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How to-manage-your-time by Tittle
The document provides an outline for a seminar on time management. It begins with objectives to clarify goals, handle time wasters, improve delegation, work efficiently, learn time saving skills, and overcome stress and procrastination. It then covers defining time management, importance of prioritization, scheduling and execution. Mythological backgrounds of time and definitions of time management are presented. Ten strategies for better time management are discussed, including knowing how time is spent, setting priorities, using planning tools, getting organized, scheduling appropriately, delegating, stopping procrastination, managing external time wasters like phones and meetings, avoiding multitasking, and staying healthy.
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How to-manage-your-time by Tittle
- 2. Ako si JUAN DELA CRUZ! Kaya nakong manghinguto…Kayasad nakong mag- babye sa akong uyab… Kaya sad nakong tamakan ang amigas… While singing: “All at Once”!
- 3. In life, you can’tdo everything all at once… that is why you need to know…
- 4. HOW TO MANAGE YOUR TIME! LordVincent Van N. Mendoza Associate Editor, LAYÀG University of Southeastern Philippines July 27, 2014 SEM INAR INPUT ON en.gravatar.com/iamvinchy
- 5. “To every thingthere is a season, and a time to every purpose under heaven…”
- 6. O B JE C T I V E S: At this talk you will learn to: • clarify your goals and achieve them; • handle people and projects that waste your time; • be involved in better delegation; • work more efficiently with others; • learn specific skills and tools to save you time; • overcome stress and procrastination.
- 7. O U TL I N E • Mythological Background of “time” • Definition of Time Management • Importance of Time Management • Three (3) Skills involved in Effective Time Management • How is your Time Management? • Goal Setting • 10 Strategies for Better Time Management • Let’s test that out! • Conclusion
- 8. Mythological Background ofTime • KRONOS (or Cronus) was the Titan god of time and the ages, especially the time when regarded as destructive and all- devouring.
- 9. What makes timeimportant? Much like money, time is both valuable and limited: it must be protected, used wisely, and budgeted (Chapman & Rupured, 2008).
- 10. “Remember that time ismoney.” (Ben Franklin, 1748)
- 11. How you usethat time depends on skills learned through self analysis, planning, evaluation, and self-control (Chapman & Rupured, 2008). The term Time Management is a misnomer.
- 12. “Time management isa vehicle that can carry you from wherever you are to wherever you want to go.” — Brian Tracey
- 13. Three (3) Skillsinvolved in Effective Time Management • Prioritization • Scheduling • Execution
- 14. How is yourtime management? Instructions: For each statement, pick from among the choices that best describes you. Please answer questions as you actually are (rather than how you think you should be), and don't worry if some questions seem to score in the 'wrong direction'. When you are finished, we shall calculate the total of your score.
- 15. “If you candream it, you can do it.” — Walt Disney
- 16. GOAL SETTING Knowing thatyou have achieved goals gives you a sense of accomplishments. Reward yourself!
- 17. Locke & LathamGoal Setting Theory In 1990, Locke & Dr. Latham published “A Theory of Goal Setting and Task Performance” in which they have identified principled that are important in setting goals that will motivate others.
- 18. These are: • Clarity •Challenge • Commitment • Feedback • Task complexity
- 19.
- 20. People who practicegood time management techniques often find that they: are more productive; have more energy for things they need to accomplish; feel less stressed; are able to do the things they want; get more things done; relate more positively to others, and feel better about themselves (Dodd and Sundheim, 2005).
- 21. 10 Strategies for BetterTime Management Sue W. Chapman Michael Rupured (2008)
- 22. 1. Know HowYou Spend Your Time Analyze where most of your time is devoted — job, family, personal, recreation, etc.
- 23. DAILY TIME LOG Duration– At Least One Week • The recommended length of time you should keep a time log is a minimum of one week.
- 25. 2. Set Priorities Managingyour time effectively requires a distinction between what is important and what is urgent (MacKenzie, 1990).
- 26.
- 27. The ABC rankorder method involves assigning the letters A, B, or C to various tasks: A = highest priority activities (must do immediately) • A = highest priority activities (must do immediately) • B = second-priority activities (not immediately, but you should do soon) • C = low-priority tasks or things you would like to do (can wait to do)
- 29. First Things First (fromVirginia Tech division of student affairs) 1. Each night write on a 3x5 card the 6 most important tasks you have to do tomorrow. 2. Number them in the order of importance. 3. First thing in the morning look at the task listed as most important and start working on it until it is finished. Then tackle item 2 the same way, item 3 and so forth until your work or school day are completed. 4. Don’t be worried if you only complete 2 or 3 items. You’ve completed the most important tasks and any other method wouldn’t have given you more time to work on the rest of the list. 5. Each night write a new 3x5 card for the next day.
