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    Time management Time management Presentation Transcript

    • Time Management
      Presented by Guy Inaba
      February 2007
    • Agenda
      Why Time Management?
      Purpose?
      Time Management (5 steps)
      Summary
    • Why Time Management?
      Gain Time
      Motivates and Initiates
      Reduce Avoidance
      Promotes Review
      Eliminates Cramming
    • Why Time Management?
      Improve your Grades
      Keep Stress and Anxiety in check
      Keeps your Priorities in order
      Be competitive in your Career/Life
    • Purpose of this Workshop
      Better management of time
      Improve your Academic Performance
      Improve Personal Performance
      Strategies
      Adjust how you think about time
      Awareness of time use
      Change and adjustments
      Learn to Manage Yourself
    • Time Management
      1) Goal Setting
      2) Tracking Your Time
      3) Planning
      4) Taking Action
      5) Evaluation and Adjusting
    • 1) Goal Setting
      What are your Goals in life?
      Remember: Goals can Change through life
      Set realistic Goals
      Divide Goals into Time Frames
      Short term or Immediate Goals
      Medium term Goals
      Long term Goals
    • 1) Goal Setting
      Exercise #1: Write down a list of Goals and divide them into time frames.
      Short term or Immediate Goals
      Medium term Goals
      Long term Goals
    • 1) Goal Setting
      Sub-divide Goals into manageable pieces
      Easier to deal with smaller tasks
      Easier to track and reward
      Doesn’t seem so overwhelming
      Reduces Procrastination
    • 1) Goal Setting
      Exercise #2: A Research Paper
      10 pages with 5-7 sources
      Due in about a Week
      Breakup into small groups of 2 – 4 people
      Make a short list of tasks/steps associated to complete the Research Paper Goal. About how long each task would take.
      Take about 5 minutes.
    • 1) Goal Setting
    • 1) Goal Setting
       
      Steps
      Time
      Completed
      Wednesday
      Understand Assignment
      0.5
      0.25
       
      Visit Library Pick topic
      1
      2
      Thursday
      Research
      2
       
       
      Read Materials
      2
      3
      Friday
      Read Materials
      1
       
       
      Construct Outline
      2
      1
      Saturday
      Begin Writing 1st Draft
      5
      7
       
       
       
       
      Sunday
      Finish Writing 1st Draft
      5
      1
       
       
       
       
      Monday
      Seek Help
      1
      0
       
      2nd Draft
      3
      1
      Tuesday
      Spell and Grammar Check
      1
      0.5
       
