<ul><li>Time Management </li></ul>Roy Attwood with acknowledgements to Time Manager International  (TMI) and Professor Ran...
Online Quiz  e.g.  Wikipedia Q1  What is the life expectancy for somebody in the UK, given he/she has reached the age of 2...
Time pressures and consequences Stress   Uncertainty Conflicting priorities Inconsistencies Lack of resources causes:  fat...
Time as a resource <ul><li>The most valuable resource you have </li></ul><ul><li>The most democratic resource there is </l...
What is time management? But what you can do is:  Manage  your activity  as time passes. So what's it Time Management? It ...
Time management – a personal matter It's really about making personal choices that  together make the  best use  of the ti...
Time Management Strategies 1.  Be clear about your life goals 2.  Prioritise tasks according to your goals 3.  Work effici...
Setting goals Look ahead to your retirement ceremony, (or even to your funeral).  What characteristics or achievements wou...
Overview – Christmas  tree Life goals = tree trunk Key areas  =  branches Tasks  =  twigs Activities  =  pine needles Sour...
Prioritising tasks List the tasks that need doing Assign priorities e.g.  A, B, C Review and adjust the task list regularl...
Prioritising tasks Tool:   Urgent Important Not urgent Unimportant
Prioritising tasks Tool:   Urgent Important Not urgent Unimportant ? Do last i.e. never Do immediately ?
Prioritising tasks Tool:   Urgent Important Not urgent Unimportant Set date to do later Discard Do immediately Delegate
Working efficiently Choose an organiser system - paper or laptop or PDA Number files in the same way as your goals Organis...
xxx Example of Paper-based organiser
Working efficiently <ul><li>Questions to ask yourself regularly </li></ul><ul><li>Have I developed effective work routines...
Managing interruptions (Recognise and deal with time wasters) <ul><li>Set aside a time of day when you are available to se...
Working smartly <ul><li>Do I focus sufficiently on my objectives? </li></ul><ul><li>Am I planning effectively far enough a...
Avoiding procrastination <ul><li>more positive outlook </li></ul><ul><li>scheduling </li></ul><ul><li>delegate interruptio...
Tackling large tasks – bit by bit .
Time Management Strategies Summary 1.  Set goals 2.  Prioritise tasks according to your goals 3.  Work efficiently - get o...
Randy Pausch Video http://video.google.com/videoplay?docid=-5784740380335567758# Start at min 17 or at min 28 http://www.a...
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Time management