- 30. 3. Use aPlanning Tool Time management experts recommend using a personal planning tool to improve your productivity.
- 31. Suggestions for Usinga Personal Digital Assistant (PDA) for Time Management • Assign a different color for each calendar item… • Use the task application feature to manage projects. • Use the repeat function for recurring dates… • Investigate additional software and hardware that is compatible with your PDA (Beckwith, 2006). • Place a notebook the size of your PDA in your carrying case for writing down “to dos” if you have difficulty recording them with your PDA’s task application feature (Morgenstern, 2004).
- 32. 4. Get Organized Implementa system that allows you to handle information only once.
- 33.
- 34. 5. Schedule YourTime Appropriately • Block out time for your high priority activities first and protect that time from interruptions.
- 37. 6. Delegate: GetHelp from Others • Delegation begins by identifying tasks that others can do and selecting the appropriate person(s) to do them.
- 38. 7. Stop Procrastinating •You may be putting off tasks for a variety of reasons. • Perhaps the task seems overwhelming or unpleasant.
- 39.
- 40. 8. Manage ExternalTime Wasters • Your time may be impacted by external factors imposed by other people and things.
- 41. Telephone • Use voicemail and set aside time to return calls. • Avoid small talk. Stay focused on the reason for the call. • Stand up while you talk on the phone. You are more likely to keep the conversation brief. • Take any necessary action immediately following the call. • Set aside times of the day for receiving calls and let others know when you are available. • Keep phone numbers readily available near the telephone.
- 42. Unexpected Visitors • Establishblocks of time when you are available for visits. • Tell the visitor politely that you cannot meet with them at this time and schedule the visit for a more convenient time. • Set a mutually agreeable time limit for the visit. • When someone comes to the door, stand up and have your meeting standing.
- 43. Meetings • Know thepurpose of the meeting in advance. • Arrive on time. • Start and end the meeting on time. • Prepare agenda and stick to them. Use timed agenda, if necessary. • Don’t schedule meetings unless they are necessary and have a specific purpose or agenda.
- 44. Mail and E-mail •Set aside a specific time to view and respond to your mail and e-mail, but don’t let it accumulate to the point that it becomes overwhelming to sort. • Turn off instant messaging features on e-mail. • Handle each item only once, if possible. Practice the options for dealing with clutter listed earlier. • Sort mail near a garbage can and delete junk e-mail immediately from your electronic mailbox. • Answer written messages by responding on the margins or bottom of the page.
- 45. Family Obligations • Establisha master calendar for each family member to post their time commitments. • Make each family member responsible for consulting the master calendar for potential conflicts. • Create a central area for posting communications such as appointment reminders, announcements, and messages.
- 46. 9. Avoid Multi-tasking Youlose time when switching from one task to another, resulting in a loss of productivity.
- 47. 10. Stay Healthy Schedulingtime to relax can help you rejuvenate both physically and mentally.
- 48. Let’s apply whatwe have talked about! Divide yourselves into four (4) groups. Each has to come up with a ‘Time Management Strategic Tool’, to wit: To-do List (Engineering Group) The Urgent/Important Matrix (AB Group) The Action Priority Matrix (BSE – BioSci) Managing Interruptions (BSE – English)
- 49. CONSULT: • Preparation: 5minutes • Presentation: 2 minutes/group • Evaluation: 2 minutes (overall) Congratulations, time managers!
- 50. Remember that successful timemanagement today can result in greater personal happiness; greater accomplishments at home and at work; increased productivity; and a more satisfying future. In conclusion…
- 51. Quotable Quote "Those whomake the worst of their time most complain about its shortness." — La Bruyere
- 52. References: • Beckwith, S.(2006). Unleash Your PDA’s Power. Black Enterprise, 36(12), 66. • Covey, S. R., Merrill, A. R., & Merrill, R. R. (1994). First Things First: To Live, to Love, to Learn, to Leave a Legacy. New York: Simon & Schuster. • Dodd, P., & Sundheim, D. (2005). The 25 Best Time Management Tools and Techniques: How to Get More Done Without Driving Yourself Crazy. Ann Arbor, MI: Peak Performance Press, Inc. • Lakein, A. (1973). How to Get Control of Your Time and Your Life. New York: New America Library. • MacKenzie, A. (1990). The Time Trap (3rd ed.). New York: American Management Association. • Morgenstern, J. (2004). Time Management from the Inside Out. New York: Henry Holt and Company. • Rubinsteim, J., Meyer, D. & Evans, J. (2001). Executive control of cognitive processes in task switching. Journal of Experimental Psychology – Human Perception and Performance, 27(4), 763-797.
