TIME MANAGEMENT
Objectives   <ul><ul><li>Enhance your time management skills </li></ul></ul><ul><ul><li>Help you gain more control and inc...
Stresses <ul><ul><li>Lack of job security-reduction in force </li></ul></ul><ul><ul><li>E-Mail, phone mail, faxes, paper m...
Stress Management Principles <ul><ul><ul><li>1.  You can’t get everything done </li></ul></ul></ul><ul><ul><ul><li>2.  Foc...
Principle #1  You Can’t Get Everything Done! <ul><ul><ul><li>It’s designed that way so you would be forced to work only on...
Principle #3  You Cannot “MANAGE” Time!  You Can Only Manage Yourself, What You DO With Your Time!  <ul><ul><ul><li>Make a...
Principle #6  Expect Changes  <ul><ul><ul><li>Be flexible </li></ul></ul></ul><ul><ul><ul><li>Be prepared </li></ul></ul><...
Principle #8  Take 15 minutes to plan EVERY DAY  <ul><ul><ul><li>At the beginning or end of the day </li></ul></ul></ul><u...
Principle #13  Life is Tough!   <ul><ul><ul><li>Don’t be surprised when it is! </li></ul></ul></ul><ul><ul><ul><li>If you ...
Time Robbers   <ul><ul><li>Group A:  Those imposed by our environment </li></ul></ul><ul><ul><ul><li>interruptions too muc...
Procrastination   <ul><ul><li>Conscious and Unconscious </li></ul></ul><ul><ul><li>Unpleasant or Overwhelming Tasks </li><...
Procrastination <ul><li>If you have to eat a frog, be sure you don’t stare at it too long. </li></ul><ul><li>Anonymous </l...
Prime Time  <ul><ul><li>The time of the day that you are most productive.  </li></ul></ul><ul><ul><li>Determine the hours ...
Energy Level
Principle #4  Measure Your Progress Against Your Goals  <ul><ul><ul><li>If you measure it against your To Do list, you’ll ...
Wrap up <ul><li>What am I?  </li></ul><ul><ul><li>I am your constant companion. I am your greatest helper or heaviest burd...
Thank You
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Time Management[1].Ppt 2

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  • Time Management[1].Ppt 2

    1. 1. TIME MANAGEMENT
    2. 2. Objectives <ul><ul><li>Enhance your time management skills </li></ul></ul><ul><ul><li>Help you gain more control and increase your efficiency by identifying your personal roadblocks </li></ul></ul><ul><ul><li>Learn a personal process for taking charge and doing what really matters </li></ul></ul>
    3. 3. Stresses <ul><ul><li>Lack of job security-reduction in force </li></ul></ul><ul><ul><li>E-Mail, phone mail, faxes, paper mail, phone calls </li></ul></ul><ul><ul><li>Too much work to do with decreasing resources </li></ul></ul><ul><ul><li>Always in a hurry-pressed for time to meet a deadline </li></ul></ul><ul><ul><li>Never being caught up </li></ul></ul><ul><ul><li>Minimal recognition </li></ul></ul><ul><ul><li>Deciding what not to do </li></ul></ul><ul><ul><li>No time for planning </li></ul></ul><ul><ul><li>Paper shuffling </li></ul></ul><ul><ul><li>Finding time for project work </li></ul></ul><ul><ul><li>Poorly run meetings </li></ul></ul><ul><ul><li>Role ambiguity </li></ul></ul><ul><ul><li>Long hours and/or frequent business travel </li></ul></ul><ul><ul><li>Unbalanced lifestyle-work is primary </li></ul></ul><ul><ul><li>Interpersonal relationships </li></ul></ul><ul><ul><li>Unrealistic expectations (self & organization) </li></ul></ul><ul><ul><li>Constant interruptions (phone calls) </li></ul></ul><ul><ul><li>Other people not meeting commitments to you </li></ul></ul><ul><ul><li>Can’t get to people you need to talk to </li></ul></ul><ul><ul><li>Conflicting meeting schedules </li></ul></ul><ul><ul><li>Technical documentation </li></ul></ul><ul><ul><li>Inconsistent supervisory practices </li></ul></ul>