      Printout Paper
      1
      0.25
      Wednesday
      Hand in Paper
      24 Total
      16 Total
    • 2) Tracking Your Time
      What’s the purpose of tracking your time?
      Discovering how I actually spent my time
      Seeing if I’m using my time efficiently?
      Giving me a basis to create a better time management plan
    • 2) Tracking Your Time
      Time Tracking
      Log down things that you have already done
      How much time did each task take?
      Suggestions
      Hourly Log
      Log down after you complete a task
      Log down at the end of the day
    • 2) Tracking Your Time
      Exercise #3: What did you do yesterday?
      Create a short list of thing that you did and how much time it took.
      Tracking your time is usually over a given week. Use a weekly time chart.
      Examples in the back of the packet.
    • 2) Tracking Your Time
      Weekly Chart – Tips
      Round off to the nearest 15 minutes
      Keep descriptions simple
      Color for different kinds of events
      Use Arrows to define range
      Try not to cheat or embellish
    • 2) Tracking Your Time
      Weekly Chart
      At the end of the week, summarize in a list your time of the various areas of your life.
      Determine where you spent too much or too little time.
      Make changes based on what your Goals are.
    • 2) Tracking Your Time
      Watch out for Time Thieves
      People Who Steal your Time:
    • 3) Planning
      Each person is unique
      Use what works for you
      Keep It Simple Stupid (KISS) Method
      Don’t become a slave to your planner and spend most of your time there.
    • 3) Planning
      Types of Planning Tools
      Monthly Planner
      Weekly Planner
      “To Do” Lists
      PDA or other electronic device
      Web/Online
      MyUH, Hotmail, Yahoo
    • 3) Planning
      Planning Tips
      Charting things that are beyond your control
      Then things that you have some control over
      Plan for 30 - 50% more time for each task
      Try to leave some “Breathing Room”
      Remember “Things always come up”
    • 3) Planning
      More Planning Tips
      Study difficult or boring subject first
      Be aware of your best time of day
      Start early as much as possible – Don’t plan from the end date.
      Works Smarter – not harder
    • 3) Planning
      How much time do you have?
      168 hours in a week
      112 hours left after 8 hours of sleep per day
      56 / 56 / 56
      Everyone needs to eat
      3 meals a day
      Breakfast is the most important
      Try to stay away from fast foods
    • 3) Planning
      School
      For every class credit - Study 2-3 hrs
      12 credit hours/week about 36-48 hours
      Plan your schedule for review time before and after class
      Check the Finals Schedule
      Work: Include travel time
    • 3) Planning
      Travel: Commuting and Parking
      Listen to recorded lectures
      Review notes on the Bus
      Try to remember 1 thing or concept
      Family and Friends (especially relationships)
      Communication is Key
    • 3) Planning
      Personal Care
      Nutrition and Health
      Hygiene
      Other Factors
      Your Environmental Maintenance
      Car, computer/printer, clean clothes, food etc.
      Keep up with responsibilities, obligation etc.
      14 hours of personal time per week
    • 3) Planning
      Exercise #4: What are you going to do Tomorrow?
      Make a simple To Do list.
    • 4) Taking Action
      What you have done so far!
      You’ve set your Goals
      Know how you spend your time
      Create a plan to reach your goals
      Now is the time to put your plan in motion
    • 4) Taking Action
      There is no “Ideal Plan”
      Don’t be discouraged if the times you allot are not perfect.
      Some things will take longer to do
      Others will take less time
      15 minutes can make a big difference
      Think of 3 things you can do…
    • 4) Taking Action
      Procrastination
      40% of students experience this problem
      Marathon Sessions near Academic Deadlines
      Unable to utilize the study aids and support
      Is this a runaway from stress?
      Task looking too big?
    • 4) Taking Action
      Getting Started
      Related to fear of getting poor results?
      Bottom Line – Just lazy?
      Tip: Sub-divide tasks into manageable pieces
    • 4) Taking Action
      Motivation
      For most people motivation is not a prerequisite to action – it is a result of it
      Try working a short time to “get into it”
      If still no motivation, you must be motivated to do something else.
      Sometimes just go do the other thing and get it over with instead of trying to decide what to do
      Reward is a very important factor.
    • 4) Taking Action
      TUIT
      Rare and very valuable
      An Anti-procrastination Device
    • 5) Evaluation and Adjusting
      Once you have completed your plan
      Evaluate how closely you were able to follow your plan
      Reflect back on any problem areas