Editor's Notes
- #2 <<to insert: “TIME IS” by Sir V>> TYPES OF TIME: Real time Standard time
- #5 POST: write all of the things you do regularly . . . Balikan nato later for the WORKSHOP
- #6 Ecclesiastes…
- #9 Cronus was the ruling Titan who came to power by castrating his Father Uranus. His wife was Rhea. Their offspring were the first of the Olympians. To insure his safety Cronus ate each of the children as they were born. This worked until Rhea, unhappy at the loss of her children, tricked Cronus into swallowing a rock, instead of Zeus. When he grew up Zeus would revolt against Cronus and the other Titans, defeat them, and banish them to Tartarus in the underworld. Cronus managed to escape to Italy, where he ruled as Saturn. The period of his rule was said to be a golden age on earth, honored by the Saturnalia feast. time (v.) Old English getimian "to happen, befall," from time (n.). Meaning "to appoint a time" (of an action, etc.) is attested from c.1300; sense of "to measure or record the time of" (a race, event, etc.) is first attested 1660s. Related: Timed; timing.
- #12 You cannot manage time; you manage the events in your life in relation to time. You may often wish for more time but you only get 24 hours, 1,440 minutes or 86,400 seconds each day.
- #15 How often do you find yourself running out of time? Weekly, daily, hourly? For many people, it seems that there's just never enough time in the day to get everything done. When you know how to manage your time you gain control of what you achieve. Take this self-test quiz to identify the aspects of time management that you need most help with. The results will point you to the specific tools that will help you to work more efficiently.
- #20 S = FITA YUNG RED na advert M = involves quantitative attributes A = can be achieved within your efforts (mental or physical) R = not merely dealing with fantasy T = or time-bounded
- #21 Finding a time management strategy that works best for you depends on your personality, ability to selfmotivate and level of selfdiscipline. By incorporating some, or all of the ten strategies below, you can more effectively manage your time.
- #23 Keeping a time log is a helpful way to determine how you are using your time. Start by recording what you are doing for 15-minute intervals for a week or two. Evaluate the results. Ask if you did everything that was needed; determine which tasks require the most time; determine the time of day when you are most productive; and analyze where most of your time is devoted – job, family, personal, recreation, etc. Identifying your most time-consuming tasks and determining whether you are investing your time in the most important activities can help you to determine a course of action. In addition, having a good sense of the amount of time required for routine tasks can help you be more realistic in planning and estimating how much time is available for other activities.
- #24 Even though you may feel some resistance or uncertainty, it is not a waste of time. Your probable initial conclusion—the week was a “most untypical period” is universal. There is no “typical” period.