    4. 4. Stress Management Principles <ul><ul><ul><li>1. You can’t get everything done </li></ul></ul></ul><ul><ul><ul><li>2. Focus on what you can control </li></ul></ul></ul><ul><ul><ul><li>3. You cannot “manage” time! You can only manage yourself, what you do with your time! </li></ul></ul></ul><ul><ul><ul><li>4. Be clear as to what your values and priorities are. Have written goals to actualize your values </li></ul></ul></ul><ul><ul><ul><li>5. Measure you progress against your goals </li></ul></ul></ul><ul><ul><ul><li>6. Expect changes </li></ul></ul></ul><ul><ul><ul><li>7. Anticipate stresses </li></ul></ul></ul><ul><ul><ul><li>8. Take 15 minutes to plan EVERY DAY </li></ul></ul></ul><ul><ul><ul><li>9. Plan for fun </li></ul></ul></ul><ul><ul><ul><li>10. Stay connected </li></ul></ul></ul><ul><ul><ul><li>11. Be willing to take risks </li></ul></ul></ul><ul><ul><ul><li>12. Be aware of your options and honest about your feelings </li></ul></ul></ul><ul><ul><ul><li>13. Life is tough! </li></ul></ul></ul>
    5. 5. Principle #1 You Can’t Get Everything Done! <ul><ul><ul><li>It’s designed that way so you would be forced to work only on the top priorities </li></ul></ul></ul><ul><ul><ul><li>We are conditioned by our past lives that if we just work a little harder, smarter, longer, we really can do it all...it simply isn’t true! </li></ul></ul></ul><ul><ul><ul><li>This causes frustration, depression, anger, etc.... </li></ul></ul></ul>Redefine success as getting the top priorities done! Anything else is a pleasant extra......
    6. 6. Principle #3 You Cannot “MANAGE” Time! You Can Only Manage Yourself, What You DO With Your Time! <ul><ul><ul><li>Make a list of things to do each day and focus </li></ul></ul></ul><ul><ul><ul><li>on three-four key goals from you daily To Do list </li></ul></ul></ul><ul><ul><ul><li>Do one thing at a time </li></ul></ul></ul><ul><ul><ul><li>Tackle the toughest assignments in your “Prime Time” (most productive time of the day) </li></ul></ul></ul><ul><ul><ul><li>Incorporate clean-up day periodically as part of your work management practices </li></ul></ul></ul>The Goal: Increasing your choices in dealing with the issues listed...
    7. 7. Principle #6 Expect Changes <ul><ul><ul><li>Be flexible </li></ul></ul></ul><ul><ul><ul><li>Be prepared </li></ul></ul></ul><ul><ul><ul><li>View change as a challenge </li></ul></ul></ul><ul><ul><ul><li>Understand events which I have control </li></ul></ul></ul><ul><ul><ul><li>Understand events which I have no control </li></ul></ul></ul>“ God grant me the serenity to accept the things I cannot change, courage to change the things I can, and wisdom to know the difference” Reinhold Niebuhr(The Alcoholics’ Prayer)
    8. 8. Principle #8 Take 15 minutes to plan EVERY DAY <ul><ul><ul><li>At the beginning or end of the day </li></ul></ul></ul><ul><ul><ul><li>Glance at your goals </li></ul></ul></ul><ul><ul><ul><li>Write a “To Do” list </li></ul></ul></ul><ul><ul><ul><li>Prioritize </li></ul></ul></ul><ul><ul><ul><ul><li>A=Must be done, today </li></ul></ul></ul></ul><ul><ul><ul><ul><li>B=Must be done, not required today </li></ul></ul></ul></ul><ul><ul><ul><ul><li>C=Everything else </li></ul></ul></ul></ul><ul><ul><ul><li>Re-prioritize to fit “emergencies” in </li></ul></ul></ul><ul><ul><ul><li>Don’t over schedule -- leave open time </li></ul></ul></ul><ul><ul><ul><li>Tackle the toughest assignments in the morning </li></ul></ul></ul><ul><ul><ul><li>Don’t beat yourself up when your plans change </li></ul></ul></ul><ul><ul><ul><li>Focus on the A’s </li></ul></ul></ul>A prioritized “To Do” list is a common factor among successful people.