      Ask yourself what what went right or wrong
    • 5) Evaluation and Adjusting
      Control
      Some things are under your control
      Many others are beyond your control
      Predictability
      Some things are predictable and
      Other things are not
    • 5) Evaluation and Adjusting
      Do I need to make adjustments?
      All plans should be flexible
      You should be flexible also
      Each time you evaluate and make the proper adjustments your plan gets better and more efficient
    • Summary
      Why we all need time management?
      The Time Management (5 Steps)
      Set your Goals based on your Priorities
      Tracking Your Time
      Planning – Get organized, things in one place.
      Take Action – put your plan in motion
      Evaluate and Adjust your plan, be flexible & open minded
    • Your Next Step
      Implement your Time Management Plan
      Use it before you fall behind
      So many things to do and experience
      Take charge of your life
      Questions?
    • Thanks for coming!
      Please leave the evaluations
      on the back table.
    • EffectiveTime Management
      Balancing Time
      &
      Commitments
      Learning Assistance Center120 University Pavilion
      513-556-3244
    • Tips for Effective Time Management
      Spend time in Planning and Organizing:
      Think and Plan
      Organize in a way that makes sense to you
      Set Goals:
      Decide what you want to do
      Take a “SMART” approach
      Goals give you required direction
      Prioritize:
      Prioritize and identify what you value
      Flagging/Highlighting can be very helpful
      Once prioritize, concentrate on those that would add value
      Use a to do list:
      Find out what is urgent and important
      Put them in order of preferences
      One completed delete them from your list
      Be Flexible:
      Allow time of interruptions and distractions
      Save larger block of time for priorities
      Ask yourself questions and get back to your goal
      Consider your Biological Time:
      Find out which is the best time for you study
      Are you a morning person?
      A night owl?
      Late Afternoon?
      Do Right Things Right:
      Doing things right is Effectiveness
      Doing things right is Efficiency
      Focus first for Effectiveness
      Concentrate on Efficiency
      Eliminate the Urgent:
      Urgent tasks have short term Consequences
      Important tasks are long term and goal related
      Flagging and or highlighting items are important
      Attach deadline to each of the items
      Conquer Procrastination:
      Learn to say “NO”
      Reward Yourself
    • Time ManagementSteven R. Covey’s “Time Management Matrix”
      Urgent: An activity that you or others feel requires immediate attention.
      Important: An activity that you find valuable and that contributes to your mission, values, and high-priority goals.
      Urgent
      Not Urgent
      Important
      Not Important
    • Personal Survey
      To begin managing your time you first need an idea on how you now use your time. The personal time survey will help you to estimate how much time you currently spend in typical activities. To get a more accurate estimate, you may keep track on how you spend your time during a week. This will help you get a better idea of how much time you need to prepare for each subject. It will also help you identify your time wasters. But for now complete the Personal Time Survey to get an estimate.
      The following time survey shows the amount of time you spend in various activities. When taking the survey, estimate the amount of time spent on each item. Once you have this amount, multiply it by seven. This will give you the total amount of time spent on each activity during the week. After each item’s weekly time has been calculated, add all this time for the grand total.
      Subtract this from 168, the total possible hours per week.
    • Survey
      1.Number of hours if sleep each night ___x 7=____
      2. Number of grooming hours per day ___x 7=____
      3. Number or hours per meal/Snack ___x 7= ____
      (Include preparation time)
      4.A Total travel time week days ___x 5=____
      4.B Total travel time weekends ____
      5. Number of hours during the week for
      regularly scheduled functions (clubs, Church,
      get-togethers, etc) ____
      6. Number of hours of work per week ____
      7. Number of hours of class per week ____
      8. Number of hours per day for chores,
      errands, extra grooming, etc. ___x 7= ____
      9.Number of hours per week socializing,
      dates, etc. BE HONEST!! ____
      Now ADD UP the Totals: ______
      Subtract the above number from 168 -______= _____
      The remaining hours( number inside the block) are the hours you allowed your self to study
    • Study Hour Formula
