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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