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Managing time at work and home.

Managing time at work and home.

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  • 1. TIME MANAGEMENT VICTORIA PRESTIA 1
  • 2. TIME MANAGEMENTWho in the audience would like to have more time intheir day, learn to manage their time efficiently, andhave more time to relax?In our 24/7 world, we are constantly on the go,technology is moving faster, so many things to get doneand so little time to do all that needs to be done! 2
  • 3. TIME MANAGEMENTCreate Your Own Time Management System1. Set Your Mission. The starting point of any goal and achievement is to think about your mission or purpose. What is the point of it all? A mission goes much further than just a goal. It is about manifesting your own values, creating something unique and becoming all you, and your team if you are working with one, can become.2. Pick your key areas. The gap between dreaming a mission and achieving it is to break the mission down into key areas that you need to work on. Tip: stick to no more than 5 or 6 key areas. 3
  • 4. TIME MANAGEMENTCreate Your Own Time Management System3. Write Down Your SMART Goals. SMART goals are defined as: Specific; Measurable; Achievable; Realistic; and Time-bounded.4. Jot Down To-Do Lists. If you are working in a number of key areas with a range of SMART goals in each of them, you could have as many as 15 ongoing activities at any one time. For example, you are working on getting fit, you might be exercising, dieting, changing your lifestyle, and taking time out to relax. Keeping an occasional to-do list is a way to review all these activities and keep them at the forefront of your mind. 4
  • 5. TIME MANAGEMENTCreate Your Own Time Management System5. Prioritize Your To-Do List. There are two ways to prioritize the activities on your to-do list. You can decide if they are urgent or if they are important. Urgent tasks are those that have a deadline to them. They are also tasks that we want to do because the time is right or it feels right. Tasks that are both urgent and important are the ones you should devote time to.6. Schedule Your Tasks. It is much better to schedule tasks than leave them to be done when you feel like it. One of the best scheduling systems is 60-20-20 system. This means filling up 60% of your journal with important tasks and leaving 20% for things that crop up and 20% for emergencies. 5
  • 6. TIME MANAGEMENTCreate Your Own Time Management System7. Check As You Go. A time management system should be a living, dynamic system rather than a dull or repetitive one cast in concrete. That’s why you should inject into your system room for surprises, room for learning, and room for doing what you enjoy. In this way, you’ll not only like the system, you’ll achieve your goals much more quickly than you thought possible at the start. 6
  • 7. TIME MANAGEMENTHow to manage your time Planning Milestones Learn to say no Delegate E-mail management Estimating 7
  • 8. TIME MANAGEMENTPlanning Buy a planner Plan out your working schedule When you plan your working schedule...make sure you write down your holiday schedule too. That way you can keep your holidays apart from your working days, and you can make sure you will finish your work on time I use a Palm Pilot for memos, scheduling and lists which keeps me on track. 8
  • 9. TIME MANAGEMENTMilestones Set personal milestones Set out your priority task..and complete them one after the other according to priority Don’t take up something which is beyond your schedule. Its better to take up something which you can finish in a proper manner and in time rather than take up a lot of things and submit a shabby job. 9
  • 10. TIME MANAGEMENTLearn to say NO! If you think that you cannot complete something which is assigned to you, please refuse the task in a diplomatic manner Admitting that you cannot do the assigned task will not make you a lesser individual. It will be appreciated rather than submitting a shabby job done. Give a good reason for saying NO. If the person or boss still insists, leave the decision up to him/her on assigning priority to your pending tasks 10
  • 11. TIME MANAGEMENTDelegate Delegation has become the sacred “Chant” for people who are hard pressed for time When you learn how to delegate, you learn how to use your time effectively Delegating to the right person also matters. Make sure the job is done properly..that is your responsibility. If you are not in a position to delegate, make sure you have just enough work on your plate and don’t take more than you can handle 11
  • 12. TIME MANAGEMENTE-mail Management Manage your e-mail effectively Try maintaining a calendar..its very helpful  Use Microsoft Outlook  Lotus Notes Calendar  Schedule meetings  Publish tasks  Set reminders  Set appointments Create a junk folder for jokes and chain mails which you can read when you want a break 12
  • 13. TIME MANAGEMENTEstimating Learning how to estimate your work also helps you to work productively Find out how you work best, break down your work till the last second and then chart out a schedule This will help you set your personal deadlines Please don’t forget to justify your requirement of whatever time you have estimated for yourself 13
  • 14. TIME MANAGEMENTSpend Time to Save Time T Is for Taking Time to Plan  Every minute spent planning and organizing will save at least that amount of time when you implement your plan  Shopping trips taken without a list often result in wasted time  Errands run without prior planning often means wasted time  Tasks not properly organized often means wasted time 14
  • 15. TIME MANAGEMENTSpend Time to Save Time I Is for Involving Others  Whether at work or at home, involving other crucial stake-holders in your planning and prioritizing can help to attend to the essentials first and share the work  Others may have good ideas to help you achieve your goals and others may well spark even more ideas from you  Don’t forget to give others a share in the work as well as the planning 15
  • 16. TIME MANAGEMENTSpend Time to Save Time M Is For Meditation  No matter how busy your life and how hectic your schedule, you must take time to reflect on your goals and dreams  Taking a few moments to clear your mind, focus your energy, and rebuild your strength can revitalize you and help you accomplish more  Allowing yourself this down time may give you the opportunity to prioritize and brainstorm so you can be even more productive than before THE RESULTS: TAKING TIME OUT WILL GIVE YOU AN ENERGY BOOST! 16
