through commercials!
  • 43. Homework Keep a detailed time journal on the forms provided. Identify the best time management method for you.
  • 44. Accessing Slide Share