Time Management

1. Time is a Circus….Here one Day
Gone the Next
By
Sherry Hilley
Retired Department of Defense
Government Event Planner

3. 10 Myths About Time
1) Time can be managed
2) The longer or harder you work the
more you accomplish
3) If you want something done right -
do it yourself

4. 10 Myths About Time
4) You aren’t suppose to enjoy work
5) We should take pride in working
hard
6) You should try to do the most in the
least amount of time
7) Technology will help you do it
better, faster

5. 10 Myths About Time
8) Do one thing at a time
9) Handle paper only once
10) Get more done, you will be happier

6. "I am only one, but still I am one. I cannot
do everything, but still I can do something.
I will not refuse to do the something I can
do."
- Helen Keller

7. Time Wasters
 Attempting too much.
 Not saying no.
 Incomplete information.
 Management by crisis, fire fighting.
 Interruptions.

9. Making the Best Use
of Time
 Decide that you don’t have to please
everyone.
 Let go–don’t be a perfectionist.
 Resist the temptation to do small,
insignificant tasks too well.
 Outsource what you can.

10. Get The Most Out Of the First
Two Hours of the Day
 Don’t eat breakfast at work
 Look at calendar for day
 Review your “To Do” list
 Pull your tickler file for the day and
start with the most important task first
 Do one of the ‘unpleasant’ tasks

11. Get The Most Out Of the Last
Two Hours of the Day
 Update your “To Do” List
 Check your tickler file for the next day
 Delete unnecessary emails
 Clear clutter from your desk
 File any completed tasks

12. …All the time in-between
 If your easiest tasks take less time, save
them for the end of the day
 Get up from your desk for a minimum of 15
minutes in the morning and 15 minutes in
the afternoon,
 Don’t eat lunch at your desk! Find a retreat!
 Smile.. Scientists have told us that it takes
41 muscles to frown and 17 to smile

13. Why do we procrastinate?
 Just don’t know where to start!
 The task at hand is ‘unpleasant’
 Doomed to failure
 Standing by for information…standing
by for information…..standing by….
 Hoping someone else will do it!
 Overcommitted…overwhelmed…

14. To overcome procrastination:
 Prioritize….
 Organize…
Just because you can do something
doesn’t mean you should.
Test yourself! Put a penny somewhere
on your desk…30 days later retrieve the
penny. If you find it immediately, you
get an A…if you can’t seem to find the
penny….you need help in organizing!

15. Why aren’t we organized?
 It takes too much time.
 You don’t know how.
 You want to do it “perfectly.”
Is this your office?

17. The price of not being
organized?
 Missed deadlines.
 Overlooked opportunities.
 Wasted time.
 Lost customers due to poor or slow
service.
 Waste money by misuse of resources

18. Eat That Frog!
By Brian Tracy
Take a good look at your desk or office, both at home and at the
office. Ask yourself…”What kind of a person works in an
environment like that?”
The cleaner and neater your work environment, the more
positive, productive, and confident you feel. Resolve today to
clean up your desk and office completely so that you feel
effective, efficient, and ready to get going each time you sit
down to work.

19. Managing Your
To Do List
 You will probably never be able to do everything on
your list in one day so prioritize your lists; short
term and long term
 Update your list daily
 Avoid yellow sticky notes as your ‘to do’ – put your
reminders on the ‘to do’ list
 Keep the list where you can see it frequently
 What’s the worst that can happen if don’t do this?
 Am I the only person who can do this?
 Must it be done now?
 Is there an easier way to do it?

20. Managing Emails
 Filter and file your emails
 Don’t print out messages unless it is
something important
 Don’t keep an email for the address or
person’s name; copy and paste in your
address listing
 Make sure that the major point in your
email is handled first
If the desire is to serve the customer, you will certainly be well in
front of your competition by responding to every email, promptly
and politely

21. Filing Tips
 Never file envelopes unless the
postmark is significant.
 Write a keyword or “date read” on the
item when you read it
 If action required, file in your tickler
file, not on your desk
 Use a simple, alphabetical filing
system for permanent files
 File immediately

23. Using Your Calendar
 Add a meeting as soon as you know
about it.
 Put follow-ups on your calendar
 If you use an electronic calendar, back
it up with a ‘regular’ calendar

24. Set Realistic Goals
 It is no secret that 25% of new year
resolutions are broken in the first
week.
Be specific about your goal
Don’t change everything at once
It is a mistake to look too far ahead. Only one link of
the chain of destiny can be handled at a time.
- Winston Churchill

25. Dare to say “No”
Be firm -- not defensive or
overly apologetic -- and polite.
“It doesn’t fit with my schedule,”
is perfectly acceptable.
Remember that there are only
so many hours in the
day…prioritize!

26. SMART Phones – The
“Disadvantages”
 Using the many functions on it is time
consuming
 Lack of concentration at work
 Less time spent with family and friends
 Photo sharing and giving out personal
information has led to theft
 People spend countless hours surfing
the net rather than doing important
things
 Texting or talking while driving!

28. Thank You
 Make the most of each day.
 If you are happy at what you are
doing…you won’t work a day in your
life!