Time Management


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Sometimes it seems like there aren't enough hours in a day to get everything done, but with this power point, you will be able to get more done that you could before.

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  • Using your time the way you choose, and being clear about that, will keep your energy high. Little awareness leads to a sense of internal loss of control which creates stress.
  • We are all created equal in that all of us have 24 hrs in our days. How we differ is how we view and use that time.
    Is time something you try to manage or something you need to master/control? Or is it a process of life that you have full control over?
    Your perspective and empowered ability to choose how you see time & how you invest your time directly impacts the success you’ll have in all aspects of life
    Which level/perspective above most closely resonates with how you feel most of the time?
  • What is more important…the feeling you will gain from reaching your goal or reaching the goal?
    You may find that it’s the feeling that you are after and that the goal is actually only a strategy to get to that feeling.
  • 3) Focusing on les important projects because of fear of failure at the important ones.
  • TM starts with commitment to change, then planning and then protecting the planned time.
    This involves re-conditioning your environment and re-conditioning the expectations of others.
    You are most efficient the day before you leave for a vacation. You can be that organized every day.
  • Time Management

    2. 2. STATISTICS 1) The average person gets 1 interruption every 8 minutes, or approximately 7 in an hour, or 50-60 per day. The average interruption takes 5 minutes, totaling about 4 hours or 50% of the average workday. 80% of those interruptions are typically rated as "little value" or "no value" creating approximately 3 hours of wasted time per day. 2) Researchers at the University of California, Irvine, found that once interrupted, it takes workers 25 minutes to return to the original task, if they return at all. 1) The cost of interruptions to the US economy is estimated at $588 billion a year. 2) The Institute of Psychiatry at the University of London suggests that your IQ falls 10 points when you're fielding constant emails, text messages, and calls, the same loss you'd experience if you missed an entire night's sleep and more than double the 4-point loss you'd have after smoking marijuana. On average men fared worse than women because, researchers say, men have more difficulty multitasking. 3) A person who works with a "messy" or cluttered desk spends, on average, 1 1/2 hours per day looking for things or being distracted by things or approximately 7 1/2 per workweek. "Out of sight; out of mind." When it's in sight, it's in mind. 4) By taking 1 hour per day for independent study, 7 hours per week, 365 hours in a year, one can learn at the rate of a full-time student. In 3-5 years, the average person can become an expert in the topic of their choice, by spending only one hour per day. 5) 20% of the average workday is spent on "crucial" and "important" things, while 80% of the average workday is spent on things that have "little value" or "no value". 6) The average American watches 28 hours of television per week. 7) 95% of the things we fear will occur do not occur. 8) When someone is asking for our time for a meeting, 80% of the time, there is an alternate date and time that will be acceptable. 9) 70% of business and professional people use a "to do" list on a regular basis to administer their "have to's". 10) 1 hour of planning will save 10 hours of doing.
    3. 3. WHAT IS TIME MANAGEMENT??? Time management at its essence is……. The art of rearranging, organizing, scheduling and budgeting one’s time for the purpose of generating more effective work & productivity. CHOICE MANANGEMENT
    4. 4. Rate your level of satisfaction with how you spend your time in each areas in your Wheel of Life
    5. 5. MINDSET/PERSPECTIVE Your perspective and ability to choose how you see time and how you invest your time directly impacts the success you’ll have In all aspects of life. “When you change the way you look at things, the things you look at change”