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Time management

  1. 1. <ul><li>Time Management </li></ul>Roy Attwood with acknowledgements to Time Manager International (TMI) and Professor Randy Pausch
  2. 2. Online Quiz e.g. Wikipedia Q1 What is the life expectancy for somebody in the UK, given he/she has reached the age of 20 today?   Q2. How many days (or hours) does this equate to?   Q3. How long (hours) is the maximum regular working week in Europe under the Working Time Regulations? (use Google)   Q4. What do you think of the entry &quot;Student Syndrome“ in Wikipedia? Q5 a) Who was the Greek God of time? b) Who was the Roman God of time?
  3. 3. Time pressures and consequences Stress Uncertainty Conflicting priorities Inconsistencies Lack of resources causes: fatigue irritation physical sickness mental sickness time off broken families death
  4. 4. Time as a resource <ul><li>The most valuable resource you have </li></ul><ul><li>The most democratic resource there is </li></ul><ul><li>Fixed absolute rate of spend. </li></ul><ul><li>Once passed, is gone for ever </li></ul><ul><li>Experienced at different rates according to task in hand </li></ul><ul><li>Perceived rate accelerates with age </li></ul><ul><li>Source: TMI </li></ul>
  5. 5. What is time management? But what you can do is: Manage your activity as time passes. So what's it Time Management? It is a collection of techniques for self management You can choose to use to make conscious decisions about the activities that occupy your time .
  6. 6. Time management – a personal matter It's really about making personal choices that together make the best use of the time available. So: - time management is a personal matter. - part of self development - you need to find out what works for you. But best use of time depends on many things e.g. - the culture you have been brought up in - your belief system - your stage in life and motivation
  7. 7. Time Management Strategies 1. Be clear about your life goals 2. Prioritise tasks according to your goals 3. Work efficiently - get organised 4. Work smartly. Recognise and deal with time wasters 5. Avoid procrastination 6. Learn to say “No!” 7. Set a limit to the time you spend on each task. Don’t be a perfectionist.
  8. 8. Setting goals Look ahead to your retirement ceremony, (or even to your funeral). What characteristics or achievements would you hope people will mention? This should reveal exactly what matters most to you in your life. Based on: S. R. Covey, The Seven Habits of Highly Effective People: Restoring the Character Ethic, Simon and Schuster, 1989.
  9. 9. Overview – Christmas tree Life goals = tree trunk Key areas = branches Tasks = twigs Activities = pine needles Source: TMI
  10. 10. Prioritising tasks List the tasks that need doing Assign priorities e.g. A, B, C Review and adjust the task list regularly Tool: Pareto analysis Identify the 20% of tasks that have 80% benefit.
  11. 11. Prioritising tasks Tool: Urgent Important Not urgent Unimportant
  12. 12. Prioritising tasks Tool: Urgent Important Not urgent Unimportant ? Do last i.e. never Do immediately ?
  13. 13. Prioritising tasks Tool: Urgent Important Not urgent Unimportant Set date to do later Discard Do immediately Delegate
  14. 14. Working efficiently Choose an organiser system - paper or laptop or PDA Number files in the same way as your goals Organise your work area Log the time you spend on activities (and interruptions) Recognise the time of day when you are most effective and do the difficult tasks then. If you don't want to do it, it's probably important
  15. 15. xxx Example of Paper-based organiser
  16. 16. Working efficiently <ul><li>Questions to ask yourself regularly </li></ul><ul><li>Have I developed effective work routines and habits? </li></ul><ul><li>How effectively do I use my diary system? </li></ul><ul><li>How well organised is my work area? </li></ul><ul><li>Do I organise my time according to priorities or deal with each problem as it occurs? </li></ul><ul><li>Am I dividing my time correctly? </li></ul>
  17. 17. Managing interruptions (Recognise and deal with time wasters) <ul><li>Set aside a time of day when you are available to see people </li></ul><ul><li>Consider Red/Amber/Green times </li></ul><ul><li>'Do not disturb' notice </li></ul><ul><li>Make it clear how much time you have available at the start of the conversation </li></ul><ul><li>Stand up! </li></ul><ul><li>Use a screen around your work area </li></ul>
  18. 18. Working smartly <ul><li>Do I focus sufficiently on my objectives? </li></ul><ul><li>Am I planning effectively far enough ahead? </li></ul><ul><li>Can I use the help of others more? </li></ul><ul><li>Who are the people I should be seeing, and am I spending enough time with them? </li></ul><ul><li>Do I procrastinate by putting off important but tough jobs until tomorrow? </li></ul>
  19. 19. Avoiding procrastination <ul><li>more positive outlook </li></ul><ul><li>scheduling </li></ul><ul><li>delegate interruptions </li></ul><ul><li>break it down into smaller chunks </li></ul><ul><li>start in the middle - simplify it </li></ul><ul><li>do the important bits first </li></ul><ul><li>involve someone else - guilt / support </li></ul>
  20. 20. Tackling large tasks – bit by bit .
  21. 21. Time Management Strategies Summary 1. Set goals 2. Prioritise tasks according to your goals 3. Work efficiently - get organised 4. Work smartly. Recognise and deal with time wasters 5. Avoid procrastination 6. Learn to say “No!” 7. Set a limit to the time you spend on each task. Don’t be a perfectionist.
  22. 22. Randy Pausch Video http://video.google.com/videoplay?docid=-5784740380335567758# Start at min 17 or at min 28 http://www.alice.org/Randy/timetalk.htm Look him up in Wikipedia Professor of Computer Science, Human-Computer Interaction, and Design Co-Director, Entertainment Technology Center Carnegie Mellon University

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