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Making More of Your Time
Time Management in your
Professional Life

Is this Workshop for you?
• If your answer was
• Do you procrastinate?
“yes” to any one
question-- you are
• Is your motto, “Better
in the right place!
late than never?”
• Do you wish you were
more organised?

•
• Time Management is
“Time Management”
is really “Life
Management”. Your
Life Management
time is your life, and
to manage your time
is to manage your
life.

• The allocation of
• Have you ever
Time is unbiased
noticed this?
Everyone has the
and without
same amount of
time each day.
prejudice
• Why, then, do
some people get so
• We all receive 24
much more done
than others?
hours each day.
No one receives
more or less than
anyone else

What are we going to Do in
this Workshop?
• Our goal is to assure that
• Discuss how Time
you understand and can
apply each concept to
Management is Unique
your own time
management plan.
for professionals
• It is expected that you
are going to be
“weeding” through the
many ideas and tools
discussed in this session.
As you do this, make
• Examine a 3 Step Plan
note of the ideas that
you like and leave those
a Professional’s Time
things that may not work
for your plan.
Management
• Your time management
will be unique for you.

New Challenge....
• Let’s start by looking
at those experiences
Managers are Required to:
and demands that
are often unique for
managers.
- Think at Higher Levels
• Demands on
managers are often
- Process more in less time
very different from
those experienced
- Work in high pressure
staff who report to
them or people in
situations
“the real world”. It’s
a whole new
- Work with various teams from
challenge.
other departments
- Resist a wide range of
distractions

In a new Job you might
find....
• Less or No Structure
• Many of will find that
when you start a job
• Different Incentive
(either for the first
time, or a new job),
(Financial, Rewards etc.)
you will be surprised
• No one to share the
at how challenging
the new lifestyle can
workload
be. You have to
create your own
• Many people who want
structure and you
must be organized. If
your time
not, you can drift,
and rather than
• Delivering/Managing
managing your life,
other things seem to
demands
“manage you!”

Where is your Time Going?
• If you work 8 Hours per Day, your
• We assume that
you will need to weekly Hours:
work 40 to 48
5 Days x 8 = 40 Hours
hours in a week
6 Days x 8 = 48 Hours
depending on if
you work 5 days or
What does your Schedule Look like:
6 days. But for
every hour at
• How many hrs working: ...........
work. (You may
•
need MORE time, Number of hrs in meetings: ...........
depending on your
• Number of hrs in training: ...........
job.) Do you have
a pen or pencil
• Number of hrs travelling: ...........
handy? Calculate
Grand Total: ...........
your schedule.

Feeling Overwhelmed?
• ...So what can you
You are not alone....
do? Don’t lose
hope-there are lots
of ideas that will
work for you.
Many Managers said that
budgeting time
was a significant
problem for them

A 3-Step
Time Management Plan
• There are zillions of
• 1) Set Goals, allow
ideas, methods and
programs that have
yourself to imagine
been developed for
managing your
time. You might
think of these in
terms of a 3-step
• 2) Integrate efficient
plan. These steps
often work well
organisational tools
because they are
flexible and best fit
• 3) Incorporate efficient
the needs of
managers.
business strategies

Taking Charge
• How would you answer
this question? “Is life
PROACTIVE
happening to you, or
are you happening to
life?” People who are
PROACTIVE take charge
of their time and their
decisions. They are not
just REACTING to the
vs
many distractions that
confront them daily,
they are making
choices to TAKE
CHARGE of their time.
• One of the best ways to
live proactively is to set
REACTIVE
goals.

Your Lifeline
• “A” represents when you
were born, “Z”
represents when you will
die, and “X” marks
today. Start your goal
setting with this
A X Z
question, “What do you
want to have done,
been, had and given to
the world before you
leave?”
Birth Today Death
• As you consider your
goals, we recommend
that you start at “Z”,
your life long goals, then
take steps backward,
making sure to set goals
at each juncture that will
lead you toward those
life-long goals.

