Time ManagementStrategies to effectively manage your timePresented by: Teoh Yuan Hui

Benefits of time management Reduce stress and frustrationsImproves performance and job satisfactionMore time to enjoy lifeHave control over your life through planningGet a sense of achievement

Improves performance and job satisfaction

More time to enjoy life

Have control over your life through planning

Get a sense of achievement

Time Management Strategies

80:20 RulePareto’s Principle:80% of results are achieved with only 20% of the effortFocus your time and energy on the high impact tasks to achieve the greatest benefit possibleIf you have achieved your expected outcome and done what needs to be done, then you may not need to do 80% of the taskOtherwise break the task down again working out the 20% that will bring the best results

Goal SettingTo avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieveSMART goal setting guidelines :Specific - Have you clearly defined your goal?Measurable - How do you know if you are making progress?Achievable - Is your goal really achievable? Be ambitious but honest.Rewarding - Is your goal something you are willing to make sacrifices for?Timely - Is your goal achievable in a meaningful timeframe?Write your goals down and be familiar with them

PlanningWrite down appointments, classes, and meetings on a chronological log book or chartFirst thing in the morning, check what's ahead for the dayIf you fail to plan, you plan to fail and you will waste a lot of precious time while failing“Action without planning is the cause of every failure .”Alex MacKenzie

Prioritized To-Do ListWrite down all the tasks you need to completeBreak large tasks into their component elementsAllocate priorities from A (very important, or very urgent) to E (unimportant, or not at all urgent)You need to differentiate between urgency and importanceRewrite the list in priority orderTake action immediately and finish them one by oneThis helps you to focus on the important jobs first

Urgent versus ImportantImportant activities have an outcome that leads to the achievement of your goalsUrgent activities demand immediate attention, and are usually associated with the achievement of someone else’s goals, or with an uncomfortable problem or situation that needs to be resolved

PrioritizationThe Pickle Jar theory:if you start by putting stones into a pickle jar, then pebbles and then sand, you will fit more into the pickle jar than if you do it the other way roundfocus on the big, important taskshave plenty of time left over to do other less important activities as well as the things that you enjoy

Top FourIdentify your top 4 tasks for the week and for each dayPhysically write them out, to give them a tangible formPut your top four tasks in priority orderComplete the first one on the list before starting anything elseYou need clear goals in your life to decide the top 4, and motivation to complete the task

ProcrastinationWhat is procrastination?Putting off things that we should be doingAvoid high priority, challenging tasksSeek comfort in doing tasks you know you're capable of completingCauses of procrastination:Have doubt on your skills or resourcesDo not know where to beginWaiting for “right time” or “right mood”Underestimate the difficulty of the taskPerfectionism

Recognize that you are procrastinatingWork out why you are procrastinatingWays to overcome:Find a small part of the task you can do right nowIdentify the emotion associated with doing itFinish an incompleteDelete it and move onFace your fears and the risks head-onOvercome Procrastination

Get organizedTime is saved if you prepare your work environment and equipment beforehandTidy your desk, make sure your chair is in the correct position and you have all the information you need close at handHaving your appointments, tasks and key notes in one placeHelps you find information faster and also helps prevent stress

Utilize Time GapsTime gaps are intervals of time free of activitiesE.g. gaps between classes, between meetings, in a queue, waiting in your carDiscover where you are likely to experience small, wasted gaps of timeUtilize them to finish tasks that can fit inExamples of utilizing them effectively:Make calls while waitingRead up somethingPrepare for the upcoming activities

Using your time TwiceDoing two activities simultaneouslyProductivity and efficiency are not being sacrificedFor example:Read or study while using public transportationListen to the radio while drivingUse home exercise equipment in front of the TV

Learn to say NODo not say yes when you don't have the time, motivation, interest or skills to do the taskSay “no” to tasks that have little impact on your targetsPrevent stressAvoid overworking

DelegationAssign task responsibility and authority to othersDelegate to the right personYou are still responsible for the completion of the taskGive objectives or expected outcome, not procedures

Thank you for your time

Referencehttp://www.mindtools.comhttp://www.time-management-central.nethttp://www.time-management-guide.comhttp://www.jettask.com/Bloghttp://www.managementhelp.orghttp://www.studygs.nethttp://www.slideshare.net/Alimollabagher/time-management-presented-by-ali-mollabagherhttp://www.alice.org/Randy/timetalk.htm