Slides from a quick Time Management workshop I facilitated for Special Olympics volunteers in January, 2012. Very high-level content (I only had an hour!), but there are some interesting statistics nonetheless.
“The surest wayto be late is tohave plenty oftime.” - Unknown
Today’s To-Do List:-Common Time Wasters-Assessing Your Time-The Energy Cycle-Personality and Time Management-Tools and Resources
With your group, discuss a time when you had a “time management challenge”.• Personal or professional• How did you overcome it? Choose one experience to share with the group!
People working in an officesetting are interrupted about 7 times per hour. That’s 56 times per day!
People spend an average of 11 minuteson a project before being distracted.Once distracted, they don’t return to the project for 25 minutes…if they return at all.
Using time-diary studies, people claiming to work 60-69 hours per week clocked an average of 52.6 hours, while those who believed they worked 70-, 80-hour or greater weeks totaled 58.8 hours. Prof. Robinson, 2006-2007 comparisons, American Time Use Survey, Bureau of Labor Statistics
Spending more time on enjoyable, but non-essential tasks Focusing on tasks that don’t help you reach your goals Spending time in unnecessary meetings Underestimating time spent answering personal email or on social media
Spending more time waiting around before you can continue the task Underestimating commute time…are you always running late? Scheduling too many tasks in a day, taking work home, or over-booking your calendar
Create a Time Journal for one week:• Write it down.• Categorize.• Prioritize.• Summarize! Look for opportunities to become more productive!
Using time-diary studies, people claimingto work 60 to 69 hours per week clocked an average of 52.6 hours, while those who believed they worked 70-, 80-hour or greater weeks totaled 58.8 hours. Prof. Robinson, 2006-2007 comparisons, American Time Use Survey, Bureau of Labor Statistics
Not everyone is a morning person. And that’s okay.
•Energy levels at their highest •Best time for decision Early makingMorning Afternoon •Best time to schedule meetings and conference calls LateEvening Afternoon •Good time to focus on reading, problem solving, and handling difficult issues
•Energy levels begin to dip •Pain threshold highest – ideal time to schedule Early dental visits!Morning Afternoon •Avoid mentally challenging tasks and work that requires short-term memory or LateEvening quick thinking Afternoon
•Energy levels at their lowest •Avoid mentally taxing work Early or meetingsMorning Afternoon •Ideal time to work on creative or reflective projects that utilize long- LateEvening term memory: Afternoon •Reading •Writing •Preparing for presentations
•Energy levels begin to increase, but still not at the same level as earlier in the day EarlyMorning Afternoon •Focus on repetitive work, foll0w-up calls, or physical exercise LateEvening Afternoon •Work should require concentration, but not analytical skills
Use your Time Journal to assess the time of day you work on tasks. Can you adjust your activities to match your energy levels?
Key Messages:•How we manage time affects us in ourpersonal and professional lives.•Knowing how you use your time can helpyou identify wasted time.•Finding a good time of day to completetasks can help you be more productive.•Your personality can affect how youmanage time.
“Time is the scarcest resource of the manager; If it is not managed, nothing else can be managed.” -Peter F. Drucker