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TIME MANAGEMENT & ORGANIZATIONAL SKILLS II

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TIME MANAGEMENT & ORGANIZATIONAL SKILLS II

  1. 1. TIME MANAGEMENT & ORGANIZATIONAL SKILLS SANDY CHERNOFF Soft Skills for Success www.softskillsforsuccess.com
  2. 2. OUTLINE Definition of Time Management How to Start Managing Time Effectively Prioritizing Activities Time Management Exercise Dealing with Time Wasters Daily to do List Organizational Skills Helpful Hints for Time Management
  3. 3. Definition of Time Management: Time Management is the development of processes & tools that increase a person’s time efficiency. Time Management is the ability to manage & control time. This involves implementing a routine method of scheduling to fit a person’s flow of work and production.
  4. 4. People who manage their time poorly create unnecessary stress for themselves and others, get less done, and hurt their chances of succeeding.
  5. 5. Those who manage time effectively work smarter and are valuable assets to their organization.
  6. 6. HOW TO START MANAGING TIME EFFECTIVELY MAKE A COMMITMENT ANALYZE YOUR SCHEDULE SET YEARLY & MONTHLY GOALS
  7. 7. PRIORITIZING ACTIVITIES…. MAKE A LIST PRIORITIZE THE LIST PRIORITIZE EACH CATEGORY START WITH THE A1 PRIORITY SET DEADLINES
  8. 8. TIME MANAGEMENT EXERCISE WHAT PREVENTS YOU FROM DOING WHAT YOU SHOULD? HOW WOULD YOU GET STARTED ON A TIME MANAGEMENT PROGRAM?
  9. 9. DEALING WITH TIME WASTERS PHONE CALLS UNEXPECTED CRISES LEAVING TASKS UNFINISHED INDECISION PERSONAL DISORGANIZATION DROP-IN VISITORS UNSCHEDULED MEETINGS INABILITY TO SAY “NO” PROCRASTINATION
  10. 10. 80% IMPORTANT80% IMPORTANT If you start spending 80% of your timeIf you start spending 80% of your time on the critical issues and only 20% ofon the critical issues and only 20% of your time on the other issues, you willyour time on the other issues, you will find that yourfind that your EffectivenessEffectiveness increases dramatically!increases dramatically! REMEMBERREMEMBER:: thethe IMPORTANTIMPORTANT issuesissues are the ones which help you to achieveare the ones which help you to achieve your goals.your goals.
  11. 11. Urgent vs. ImportantUrgent vs. Important Start making important tasks moreStart making important tasks more urgent by setting deadlines for them,urgent by setting deadlines for them, and scheduling them into your day.and scheduling them into your day. Deal with important tasks even if theyDeal with important tasks even if they are not yet urgent.are not yet urgent. When dealing with an “urgent”When dealing with an “urgent” request, take time to consider yourrequest, take time to consider your response.response. Well thought out solutions are usuallyWell thought out solutions are usually better than impulsive reactions.better than impulsive reactions.
  12. 12. QUICK TIPSQUICK TIPS Use one daily planner,Use one daily planner, palm pilot, I-phone orpalm pilot, I-phone or blackberry.blackberry. Combine errands toCombine errands to save time.save time. Schedule time for allSchedule time for all tasks and appointments,tasks and appointments, including travel time,including travel time, into your calendar.into your calendar.   Be ruthless withBe ruthless with incoming e-mail andincoming e-mail and mail, discard or delete &mail, discard or delete & organize.organize. Purge files regularly soPurge files regularly so the information isthe information is current and easy to find.current and easy to find. Invest the timeInvest the time necessary to organizenecessary to organize your work area.your work area.     
  13. 13. More Quick Tips…More Quick Tips… Determine the nextDetermine the next action to avoidaction to avoid shuffling papers andshuffling papers and creating piles.creating piles. Write things down in aWrite things down in a consistent placeconsistent place instead of relying oninstead of relying on your memory.your memory. Purge yourPurge your environment regularly.environment regularly. Do not hold ontoDo not hold onto unnecessary items.unnecessary items. Schedule “high brain”Schedule “high brain” tasks during peaktasks during peak energy times.energy times. Schedule a file clean-Schedule a file clean- out day once a year.out day once a year. Wrap up each day byWrap up each day by planning forplanning for tomorrow!tomorrow!
  14. 14. DAILY TO DO LIST:  DON’T LET OTHERS STEAL YOUR TIME  LEARN TO SAY “NO” & DON’T FEEL GUILTY  DO IT NOW!  BE CONSTRUCTIVE WITH SMALL TIME BLOCKS  KEEP DESKTOP CLEAR  RECOGNIZE YOUR “PRIME TIME”  KEEP POCKET CALENDAR HANDY  REALISTICALLY ESTIMATE AVAILABLE TIME  DON’T STAY BOGGED DOWN  CONTROL THE “TIME WASTERS” YOU CAN
  15. 15. ORGANIZATION SKILLS SUMMARY When getting organized be SMART! S make the task SPECIFIC M make the task MEASURABLE A make the task ACHIEVABLE R REWARD the accomplishment T make the task TIME LIMITED
  16. 16. HELPFUL HINTS FOR TIME MANAGEMENT Set daily, specific, realistic goals Focus on long range goals Delegate often! Train others to make decisions
  17. 17. Personal Development Plan I am going toI am going to STARTSTART…………………… I am going toI am going to STOPSTOP…………..………….. I am going to doI am going to do MOREMORE……………… I am going to doI am going to do LESSLESS……….……….
  18. 18. God put me on earth to accomplish a certain number of things. Right now I am so far behind, I will never die!!
  19. 19. REMEMBER: TIME IS OF THE ESSSENCE, MAKE THE MOST OF YOUR TIME!
  20. 20. One Final Thought…….. Time management is somewhat of a misnomer as time passes without regard to what we do; the only thing we can manage is ourselves.
  21. 21. Soft Skills for Success www.softskillsforsuccess.com Sandy ChernoffSandy Chernoff B.Sc., R.D.H.B.Sc., R.D.H.

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