Time Management Essentials - Jan. 2012


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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.

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Time Management Essentials - Jan. 2012

  1. 1. Michelle Baker January 2012
  2. 2. “The surest wayto be late is tohave plenty oftime.” - Unknown
  3. 3. Today’s To-Do List:-Common Time Wasters-Assessing Your Time-The Energy Cycle-Personality and Time Management-Tools and Resources
  4. 4. 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!
  5. 5. People working in an officesetting are interrupted about 7 times per hour. That’s 56 times per day!
  6. 6. 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.
  7. 7. 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
  8. 8. How do you spend your time?
  9. 9. Common TimeWasters
  10. 10.  Focusing on the wrong tasks Misjudging time Socializing Procrastinating
  11. 11. Focusing on the wrong tasks…
  12. 12.  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
  13. 13. Misjudging time…
  14. 14.  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
  15. 15. Socializing…
  16. 16.  In person On the phone Email, IM, text Social media
  17. 17.  Putting off important things until later…even with long deadlines Focusing on other tasks that aren’t as important (or totally unrelated)
  18. 18. 1. Not knowing where to start.2. Avoiding unpleasant tasks.3. Being afraid of failure.
  19. 19.  Consider the consequences of procrastinating! Identify and remove obstacles Setting a deadline and stay accountable (make it public!) Prioritize tasks Reward yourself for completing tasks
  20. 20. The Key? Baby steps.
  21. 21. Create a Time Journal for one week:• Write it down.• Categorize.• Prioritize.• Summarize! Look for opportunities to become more productive!
  22. 22. 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
  23. 23. Not everyone is a morning person. And that’s okay.
  24. 24. EarlyMorning Afternoon LateEvening Afternoon
  25. 25. •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
  26. 26. •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
  27. 27. •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
  28. 28. •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
  29. 29. Use your Time Journal to assess the time of day you work on tasks. Can you adjust your activities to match your energy levels?
  30. 30. Introvert orExtrovert?
  31. 31. Introverts: Work best when not distracted by others Usually able to stay focused for lengths of time May neglect or overlook new developments or projects
  32. 32. Extroverts: Good at multi-tasking Enjoy collaboration May forget to plan ahead or clarify goals More easily distracted
  33. 33. •The Pomodoro Technique www.pomodorotechnique.comTools and •MindToolsResources… www.mindtools.com •Time Management Blog www.timemanagement.com •Time Management Statistics www.keyorganization.com •YouTube (search: “Time Management”) •Julie Morgenstern (Facebook, Twitter (@JulieMorgenstrn, web, books, etc) •Twitter #timemanagement
  34. 34. 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.
  35. 35. “Time is the scarcest resource of the manager; If it is not managed, nothing else can be managed.” -Peter F. Drucker
  36. 36. Any questions?