Time Management

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It's not about managing time. It's not about finding more time in your day. We all have the same amount of time. It's not about how much time time we have, but rather the way we use the time we have.

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Time Management

  1. 1. Time Management I am definitely going to take a course on time management... just as soon as I can work it into my schedule. – Louis E. Boone
  2. 2. What do all these movies have in common?             21-Oct-13 A Connecticut Yankee in King Arthur’s Court The Time Machine The Final Countdown The Terminator Back to the Future Star Trek IV: The Voyage Home Groundhog Day Frequency Timeline Paycheck The Lake House Déjà vu “Remember where we parked.” – Captain James T. Kirk
  3. 3. What Time Management is Not   It’s not managing time. It’s not finding more time in the day. – –    60 seconds in a minute, 60 minutes in an hour 24 hours in a day, 168 hours in a week You can’t save it, you can’t store it. We all have the same amount of time! It’s not how much time we have, but rather the way we use the time we have. “Take care of the minutes and the hours will take care of themselves.” - Lord Chesterfield 21-Oct-13
  4. 4. Managing Time       The act of controlling events in our lives. The act of managing ourselves in relation to the time that we have. The art of setting priorities. The art of time utilization. The process of changing habits or activities that affect our time. The use of tools, methods, ideas, etc. “The laws of science do not distinguish between the past and the future.” - Steven W. Hawking 21-Oct-13
  5. 5. Controlling Events/Activities  Externally Controlled Events/Activities – – –  Meetings called by someone else Family obligations (Back to school night, concerts, etc.) Day-to-Day work/home duties (Reports, garbage, etc.) Internally Controlled Events/Activities – – – 21-Oct-13 Talking/texting/Facebook/LinkedIn Hobbies “Fooling Around” “One cannot manage too many affairs: like pumpkins in the water, one pops up while you try to hold down the other.”- Chinese Proverb
  6. 6. How’s your time management?               Are the tasks you work on during the day the ones with the highest priority? Do you find yourself completing tasks at the last minute, or asking for extensions? Do you set aside time for planning and scheduling? Do you know how much time you are spending on the various jobs you do? How often do you find yourself dealing with interruptions? Do you use goal setting to decide what tasks and activities you should work on? Do you leave contingency time in your schedule to deal with "the unexpected"? Do you know whether the tasks you are working on are high, medium, or low value? For new assignments, do you analyze it for importance and prioritize it accordingly? Are you stressed about deadlines and commitments? Do you find you have to take work home, in order to get it done? Do you prioritize your “To Do” list or Action Program? Do you talk with your boss to prioritize the work you're doing? Before you take on a task, do you check that the results will be worth the time put in? 21-Oct-13 “Dost thou love life, then do not squander time, for that's the stuff life is made of.” -Benjamin Franklin
  7. 7. Essentials of Good Management of Time  Don’t create impossible situations –  Define your priorities –  “Failure to plan is planning to fail.” Avoid distractions and lack of focus –  You can’t work 24 hours a day so don’t schedule it! Avoid procrastination Don’t overwhelm yourself – Time activate tasks “You will never "find" time for anything. If you want time, you must make it.” - Charles Bruxton 21-Oct-13
  8. 8. Essentials of Good Management of Time  Avoid Floundering –  Create a realistic daily “To-Do” list Avoid Stress – – – – – 21-Oct-13 Schedule time off Schedule exercise time Schedule fun time Create time cushions Make it part of your overall plan “To do two things at once is to do neither.” - Publius Syrus
  9. 9. Time Management – Tips & Tools  Write it all down – –  Prioritize your tasks – –  Your memory is not that good! Write all your tasks down Rate them by numerical or alpha order Not everything is a “1” or “A” Plan your day/week/month – – – Go over your list at the beginning of the week Go over your daily list at the beginning of the day Go over your daily list at the end of the day “To every thing there is a season, and a time to every purpose under the heaven...” – Ecc. 3:1-8 21-Oct-13
  10. 10. Time Management – Tips & Tools  Use your smartphone or carry a planner or notebook – –  Learn to say “NO” or at least “later” – –  Avoid Post-It notes and scraps of paper! Don’t rely on your memory You can’t add to an already overloaded plate You can’t find any more time in the day Think before acting or committing – 21-Oct-13 How many times have you agreed to something only to regret it later? “He lives long that lives well; and time misspent is not lived but lost.” - Thomas Fuller
  11. 11. Time Management – Tips & Tools  Continuously review, measure and improve – –  Evaluate your activities – –  Schedule to improve yourself (i.e. classes, books, etc.) Measure, review and improve your time management techniques Regularly review how your time is being spent Stop things that no longer serve a purpose Think about using a time management system – Software, Franklin-Covey, etc. “The swiftness of time is infinite, as is still more evident when we look back on the past.” - Seneca 21-Oct-13
  12. 12. Time Management – Tips & Tools  Identify and correct bad habits – –  Don’t do other people’s work –  Identify “time stealers” Easiest way to replace a bad habit is to replace it with a better one Delegate or teach Keep track of your progress – 21-Oct-13 Measure your accomplishments, graph them out to show improvement “You may as well borrow a person's money as his time.” - Horace Mann
  13. 13. Time Management – Tips & Tools  Don’t be a perfectionist – –  Beware of “filler” tasks –  Sometimes good enough is good enough Distinguish between tasks that need to be done well from those that just need to be done Keep your priorities straight! Avoid “efficiency traps” – – 21-Oct-13 Being efficient doesn’t necessarily mean you’re being productive Just because you’re busy, doesn’t mean you’re accomplishing anything! “Time, which changes people, does not alter the image we have of them.” - Marcel Proust
  14. 14. Summary     You can’t manage time. You can only manage the way you use the time you have. Managing yourself is about controlling events, setting priorities, utilizing time affectively, changing habits, continuous improvement. Time management essentials include not creating impossible situations, defining priorities, avoiding distractions and time activating tasks, avoid floundering and stress. 15 Tips & Tools to use, practice, try out, adjust, etc. 21-Oct-13 “Time is but the stream I go a-fishin in.” - Henry David Thoreau
  15. 15. Questions? An expert knows all the answers - if you ask the right questions. – Levi Strauss 21-Oct-13
  16. 16. Specializing in Infrastructure/Operations Assessment & Improvement      Infrastructure Management Business Process Management Website Assessment & Improvement Five Point Business Health Checkup Project Management You concentrate on running your business, we’ll concentrate on keeping your business running. 21-Oct-13 www.whiterockbusiness.net

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