Time management


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Time management

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Time management

  1. 1. Time management overviewUnit objectives Identify the benefits of time management Evaluate productivity Identify goals and set priorities
  2. 2. Time management overview Topic A: Principles of time management Topic B: Productivity cycles Topic C: Goals and priorities
  3. 3. Principles of time management Time management – What we are able to accomplish – Breaking old habits – Enhance your work experience
  4. 4. Benefits of time management Controls stress Balances your life Increases productivity Identifies priorities Accomplishes goals
  5. 5. Activity A-1: Understanding the benefits of time
  6. 6. Personality types Procrastinator Perpetually late Perfectionist Easily distracted Do-it-all
  7. 7. ActivityA-2: Identifying different personality types
  8. 8. Self assessment Do I wait until the last minute to accomplish a task? Do I often arrive late? Do I re-work assignments more than twice? Do I often switch between projects before completing them? Do I have difficulty turning down requests?
  9. 9. Activity A-3: Assessing yourself
  10. 10. Self assessment questions1. Do you wait until the last minute to accomplish a task?2. Do you often arrive late for work or meetings?3. Do you work on an assignment more than twice?4. Do you often shift from one project to another before completing the initial project?5. Do you have difficulty turning down requests even when you do not have the time for them?
  11. 11. Time management overview Topic A: Principles of time management Topic B: Productivity cycles Topic C: Goals and priorities
  12. 12. Productivity cycles Periods of time when you feel your energy dips or rises Vary from person to person – Morning person? – Night owl? Recognize personal cycle and try to schedule tasks accordingly
  13. 13. Pricing your time Annual salary × 1.5 / working hours per year = cost per hour Cost per hour / 60 = cost per minute
  14. 14. Activity B-1: Pricing your time
  15. 15. Creating a time audit1. List daily tasks2. Set a deadline for each task3. Record every task, noting interruptions4. Note amount of time spent on each task5. Evaluate amount of time spent on priority tasks
  16. 16. Activity B-2: Creating a time audit
  17. 17. Pareto principle 80% of group value of activities is concentrated in 20% of activities 20% of priorities produce 80% of result The first 20% of time spent on an activity produces 80% of the result 20% of your employees cause 80% of the problems
  18. 18. Activity B-3: Using the Pareto principle
  19. 19. Time management overview Topic A: Principles of time management Topic B: Productivity cycles Topic C: Goals and priorities
  20. 20. “To do” list To-do list should not be: – A wish list – Overwhelming Not-to-do list helps you: – Make smart choices about priorities – Delegate tasks
  21. 21. To-do list guidelines Do not include too many tasks Overestimate time List the most important tasks first Schedule the time for breaks Schedule for long-range and short- range goals
  22. 22. Activity C-1: Making a to-do list
  23. 23. Goals and objectives Goal – Focuses on how you spend your time – Builds your confidence – Increases productivity Objective – Intermediate step that helps you accomplish the goal
  24. 24. Characteristics of goals Must be specific Must be challenging Must be achievable Must have a deadline
  25. 25. GOALS Generate goals on paper Organize daily activities Align goals with company goals Line up tasks according to priority Stay focused
  26. 26. Activity C-2: Identifying goals
  27. 27. Priorities Determine how to spend energy Schedule days more effectively Provide direction
  28. 28. Setting priorities1. List daily tasks2. Ask yourself whether you want or need to accomplish certain tasks3. Rank tasks in order of priority4. Match your priorities with those of your organization5. Schedule top ranked priorities during productivity cycles
  29. 29. Activity C-3: Setting priorities
  30. 30. Time management overviewUnit summary Identified the benefits of time management and the relationship to personality types Calculated the cost of your time and performed a time audit Created to-do lists, identified goals, and set priorities