Time Management Webinar


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presented 11/11/11 online through the University Libraries' Instructional Tech Team

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  • Are there any of these they are familiar with? Anyone follow the getting things done mantra?
  • Going to go through some basic tips first. If you remember anything remember these. Then look at GTD and some of the major recommendations from GTD
  • - Write down thoughts asap in one place (container). Don’t keep things in your head
  • To dos need to be actionable (ie they explain to you what you need to do) Going back to your to do list and not remember what it means? This is the problem. You're to do list is no good if constantly have to remind yourself what things on it mean Give you an example.
  • WTF? Mom?
  • Find someone who can help you stay on track – ongoing projects or basic time management
  • Biggest killer is thinking you know how much time it takes to do something and realizing you are wrong Track time for things you do often: how long does it take you to prep a class; research/write a paper; read a certain number of pages? Helps to realistically set aside time on your calendar I know it takes me about two hours to prepare for a class  I need at least two hours on my calendar of time to prep fully Pomodoro technique Another side is dealing with distractions Pomodoro is focused on using 20/25 min of time to focus on particular tasks Set a timer to 25 minutes and work solidly for 25 minutes Take 5 minute break and return to 25 minutes Don’t switch tasks gets a bit more OCD but the general principle is good
  • Everyone is bad at real multitasking (unless it is eating chips and watching the colbert report) Avoid multitasking like the plague Finish a task before you move on If too difficult because of attention, set a timer and work for 10 minutes on ONE thing and then switch to another If you have a job where you are interuptable, then set aside times when you know you are less likely to have interruptions and use them efficiently Mornings are the only work times for us in reference Negotiate with your co-workers to have quiet times If all else fails, bookmark and get back to it ASAP after the interruption Emails and phones (unless you are on a desk) are for morning, noon, and closing Don’t keep your email open and don’t answer your phone if you are working on a project (unless you are the person who is designated to answer the office phone)
  • Time Management Webinar

    1. 1. Time Management Basics <ul><li>Lynda Kellam </li></ul><ul><li>11/11/11 </li></ul>
    2. 2. Lots of options!
    3. 3. Basic Tips
    4. 4. Clear your head Photo by David Goehring ( http://www.flickr.com/photos/carbonnyc/3589049775/ )
    5. 5. Actionable to do Photo by Tabata Kotowiski ( http://www.flickr.com/photos/happy-batatinha/3456217960/in/photostream/ )
    6. 6. Mom! <ul><li>Becomes... </li></ul><ul><li>buy mom a birthday gift... </li></ul><ul><li>Decide on appropriate birthday gift... </li></ul><ul><li>Call dad and ask what mom wants! </li></ul>
    7. 7. Find a buddy
    8. 8. Conquer the Clock http://www.flickr.com/photos/57855544@N00/340654159/in/photostream/
    9. 9. Multitasking is the enemy. Period. http://www.flickr.com/photos/orcaman/438887386/
    10. 10. Weekly review Photo by Luis Argerich ( http://www.flickr.com/photos/lrargerich/3203435803/ )
    11. 11. Your questions <ul><li>How to keep up with sneaky deadlines? </li></ul><ul><li>Organizational systems for projects? </li></ul><ul><li>Easing pressure? </li></ul><ul><li>Breaking down large goals into small steps? </li></ul><ul><li>How to estimate total time of different actions or projects? </li></ul><ul><li>Avoiding distractions? </li></ul><ul><li>Better manage time? </li></ul>
    12. 12. GTD Lite <ul><li>Collect </li></ul><ul><li>Process </li></ul><ul><li>Organize </li></ul><ul><li>Review </li></ul><ul><li>Do </li></ul>
    13. 13. Collect <ul><li>Capture anything by writing it down </li></ul><ul><li>Use inboxes to collect </li></ul><ul><li>Minimize number of inboxes </li></ul><ul><li>Empty inboxes daily (or every other day) </li></ul>
    14. 14. I’m like water...
    15. 15. Process <ul><li>Make decision about meaning (remember mom?) </li></ul><ul><li>Not actionable? Toss, Tickle, File </li></ul><ul><li>Actionable? Do it! Delegate! Create a project! </li></ul>
    16. 16. Organize <ul><li>Four key areas: </li></ul><ul><ul><li>Project lists </li></ul></ul><ul><ul><li>Calendar </li></ul></ul><ul><ul><li>Next Actions list </li></ul></ul><ul><ul><li>Waiting for </li></ul></ul><ul><li>A filing system is your friend </li></ul>Photo by Guy & Heather Thomas ( http://www.flickr.com/photos/guyandheather/752125029/# /)
    17. 17. A Few Organizing Tools
    18. 18. iSpartan Calendar <ul><li>Remember you can check schedules & invite people to events </li></ul><ul><li>Events from other cals can be copied to your own </li></ul><ul><li>Share with your closest colleagues </li></ul>
    19. 19. Remember the milk <ul><li>http://www.rememberthemilk.com / </li></ul><ul><li>Track to do lists </li></ul>
    20. 20. Evernote <ul><li>http://evernote.com / </li></ul><ul><li>Online notebook application </li></ul><ul><li>Good for project management </li></ul>
    21. 21. Google Docs <ul><li>Use for project management for self or a committee </li></ul><ul><li>Use to make next action lists </li></ul>
    22. 22. Go analog <ul><li>Notebook </li></ul><ul><li>Calendar </li></ul><ul><li>Files </li></ul>
    23. 23. Review <ul><li>Review calendar and action lists daily (or whenever you have time) </li></ul><ul><li>Conduct a weekly review </li></ul>
    24. 24. Weekly Review <ul><li>Take an hour each week (usually end) </li></ul><ul><li>Empty inboxes </li></ul><ul><li>Empty your head </li></ul><ul><li>Review calendar, lists, waiting for list, projects, etc. </li></ul>
    25. 25. Do! <ul><li>Choose actions based on ... </li></ul><ul><ul><li>What can you do? </li></ul></ul><ul><ul><li>What you have time for? </li></ul></ul><ul><ul><li>What you have energy for? </li></ul></ul><ul><ul><li>Priorities? </li></ul></ul>
    26. 26. What’s your next action? <ul><li>Thanks! </li></ul>