    9. 9. Principle #13 Life is Tough! <ul><ul><ul><li>Don’t be surprised when it is! </li></ul></ul></ul><ul><ul><ul><li>If you are able to view yourself as a problem solver, you could perceive problems differently -- as the reason you have a job. </li></ul></ul></ul><ul><ul><ul><li>You are here because you choose to be here! </li></ul></ul></ul><ul><ul><ul><li>Accept that, and make the best of it. </li></ul></ul></ul>Strive to live a meaningful life rather than a happy one, and joy may be granted as a blessing!
    10. 10. Time Robbers <ul><ul><li>Group A: Those imposed by our environment </li></ul></ul><ul><ul><ul><li>interruptions too much work </li></ul></ul></ul><ul><ul><ul><li>waiting for answers lack of authority </li></ul></ul></ul><ul><ul><ul><li>unclear job descriptions/goals unused reports </li></ul></ul></ul><ul><ul><ul><li>unnecessary/unproductive meetings </li></ul></ul></ul><ul><ul><li>Group B: Those imposed by us </li></ul></ul><ul><ul><ul><li>failure to delegate poor attitude </li></ul></ul></ul><ul><ul><ul><li>absentmindedness personal disorganization </li></ul></ul></ul><ul><ul><ul><li>failure to listen unclear goals/expectations </li></ul></ul></ul><ul><ul><ul><li>procrastination poor planning </li></ul></ul></ul><ul><ul><ul><li>inability to say “no” burnout </li></ul></ul></ul><ul><ul><ul><li>lack of interest unnecessary perfectionism </li></ul></ul></ul>
    11. 11. Procrastination <ul><ul><li>Conscious and Unconscious </li></ul></ul><ul><ul><li>Unpleasant or Overwhelming Tasks </li></ul></ul><ul><ul><li>We put them off....our productivity drops...our self esteem drops </li></ul></ul><ul><ul><li>To counter procrastination </li></ul></ul><ul><ul><ul><li>Set a deadline </li></ul></ul></ul><ul><ul><ul><li>Do the most unpleasant part first so you end the day with a pleasant activity </li></ul></ul></ul><ul><ul><ul><li>Make a game of it </li></ul></ul></ul><ul><ul><ul><li>Build in a reward </li></ul></ul></ul><ul><ul><ul><li>Divide into smaller jobs </li></ul></ul></ul>
    12. 12. Procrastination <ul><li>If you have to eat a frog, be sure you don’t stare at it too long. </li></ul><ul><li>Anonymous </li></ul>
    13. 13. Prime Time <ul><ul><li>The time of the day that you are most productive. </li></ul></ul><ul><ul><li>Determine the hours of the day you are most productive (early morning/mid-afternoon) </li></ul></ul><ul><ul><li>Schedule monotonous / routine tasks during non-prime time hours. </li></ul></ul><ul><ul><li>Schedule creative or intense tasks during peak times. </li></ul></ul>
    14. 14. Energy Level
    15. 15. Principle #4 Measure Your Progress Against Your Goals <ul><ul><ul><li>If you measure it against your To Do list, you’ll go crazy </li></ul></ul></ul><ul><ul><ul><li>Evaluate your progress at least quarterly </li></ul></ul></ul><ul><ul><ul><li>If you aren’t making the progress you want, change your actions, your goals or your situation </li></ul></ul></ul>This gives you PERSPECTIVE on your life!
    16. 16. Wrap up <ul><li>What am I? </li></ul><ul><ul><li>I am your constant companion. I am your greatest helper or heaviest burden. I will push you onward or drag you down to failure. I am completely at your command. Half the things you do you might just as well turn over to me and I will be able to do them quickly and correctly. </li></ul></ul><ul><ul><li>I am easily managed -- you must merely be firm with me. Show me exactly how you want something done and after a few lessons I will do it automatically. I am the servant of all great men and women; and alas, of all failures, as well. Those who are great, I have made great. Those who are failures, I have made failures. </li></ul></ul><ul><ul><li>I am not machine, though I work with all the precision of a machine plus the intelligence of a person. You may run me for a profit or run me for ruin -- it makes no difference to me. </li></ul></ul><ul><ul><li>Take me, train me, be firm with me, and I will place the world at your feet. Be easy with me and I will destroy you. WHO AM I? </li></ul></ul>I am Habit! Make Time Management Habit!
    17. 17. Thank You
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