- #25 Instructions for Completing the Daily Time Log 1. Enter the date and list your daily objectives. These should be listed in order of priority. Wherever possible, list objectives in terms of results, not activity (examples: “Gain consensus on caseload distribution” or Hold meeting on caseload”). Keep four criteria or objectives in mind while setting them: a) In measurable terms (I will know whether I achieved them) b) Achievable (to avoid built-in frustration) c) Demanding (to insure sense of accomplishment), and d) Flexible (in case circumstances over which I have no control change). 2. Establish deadlines for each objective. Determine by what time of the day you will have completed each objective. This serves as a reminder throughout the day and provides a major force to overcome procrastination, indecision, and distractions. 3. Record all significant actions in terms of results during each 15-minute period. Do not wait until noon or the end of the day, or a major benefit—tracking interruptions—will be lost. Be detailed in your recording. Examples: 10:00 boss dropped in to socialize. 10:20 PR phoned for forecast on x case. 4. Prioritize each action. In the second column, note each priority as indicated. Think of “important” as suggesting only long-term consequences and of “urgent” as suggesting only immediate consequences. Examples: Caught up on mail (4=routine). Revised airline reservations for boss’ trip (3=urgent). Completed proposed revision to organization chart (2=important, not urgent). Meeting with major client to save case (1=urgent & important). This column should provide at a glance an overall picture of effectiveness of time utilization. 5. Comment on each action. Include reference to its disposition, its possible delegation (identify and set deadline for completing delegation, or other steps to improve time utilization. As with Step 3, this step should be taken as the action is recorded. While perspective may improve with time, memory lapse offsets this supposed benefit. Make your analysis immediately. You can always change it. 6. Questions to be answered immediately following completion of time log: A. Did setting daily objectives and deadline improve your effectiveness? 1) Why? Why not? 2) Were objectives and deadlines demanding yet realistic? If not, why? (overconfidence, attempting too much, unrealistic time estimates, crisis distraction-prone?) 3) Which of your daily objectives contributed directly to your long-range objectives? 4) Which objectives could have been delegated? B. What time did you start on your No. 1 objective? 1) Could you have started sooner? 2) Did anything distract you from completing it? What? Why? Could you have avoided the distraction? 3) Did you recover immediately—and return at once to your task? C. To what extent did you achieve each objective? D. What was your longest period of totally uninterrupted time (excluding meetings and lunch)? 1) Which period of the day was most productive? Why? 2) Which was least productive? Why? 3) Is this likely a normal pattern? Yes _____ No _____ 4) If yes, how could you program or pace your activities to take advantage of it? 5) How could you make other periods of the day just as productive? E. Who/What was your most frequent interruption? 1) What are the causes? 2) How can these be controlled, minimized, or eliminated? F. In order of importance, list all types of interruptions with which you must contend, e.g., telephone, drop-in visitors, unscheduled meetings, unexpected crises, mail, self-interruptions, visual distractions, noise etc. For each of the first three, list two or three steps you could take to control them. G. List the 5 most time-consuming activities which could have been handled by someone else or not done at all. How will you handle these the next time? H. Did you tend to record “activities” or “results”? I. Did a self-correcting tendency appear as you recorded your actions? J. Of the solutions suggested above, which 3 will you implement immediately?
- #26 Experts agree that the most important tasks usually aren’t the most urgent tasks. However, we tend to let the urgent dominate our lives. Covey, Merrill, and Merrill (1994) categorize our activities into four quadrants in their Time Management Matrix: urgent, not urgent, important and not important. While activities that are both urgent and important must be done, Covey et.al. suggests that we spend less time on activities that are not important (regardless of their urgency) in order to gain time to focus on activities that are not urgent but important. Focusing on these important activities allows you to gain greater control over your time and possibly reduce the number of important tasks that do become urgent. ed “to do” list allows you to say “no” to activities that may be interesting or provide a sense of achievement but do not fit your basic priorities. One of the easiest ways to prioritize is to make a “to do” list. Whether you need a daily, weekly or monthly list depends on your lifestyle. Just be careful not to allow the list-making to get out of control and do not keep multiple lists at the same time. Rank the items on your “to do” list in order of priority (both important and urgent). You may choose to group items in categories such as high, medium and low, number them in order, or use a color coding system. Keep in mind that your goal is not to mark off the most items; rather you want to mark off the highest priority items (MacKenzie, 1990). Having a prioritized “to do” list allows you to say “no” to activities that may be interesting or provide a sense of achievement but do not fit your basic priorities.
- #27 Quadrant I is for the immediate and important deadlines. Quadrant II is for long-term strategizing and development. Quadrant III is for time pressured distractions. They are not really important, but someone wants it now. Quadrant IV is for those activities that yield little is any value. These are activities that are often used for taking a break from time pressured and important activities.
- #28 The Pareto principle states that 20 percent of the tasks we do give us 80 percent of the rewards or satisfaction. Thus, with a list of ten things to do, this principle suggests that individuals should give their time and attention to the top two prioritized tasks in their list. (If one has done the ABC rank ordering, then these task would most likely be in the A category.)
- #29 Sometimes it is difficult to differentiate among responsibilities, all of which seem important. In this case, use the important-versus-urgent matrix to help you prioritize tasks. Note that people tend to direct their energies toward box IV because these responsibilities look quick and easy. But attention and time should be focused on activities in box I, because they are both high in urgency and importance. Next, put time and attention to tasks in box II, then to box III, and finally to box IV.