Setting Mid-Range and
Short-Term Goals
• Take some time to
record your goals
A X Z
and do it TODAY.
• Studies show that
those people who
write their goals Short Term Mid Term Lifetime
-Goals -Goals -Goals
are significantly
- Objective (2-5 Years)
more likely to
- Month
achieve them. - Week
- Day

Myths about Goals
• 1. Many people think they
have somehow “failed” if
they change or alter a goal.
This is not true. It is a fact
1) You should not Edit
of life that as we grow and
experience life, our
perspectives change. Our
goals may need to change
or Alter your Goals
as well.
• 2. There are some goals
that do not require 100%
perfection. Your goal may
be to learn Japanese.
Depending on how you
plan to use this skill, you
2) You must achieve
may do fine to just learn
some conversational skills,
rather than seeking to
speak fluently. On the
perfection
other hand- if you are
studying brain surgery-
seek perfection!

More Myths......
• 3. There are times
3) Maintenance of
when there are just too
many things going on--
the Status quo is not
something has to
“give”. At times like this
an acceptable goal
we need to allow some
goals to be put on hold
for a period of time
for a while. This is not
failure, it is a
temporary period of
maintenance.
• 4. There is very little, if
any, luck involved in
4) Achievement of
the achievement of
goals. Again, those
goals is a just matter
people who attain their
goals are those who set
of luck
them, write them and
then pursue them in
little ways each day.

Now that we have
examined our Goals-
• Next, take a look
HOW DO WE ACHIEVE THEM
at some of the
organizational
tools that can
help you manage
your life as a
Time Management
student...
&
Organisational Tools

Tools for Organizing your
life
• As you examine • Fixed Schedules
each of these
- “Week-at-a-Peek”
tools, think about
those you want to
- “Quarter-at-a-Peek”
implement in your
personal time
• Planners
management
strategy.
• To Do Lists
• The first tool is
“fixed
- Today
schedules”...
- This Week
- Sticky Notes

The “Week at a Peek”
Schedule
• A fixed schedule includes
those items that, for the
most part, do not change--
they are “fixed”. For
example, most students
complete a “Week-at-a-
Peek” schedule (see
example) at the beginning
of the semester. It includes
their classes and club or
organizational meetings
that are constant
throughout the semester.
• Again, this type of
schedule is particularly
important at the beginning
of the semester, but you
won’t probably need it
after a few weeks. By then
you have memorized your
“fixed” weekly schedule.
• Another fixed schedule we
recommend you create at
the beginning of the
semester is the “Semester-
at-a-Peek” schedule...

The “Quarter at a Peek”
Schedule
• While referring to each task
from your working day, mark all
major due dates, meetings,
seminars, exhibitions, special
events, and other deadlines on a
calendar that shows the whole
quarter at a glance. It is one of
the best ways to keep mindful of
the BIG PICTURE. You will start
to notice certain weeks that will
be very busy-- and those weeks
that are not as crazy. This
overview is extremely important
for you to plan your professional
life.
• The quarter schedule is an
excellent tool. Most managers
find it helpful to complete each
quarter. This overview of your
entire quarter is essential to
good planning. Deadlines and
other due dates will not sneak
up on you when this is hanging
on the front of your work
station, tacked over your desk,
or taped to your front door for
easy and frequent reference.

• Now that you have a good idea
of what your overall schedule
looks like for the quarter, the
next step is day-to-day
organization. Using a planner is
a good approach to keeping
track of your overall schedule
and appointments. But how do
you decide which planner will
“How do I decide
work best for you?
• One way is to look at trends in
your schedule. How many
which Planner to
unique appointments or
meetings do you have each
week? Unique meetings are
use?”
those appointments, meetings
or things you do that change
from day to day or week to
week. An example might be a
job schedule that changes or an
occasional meeting with the
Board of Directors. The more of
these kinds of items on your
schedule, the more space you
need for organizing your day.