    6. 6. 7 LEVELS OF PERSPECTIVE ON TIME Level 1: Time is continually working against me. I am at time’s mercy. Level 2: Time is something that I continually fight against, not only to get all that I have to do, but also to avoid the inevitability of death as long as possible. Level 3: Time is a natural part of life, and although it’s limited, I an and will develop effective strategies to manage it. Level 4: There are so many ways I can contribute, and I want to use my time to make sure I make the greatest contribution in the time I have. Level 5: The way I use my time is totally up to me. I can relax and do nothing, or I can create or do something exciting. It’s completely my choice. Time is a gift. Level 6: Time stands still for me whenever I’m completely focused in the experience of life. There is an eternity of time, as this moment is endless. Level 7: Time is a linear illusion created in the human experience to measure what appears to be a limited life.
    7. 7. SHIFTING THE PRESSURE OF TIME 2) What feeling will you gain from attaining it. Try to pick a single word. 3) When will you achieve your goal. 1) Think of a personal goal.
    8. 8. YOUR ROADBLOCKS/PROCRASTINATION 1) You don’t see an importance/excitement in doing it. 2) You’re not sure what the goals & targets are. 3) You fear failure/success. 4) Task is too large. 5) Being addicted to the thrill of a last minute rush. 6) Perfectionism is the enemy of getting started until everything is just right
    9. 9. PLANNING FOR TIME A.I.M. S.M.A.R.T. GOAL PLANNING TECHNIQUE CHUNKING UP (Looking at the Big Picture) 1) Be curious about what’s motivating you to make this choice to change. 2) What emotion is going to drive it? 3) What values need to be honored? 1) Move into AIM SMART action steps CHUNKING DOWN (Creating a Plan)
    10. 10. AGENDA FOR YOUR LIFE BIG “A” LITTLE “A” • Big A are things that only you can do. • Little A are things other people could do for you. STRATEGY #1
    11. 11. MAKE THE MOST OF SMALL POCKETS OF TIME STRATEGY #2 • Keep a list of 20 to 30 things you can do in less than 15 minutes and have at hand the supplies or information you need to accomplish at least some of these tasks. “In 15-minutes of prepared, focused work, you can often get more done than in one hour of unprepared, unfocused work. “ 1) Reply to email 2) Make a phone call 3) Review materials 4) Confirm/cancel appointments • Fifteen minutes is about 1% of your average workday. That may not sound like much time, but over the course of a week, you may find yourself with anywhere from 10 to 20 extra 15-minute blocks of time.
    12. 12. END OF DAY REVIEWS BEFORE FINISHING UP WORK AT THE END OF THE NIGHT REVIEW YOUR CALENDAR AND TO-DO LIST: 1) Reprioritize your meetings/appointments 2) Plan how your work day will be for tomorrow 3) Review next week’s calendar and ask yourself if you can collapse 2 meetings into one with two people at the same time. 4) Schedule 30 – 60 minutes chunks of time to focus on one single project without interruption. (This means turning off your email and phone) STRATEGY #3
    13. 13. THURSDA Y DEBRIEF STRATEGY #4 4) It acknowledges the work that has been done that week and organize things that need to be done before finishing up the next day. Why is Thursday debrief better than Friday? 1) By Friday afternoon, you generally want to: (a) go to the beach, (b) do aimless online research/surfing or (c) meet up with friends for happy hour. You do not want to have to think. 2) Thursday, midmorning, is the time you start to think about bringing the week to a close. 3) Thursday, midmorning, you can remind people of (a) what you are doing for them, and (b) what you need from them. This gives me the rest of that day and all day Friday to get those things done. 5) When you see the progress you’ve made over the previous three days, you’ll get an extra shot of energy to move on to the next two days with gusto.
    14. 14. “NO” What is the most powerful word in our Time Management vocabulary? I’ll think about it. I’ll get back with you in an hour/tomorrow/ne xt week. Let me check my calendar
    15. 15. TACTICAL TIME How do you spend your hours in each of the following components on an average day? • Sleeping • Eating • Physical Activity • Commuting • Working • Family/Social Life • Personal Time (Eg. Reading, relaxing, enjoying a hobby • How often do other people interrupt you? • How frequently do you have to stop and look for things? • How long it takes to complete certain job functions? CONSIDER THE FOLLOWING:
    16. 16. Let’s find effective ways for you to organize your days, hours and minutes by looking at how you spend your time & then assess your time management skills CALL TO ACTION