      To determine how many hours you need to study every week to get A’s, use the following rule. Study two hours per hour in class for an essay class, three hours per hour in class for an average class and four hours for an hour in class for a difficult class. For example basket weaving 101 is a relative easy 3 hours course. Usually, a person would not do more than 6 hours of work outside of class per week. Advance calculus is usually considered a difficult course, so it may be best to study the proposed 12 hours a week. If more hours are needed, take away hours from easier courses.
      Easy class credit hours ________x 2 = ______
      Average class credit hours ________x 3 = ______
      Difficult class credit hours ________x 4 = ______
      Total _________
      Compare this number to your time left from the survey. Now is the time when many student might find themselves a bit stressed. Just a note to ease your anxieties. It is not the quantity of study time but also the quality. This formula is a general guide line. Try it for a week, and make adjustments as needed.
    • Completing the Daily, Weekly, and Quarterly Time Management Grids
      Weekly Time Management Grid:
      1. Current class schedule. Write the name of the class on the day it occurs, please include any lab times.
      2. Current work schedule. Include any weekend hours, and also give a copy of your schedule to your employer, noting exam days so you can get off work and have adequate study time.
      3. Write the times you eat breakfast, lunch and dinner.
      4. Actual study times. Identify routing homework and study days. Make sure this is the best time for you to study. Be sure to include regular breaks.
      5. Schedule social time. All work and no play can make college life pretty boring. While it is important that you schedule time to study and complete your assignments, it is equally important to have a balance of activities that are fun! (Church, Club, Organization meetings, leisure activities, etc.)
      Quarterly Time Management Grid:
      1. Date each box. Write the actual date for the current quarter in the upper right
      hand corner of each box.
      2. Holidays. Use a highlighter to mark the university wide recognized holidays.
      3. Due dates of assignments. Using your syllabi for each class, write in the dates in
      which every assignment is due. This also includes any tests and quizzes, as well
      as final exams.
      4. Lastly, color code each class with the corresponding assignment.
      5. Work backwards from exams and papers to map out study/writing time.
    • Completing the Daily, Weekly, and Quarterly Time Management Grids
      Daily Time Management Grid & Things to Do List:
      1. Current Day. There is a grid for each day of the week. Write the actual day.
      2. Plan. What are you planning on doing today? Write it down. This is the same
      information from your weekly planning grid.
      3. Monitor. What did you actually did in those hours? Record and track!
      4. Prioritize. On the reverse side is a “things to do list.” You should record everything else you need to do on this day, (phone calls, checking mailbox, going to the bank, meeting with a friend or professor). Decide what items is high,
      medium, or low priority
      Other important tips:
      • Remember that fall quarter usually has an additional week. This means you will have to write another line for the 11th week.
      • Add special notes for each weekend’s tasks and study times.
      • Consider enlarging this grid or using a large 3 month calendar to fully track your assignments.
      • Remember your schedule will change during finals week. That’s why it is important to include this information with item #3 above.
    • Weekly Time Management Grid
    • Quarterly Planning Grid
    • Daily Time ManagementThings to do list
      Date: Monday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
      Date: Tuesday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
    • Daily Time ManagementThings to do list
      Date: Wednesday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
      Date: Thursday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
    • Daily Time ManagementThings to do list
      Date: Friday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
      Date: Saturday __/__/__
      1.________________________________
      Priority
      □High □Medium □Low
      2.________________________________
      Priority
      □High □Medium □Low
      3.________________________________
      Priority
      □High □Medium □Low
      4.________________________________
      Priority
      □High □Medium □Low
      5.________________________________
      Priority
      □High □Medium □Low
      6.________________________________
      Priority
      □High □Medium □Low
    • Time Management Grid
    • Managing Time
      Time is perfectly democratic. Nobody has more or less of it than you do.
      21-May-10
      54
    • Do you know that generally a 70 year life, how it is spent….?
      25 years in sleep
      8 years in study
      6 years in rest and illness
      7 years in holiday and recreation
      5 in commuting