Which Planner is for You?
• Most managers find the
weekly planner is ideal
for their lifestyles. BUT, if
• Daily -
you are just starting in a For people with 20 or more
junior managerial role,
unique appointments or
keep a planner in the past
start with a monthly
meetings in a week
planner. This way you can
keep track of those
• Weekly -
occasional “unique” For people who have 7 to
appointments or
20 unique appointments or
meetings, yet keep major
projects, finish dates and
meetings in a week
execution dates for the
month on one page.
• Monthly - For people who have fewer
• If you are very involved--
go with the daily planner,
than 7 unique appointments
but be sure you keep
your eye on the quarter or meetings in a week
schedule. It is easy to get
caught up in all the
details; however,
important due dates can
creep up on you!

Example of a Monthly
Planner
• Although there may
not be much room for
recording lots of notes,
a monthly planner
gives you an overall
picture of your
activities. The biggest
problem in using a
monthly calendar
occurs if you turn the
page and find that you
have a major project
or test due on the first
or second day of the
following month. Look
ahead to keep track of
future commitments.

Example of a Weekly
Planner
• Weekly planners
come in a variety
of sizes and
formats--from
very small
(pocket sized) to
those that will fit
in a notebook.

Example of a Daily Planner
• You may want to
look for a daily
planner that
starts early in the
morning, and
allows for
scheduling late
into the evening,
depending upon
your schedule.
They can go from
6:00 a.m. to 12:00
p.m. if needed.

“The Jar of Rocks”
• Look at this jar of
rocks- is it full?

“The Jar of Rocks & Gravel”
• Now gravel has
been added to fill
in the spaces in
between the large
rocks. Is it full?

“The Jar of Rocks, Gravel &
Sand”
• Now sand has
been poured to
the top. Is it full
now?

“The Jar of Rocks, Gravel,
Sand & Water”
• You probably
guessed it. When
water is poured
into the jar- it is
full!
• The question is
this: “What is the
point of this
exercise?”

• You may be
tempted to think,
“you can always
fit more things
into your
schedule”. But
this is NOT the
only point...

“Are you Missing a Point?”
• This is particularly
The Point I was Trying to
important for
managing your
time as a manager. make was:
When you are
writing out your
To-Do Lists, make
sure to put your
big rocks in first.
Prioritize the many
things that you
need to do. This
way “small rocks”
If you don’t put the big rocks
don’t crowd out
the important
things that need to in first, you will never fit
be done.
them in.

“To Do List”
• Many people like to
organize their “tomorrow”
the night before. They write
their “To-Do” Lists just
before bed. It makes for a
good night’s sleep when you
know your day is set.
•
When to do a, “To Do
Other people like to write a
single To-Do List for the
whole week. This list is one
List”
from which you can add and
delete items throughout the
week. Sunday evening is a
good time to make a new
list-- put those things
remaining from last week’s
list on your new list, and
throw away or file the old
list.
• Regardless of the To-Do List
you choose, you will find it
feels good to see all those
check marks over the things
you have completed!

“Types of Organisers”
• Generally, there
• How do you organise
are three kinds of
your Day or Week?
people:
• - “Time Oriented”
organizers,
• -“Task Oriented”
organizers
• -and those who
• Task oriented or Time
use both.
oriented?

“Task Oriented Organisers”
• Task oriented
• Manual organisers
organizers like to
write WHAT they
are going to do,
but they may not
necessarily write
WHEN they are
going to
accomplish their
tasks.
• Computerised
Organisers

• Time Oriented Organiser
Time oriented
organizers like to write
the specific times that
they plan to
accomplish the items
on their To-Do List.
Many task oriented
people will use this
during very busy times
in their quarter
(month ends & quarter
ends) for just a week
or two-or just until
things cool down.
• Other people use a
combination of these
styles throughout the
year.

Sticky Notes
• Many people put
their To-Do Lists on
sticky notes. These
little notes can be
great reminders,
but they are not
recommended for
important lists.
They are easily
displaced!
• You can also use
these in addition to
your lists to either
note an important
task or to mark
progress on a
unfinished task.