  • 17. TIME MANAGEMENTSpend Time to Save Time E Is For Evaluation It is important for you to regularly evaluate your priorities and goals Perhaps you accomplished tasks that can now be permanently crossed off your list or set aside until a later date Perhaps achieving certain goals resulted in changing other priorities Evaluation can also give you a sense of accomplishment if you look back at what you achieved and the goals you have reached 17
  • 18. TIME MANAGEMENTSimple Ways to Save Time The alarm clock is your friend. Don’t ignore your friend! Your alarm clock is one of the few time management tools that will actually pester you to stay on schedule Make Waiting Productive. You will literally spend years of your life waiting—in line for appointments and meetings, to catch the bus or train and the time adds up. Find simple ways to make this time productive: read a good book or magazine, check your to-do list, write in your journal, catch up on letter writing or doing cards (birthday, sympathy, get well or all occasions). 18
  • 19. TIME MANAGEMENTSimple Ways to Save Time Break Big or Difficult Tasks Into Smaller Ones. Getting started on a challenging problem set, a large research project or preparing for finals can be difficult because the task at hand is overwhelming. Use the Assignment Timeline to break a project down into manageable components. This will help you in several ways: you will have a plan for accomplishing the task at hand you will know at a glance whether you are on schedule for timely you will have goals and checkpoints toward which to strive; and lastly your focused attention on each component will help you to 19
  • 20. TIME MANAGEMENTSimple Ways to Save Time OHIO: Only Handle It Once. When you sort through your mail, do you tend to look at everything once, and then leave it all in a pile, perhaps opening one or two things of interest? Then when you need to pay bills, you have to look at everything a second time in order to pull out your statements. Later, you may go through the same pile a third time to find a program flyer or the one credit card offer in which you might be interested. Only handle things once. When you sort your mail, sort it into bills, items to file/keep, items to pursue and recycling. 20
  • 21. TIME MANAGEMENTSimple Ways to Save Time Organize Your Space. Even a brilliant time management plan will run aground if you find yourself constantly looking for misplaced car keys, important papers, bills, or other information. By keeping your space organized in a way that makes sense to you, you can free yourself from interruptions in creativity and those annoying last-minute searches that make you late. Oh---I’m late-where are the car keys? What did I do with the map to the party? Where did I put the card for the party? 21
  • 22. TIME MANAGEMENT Consume Information Selectively. You are constantly bombarded with information, from the Internet, television, radio, magazines---you name it. Some of it is not worthwhile, but even putting the quantity aside, there remains a vast sea of news, events, entertainment and learning of interest to you. When you are taking in a program, having a conversation or going through newspapers or magazines, ask yourself if you need this information. Will it be useful to you later? 22
  • 23. TIME MANAGEMENTStop Others From Stealing Your Time. Who interrupts your work? Well-meaning friends and family can sometimes be a constant distraction. Pick a quiet comfortable location (to work, read, meditate or relax), where you are not likely to be disturbed, and tell only those friends who can preserve your space where you will be. If this doesn’t work, you might have to be more direct. Most people will be understanding about you need to concentrate on your work. 23
  • 24. TIME MANAGEMENTUse Technology to Make Life Easier. Use electronic planners-more efficient than paper planners because one schedule is usually integrated in may views. With one click you can see your daily plan, as well as your weekly and monthly. Consider getting direct deposit for your paycheck and online banking for your bills. Medical prescriptions can be filled through online pharmacies and shopping is easy over the internet. 24
  • 25. TIME MANAGEMENTFinding Time to ExerciseIf you’re in employment Go for a walk on your lunch break Have meetings “on the hoof” Talk to your employers about promoting health at work Walk to and from work. If you live too far away, park further from the office or get off the bus or Tube one stop earlier. 25
  • 26. TIME MANAGEMENTFinding Time to ExerciseIf you look after children Exercise with your child. Take them to the local swimming pool or play in the garden or local park Find out which local sports and leisure centers have childcare facilities, so you can exercise while your children are being looked after Walk your child to school Find out if there are activities available at your child’s school for the local community. Many schools use their facilities for sports and exercise classes in the evenings and on weekends. 26
  • 27. TIME MANAGEMENTFinding Time to Exercise If you’re based at home  Plan your week so you have to walk to the shops frequently. By going often, you’ll only have to carry light bags of shopping back  Look at ways in which you can be more active in and around the home. Use stairs to exercise, work on the garden or install some gym equipment.  Even hiding the remote control for the TV can help 27
  • 28. TIME MANAGEMENTFinding Time to ExerciseIf you’re a student  Go for walks with friends to talk about your studies  Spend some time in the learning resource center reading about sports, exercise and health  Most colleges run sport and exercise programs that students can take part in. Find out which activities are on offer, and try those you think you might enjoy. 28
  • 29. TIME MANAGEMENT• Take time to relax• Enjoy life...do what you enjoy• Don’t try to do everything in one day• If you don’t get everything done, look at what you did achieve in one day• Take time to smell the flowers and enjoy nature 29
  • 30. TIME MANAGEMENT RESOURCESBooksAdams, Bob, THE EVERYTHING TIME MANAGEMENTBOOK: HOW TO GET IT ALL DONE AND STILL HAVETIME FOR YOU! (Everything Series), (Paperback-May2001)Cook, Marshall J., TIME MANAGEMENT: PROVENTECHNIQUES FOR MAKING THE MOST OF YOURVALUABLE TIME, (Paperback-September 1998)MacKenzie, Alec, THE TIME TRAP: THE CLASSIC BOOKON TIME MANAGEMENT, (Paperback-July 1997) 30
  • 31. TIME MANAGEMENT RESOURCESInternethttp://amazon.comhttp://www.buzzle.com/editorialshttp://www.bbc.co.uk/healthhttp://www.web.mit.edu/arc/learning/modules/time/savetime.html 31
  • 32. THANK YOU!VICTORIA PRESTIA 32