      4 years in eating
      3 in traveling/preparation…..
      12 years for work….effectively…
      21-May-10
      55
    • What u will learn today is something for which
      Charles Schwab paid
      $ 25, 000 to an
      external consultant
      21-May-10
      56
      You are Lucky….
    • 21-May-10
      57
      Introduction
      The objective of the session is to ???
      Achieve a sense of balance.
      Reduce stress.
      Enjoy life.
      Allocate time according to priority.
      Efficiency and efficacy.
    • emotions
      ALL THESE ARE BASICALLY ACTIVITIES THAT USE OUR TIME
      Socialize
      job
      study
      BOSS
      sleep
      travel
      21-May-10
      58
    • Managing Time of Others
      • Making best use of your time means managing that of your staff, colleagues, and seniors.
      • Learn to delegate, share tasks and manage upwards as well as down.
      • Maintain high expectations, and people will live up to them.
      • Persuade others of your case using facts, not emotions.
      • Take interest in what others are trying to achieve.
      • Ensure that you define objectives clearly when you delegate a task.
      • Reserve some time for time for the tasks that you alone can do.
      • Keep a checklist to help you monitor the progress of tasks that you have delegated to others.
      • Reward good work generously and chastise in moderation.
      • Set precise and realistic deadlines for tasks that you delegate.
      21-May-10
      59
    • Managing your Manager
      Be aware of your boss’s working patterns, and try to adapt to them.
      Bring more than one thing at a time to discuss with your manager.
      Know thy managers expectations and tailor the way you work to fit in with your manager’s expectation.
      Take initiative and and arrange a time to see your manager rather than waiting for your manager to come to sort out your queries.
      21-May-10
      60
    • Examine your dairies and see which areas are taking all your time.
      21-May-10
      61
      Dairies
    • Demands on your TIME…
      SELF
      Work
      related
      Sleep
      Emotions
      Work
      Job
      Activities
      Inter –
      personal
      Boss &
      Colleauges
      Others
      21-May-10
      62
    • 21-May-10
      63
      KRAs
      Paralleling.
      Do activities in parallel.
      Waiting in the Doc’s Room.
      Clubbing
      Try and combine two activities.
      Club 2 meetings in the close by locations.
      Elimination.
      Eliminate activities that are time wasters.
    • 21-May-10
      64
      “No” is the word..
      Does your face and desk seem as if you can always be interrupted…
      Learn to Say “No”
      Don’t take
      more than you can bite
      Try and limit time in
      social calls and events
    • 21-May-10
      65
      Style of managing time
      Learning to say “ No” was one of them.
      Evading demands of people.
      Time management skills.
      Delegation.
      Setting time aside for transactions.
      Self motivation.
      Planning
      Realistic deadlines
    • 21-May-10
      66
      How to write an Action Plan!
      Clarify your goal.
      Write a list of actions.
      Analyze, prioritize, and prune.
      Organize your list in to plan.
      Monitor the execution of your plan and review the plan regularly.
    • 21-May-10
      67
      How to finally manage time…
      Priority areas for time management-
      Biological time
      Social time
      Business time
      But Why do Time Management techniques fail…….as we fail to understand the underlying philosophy that… “highly effective people don’t manage time, in fact they manage self”
    • Urgent
      Not Urgent
      I
      II
      . Crisis
      . Pressing problems
      . Deadline-driven projects, meetings, preparations
      . Preparation
      . Prevention
      . Values clarification
      . Planning
      . Relationship building
      . True re-creation
      . Empowerment
      Important
      III
      IV
      . Interruptions, some
      phone calls
      . Some mail, some reports
      . Some meetings
      . Many proximate,
      pressing matters
      . Many popular activities
      . Trivia, busywork
      . Some phone calls
      . Time wasters
      . “Escape” activities
      . Irrelevant mail
      . Excessive TV
      Not Important
      Life quadrant….
      21-May-10
      68
    • Tips for Time Management
      Set time aside to review & prioritize demands on your time.
      Divide difficult task and start working on the subtask straight away.
      Think through your day while making your way to work.
      Delegate tasks that are not effective for you.
      Split your working day into chunks of thirty minutes.
      Review your time sheet to assess your work efficiency.
      Update time sheet as often as possible- memory is often unreliable.
      21-May-10
      69
    • Thank You!
      +91-97-87- 55- 55- 44
      • training@edventures1.com
      • www.edventures1.com