•
“Take Time to Make Time”
The Master To Do List is
where you can keep
track of items that you
need to accomplish but
• Managing Up
do not have a specific
time frame for
• Business Planning
completion. For
example, \"Organising
• New Business Development
your storage area” or
•
“Cleaning of your desk”
Employee Development
would be good Master
•
To Do list items, since it
Customer Relations
does not have to be
•
done on any specific
Investor Relations
day, you just want to
•
remember that you do Media Relations
need to organize these
•
task too. Financial Oversight

Tips to Remember.....
• It’s true for most
people, so try to
get your done
during the day.
Those small 15-30
minute “free
moments”
between meetings
or seminars are
valuable for short,
yet important
review sessions.

Set Intermediate Deadlines
• Write these in your
• Intermediate deadlines
keep you on-task and they
help you break large
“Day Planner”
projects into smaller
pieces.
• Example: If you have a
project delivery deadline
• Post Sticky Notes
due in 3 weeks and can’t
seem to get started, try
this: “Create rough
around your PC
outline”, Write: “Task 1
out of 6 to be completed
and Telephone
in 2.5 days” on your to-do
list. After this is
completed, write, “Task 2
out of 6 to be completed
• Write on “To Do”
by end of first week”.
• Continue to break apart
the project until your task
Lists
is completed.
• Break all large projects
into smaller, more
tangible tasks. This is one
of the BEST ways to
combat procrastination!

Once a Week, Review your
entire week’s work
• This is a great way
to get, “The Big
Picture”, or an
overview of what
you have been
doing. This review
also keeps your
“To Do” list fresh
in your mind
ready to review.
• There is just one
more thing to
consider about
time
management…
and that is your
thought life.

What are you thinking
about?
• Have you ever
thought about
what you are
thinking about?
Did you know your
• The thoughts you
dwell on have a
thought life can affect
profound effect on
the way you feel.
And the way you
your “Time
feel affects the
things you say and
Management”
do. So an
important part of
managing your life
and your time is
managing the
things you think.

Self-Talk/Inner Dialogue
• If you let CHILD type thoughts
control your thinking, you will
quickly find you don’t get
much done. This type of
thinking focuses on just doing
fun things and seeking
pleasure. As everyone knows,
working is not always “fun”
and it takes a more “adult”
approach to thinking to
discipline ourselves to work.
We even get paid to work.
• The ADULT type of thinking is
your more rational
perspective. When you think
within this realm you are
more reality based and utilize
the skills needed to do your
work--even when the work
may not be your first choice
of things to do. You
understand the consequences
of your actions, and are quick
to make rational choices
based on this understanding.

Self-Talk/Inner Dialogue
• The CRITIC outlook is the
negative voice or thought
that can undermine an
individual’s life and time
management. This voice is
fearful and is full of worry
about the past and the
future. This type of
thinking can immobilize
you. Although self-
reflection can be very
useful, the critic goes
beyond constructive
analysis and is full of
criticism.
• Which “voice” do you
most often hear and dwell
on? The ADULT voice is
most important for the
discipline of work, yet
everyone needs to fun and
find balance in life. So
don’t forget to set aside
time for fun and pleasure!

What will you Do?
• Take a few minutes
• What are the three
to review what you
things you learned today
just learned. What
are 3 things you
which you plan to
plan to use? Write
them, then integrate into managing
implement them
your own time?
within the next 24
hours. If you don’t
try it soon, you will
probably never do
• Try to start these within
it!
the next 24 hours!

• “To waste your
• “Time is your Life”
time is to waste
your life, but to
master your time is
to master your life
and make the most
of it”
• “No one can control life
or time but can simply
manage it”

• You have just
completed the
“Time
Management”
Workshop.

Contact Us
2 The Park
Orlyn Park
Lusk, Dublin
IRELAND
Tel: +353 1 843 842 0
Email: rahat.kazmi@CareersAndCareers.com