Time management skills


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Time management skills

  1. 1. Time Management Skills<br />ENMU Ruidoso Thursday, February 17, 2011<br />
  2. 2. Agenda<br />1. Why is Time Management Important?<br />2. Signs of Poor Time Management<br />3. Procrastination<br />4. Time Wasting Villians<br />5. Skills for Becoming More Organized<br />
  3. 3. Why is Time Management Important?<br />Text<br />
  4. 4. Why is it important?<br /><ul><li>Time is limited. Once it’s gone, you never get it back. To be our most effective, we have to use time wisely.
  5. 5. “Failure to plan is planning to fail”.
  6. 6. When we are more efficient, productive, and organized, we have more time to do and enjoy the things we truly love.</li></li></ul><li>Signs of Poor Time Management<br /><ul><li>Feeling like you are not in control
  7. 7. Always busy but never finish projects
  8. 8. There’s never enough time
  9. 9. Clutter, messiness
  10. 10. Often late for appointments or meetings
  11. 11. Always tired
  12. 12. Lack of Focus
  13. 13. Missed deadlines
  14. 14. Mistakes</li></li></ul><li>Procrastination<br />Procrastinate: to defer action; delay, to put off until another day or time<br />
  15. 15. Am I procrastinating?<br />Signs of Procrastination:<br /><ul><li>Spending a lot of time on “low priority” tasks
  16. 16. Waiting for the “right time” to tackle things
  17. 17. Saying “yes” to people for favors and other tasks instead of doing what you need to get done
  18. 18. Thinking and acting “short term” instead of planning ahead for the future
  19. 19. You know what you “should” be doing, but you find a million other things to do instead
  20. 20. Spend time worrying about where to start…..so you just don’t</li></li></ul><li>Procrastination…..<br />Don’t be hard on yourself. Everyone does it. <br />But…..why?<br /><ul><li>You don’t really want to do it
  21. 21. You are afraid to do it
  22. 22. You don’t know how to do it
  23. 23. It’s not important to you to do it</li></li></ul><li>Time Wasters<br /><ul><li>Email, internet, text messaging….
  24. 24. Disorganized meetings
  25. 25. Interruptions
  26. 26. Failure to delegate
  27. 27. “Fire fighting”
  28. 28. People (seriously)</li></li></ul><li>How to avoid interruptions<br /><ul><li>Tackle the hardest tasks when you feel most alert and productive
  29. 29. Ignore your email – check it in the morning or afternoon
  30. 30. Turn off alerts and reminders during blocks of work time
  31. 31. Let your coworkers, friends, family know your schedule
  32. 32. Keep your work area clean
  33. 33. Learn to say no & to ask for help
  34. 34. Keep phone calls short, and limited to certain times of the day-state goals at beginning of conversation
  35. 35. Disconnect from your technology </li></li></ul><li>Make meetings more productive<br />
  36. 36. Getting Organized<br />Step #1: Decide on a tool to keep track of your “to – do” list, goals, and appointments<br />
  37. 37. Getting Organized<br />www.FranklinPlanner.com<br />www.moleskines.com<br />When choosing a date book,<br /><ul><li>Pick one that has lines big enough for your writing
  38. 38. Choose one that is comfortable for you to carry or keep at your desk
  39. 39. Consider your needs:
  40. 40. Page per day, week
  41. 41. Blank pages or lined
  42. 42. Calendar pages
  43. 43. Pockets for receipts, etc.
  44. 44. Appointment pages</li></li></ul><li>Getting Organized-Electronic Organizers<br />Advantages of Electronic Organizers (Smart Phones)<br /><ul><li>Easy to carry
  45. 45. Lots of functionality
  46. 46. Work with other organization tools
  47. 47. Great for multitasking</li></ul>Disadvantages of Electronic Organizers<br /><ul><li>Expensive
  48. 48. Technology is constantly changing
  49. 49. Great for multitasking</li></li></ul><li>Software Programs<br />Microsoft Outlook<br />Sage ACT!<br /><ul><li>Only work if you use them consistently
  50. 50. Use programs like this to create GOOD habits</li></li></ul><li>FREE ORGANIZATION TOOLS<br /><ul><li>Google
  51. 51. Yahoo!
  52. 52. MSN
  53. 53. Mozilla Sunbird</li></ul>Advantages:<br /><ul><li>FREE
  54. 54. User Friendly</li></li></ul><li>Getting Organized<br /><ul><li>Pencil in birthdays, anniversaries, meetings, and events you know of in advance
  55. 55. Make a list of your immediate, short term, and long term goals
  56. 56. Make a “to-do” list your process (good habits)
  57. 57. Begin each day, week, month, year with your “master task list”</li></ul>Step #2: PRIORITIZE, PRIORITIZE, PRIORITIZE<br />
  58. 58. Getting Organized<br />Today<br />This Week<br />This Month<br />This Year<br />My Dreams for the future<br />
  59. 59. Tips for Prioritizing<br /><ul><li>Break goals up into manageable tasks
  60. 60. Create a timeline-set milestones
  61. 61. Do the hardest thing first
  62. 62. Organize blocks of time-but don’t over-schedule yourself
  63. 63. Leave some free time in your schedule (Yes, I said that)
  64. 64. Really consider what’s URGENT and what is not</li></li></ul><li>Prioritizing<br />
  65. 65. Email<br />
  66. 66. Getting Organized<br />Step #3: Don’t over schedule, and don’t think that you have to “do it all”.<br />
  67. 67. Getting Organized<br /><ul><li>Guess what? Your time is YOURS! Not having time for the “things you really want to do” isn’t a good excuse
  68. 68. Being organized will help you to free up time for fun, family, exercise, etc.
  69. 69. Block off time for these things. They are an important part of your schedule.</li>
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