- #31 Examples of personal planning tools include electronic planners, pocket diaries, calendars, computer programs, wall charts, index cards and notebooks. Writing down your tasks, schedules, and memory joggers can free your mind to focus on your priorities. Auditory learners may prefer to dictate their thoughts instead. The key is to find one planning tool that works for you and use that tool consistently. Some reminders when using a planning tool are: • Always record your information on the tool itself. Jotting notes elsewhere that have to be transferred later is inefficient. • Review your planning tool daily. • Carry your planning tool with you. • Remember to keep a list of your priorities in your planning tool and refer to it often. • Synchronize electronic planners with your computer and recharge the batteries in your planner on a regular basis. • Keep a back-up system.
- #32 Capabilities of PDAs vary by the model and some users include WiFi or cellular technology on their handheld device. Some suggestions for using your PDA to its capacity are: (2) Most PDAs allow the user to group tasks under separate headings, prioritize tasks and assign deadlines. (3) such as birthdays, anniversaries, and regularly scheduled meetings. (4) You may be able to enter information more quickly using a portable, detachable keyboard rather than a stylus, for example. Or, you may want the ability to access the Internet for retrieving files or checking other calendars.
- #33 Most people find that disorganization results in poor time management. Professional organizers recommend that you first get rid of the clutter.
- #34 A frequently used method is to set up three boxes (or corners of a room) labeled “Keep” – “Give Away” – “Toss.” Separate the clutter by sorting items into these boxes. Immediately discard items in your “Toss” box. Your “Give Away” box may include items you want to sell, delegate, or discontinue so find a method to eliminate these items such as a yard sale, charitable donation, or gifts to friends or family members outside your home. With the clutter gone, the next step is to implement a system that allows you to handle information (e.g., tasks, papers, e-mail, etc.) less, only once, when possible.
- #35 Even the busiest people find time for what they want to do and feel is important. Scheduling is not just recording what you have to do (e.g., meetings and appointments), it is also making a time commitment to the things you want to do. Good scheduling requires that you know yourself. Using your time log, you should have determined those times during the day when you are most productive and alert. Plan your most challenging tasks for when you have the most energy. Block out time for your high priority activities first and protect that time from interruptions. If you know you will have waiting time or commuting time, schedule small tasks such as writing a letter, jotting down a shopping list, reading or listening to educational audiotapes to capitalize on the time loss (Lakein, 1973). Try to limit scheduled time to about 3/4ths of your day, leaving time for creative activities such as planning, dreaming, thinking, and reading.
- #38 Delegation means assigning responsibility for a task to someone else, freeing up some of your time for tasks that require your expertise. Delegation begins by identifying tasks that others can do and then selecting the appropriate person(s) to do them. You need to select someone with the appropriate skills, experience, interest, and authority needed to accomplish the task. Be as specific as possible in defining the task and your expectations, but allow the person some freedom to personalize the task. Occasionally check to determine how well the person is progressing and to provide any assistance, being careful not to take over the responsibility. Finally, don’t forget to reward the person for a job well done or make suggestions for improvements if needed. (Dodd and Sundheim, 2005). Another way to get help is to “buy” time by obtaining goods or service that save you a time investment. For example, paying someone to mow your lawn or clean your house, using a computerized system, or joining a carpool to transport your children to their extracurricular activities can allow you free time to devote to other activities.
- #39 You may be putting off tasks for a variety of reasons. Perhaps the task seems overwhelming or unpleasant. Try breaking down the task into smaller segments that require less time commitment and result in specific, realistic deadlines. If you’re having trouble getting started, you may need to complete a preparatory task such as collecting materials or organizing your notes. Also, try building in a reward system as you complete each small segment of the task.
- #41 You can decrease or eliminate time spent in these activities by implementing some simple tips listed below.
- #47 Recent psychological studies have shown that multi-tasking does not actually save time. In 9. Avoid Multi-tasking fact, the opposite is often true. You lose time when switching from one task to another, resulting in a loss of productivity (Rubinsteim, Meyer, and Evans, 2001). Routine multi-tasking may lead to difficulty in concentrating and maintaining focus when needed.
- #48 The care and attention you give yourself is an important investment of time. Scheduling time to relax, or do nothing, can help you rejuvenate both physically and mentally, enabling you to accomplish tasks more quickly and easily. Learn to manage time according to your biological clock by scheduling priority tasks during your peak time of day, the time your energy level and concentration are at their best. Poor time management can result in fatigue, moodiness, and more frequent illness. To reduce stress, you should reward yourself for a time management success. Take time to recognize that you have accomplished a major task or challenge before moving on to the next activity.
- #52 POEM: TIME … seems…