This document discusses various time management techniques and strategies. It notes that time management is more about managing ourselves than managing time. Some key points covered include setting clear goals and priorities, effective communication, batching similar tasks, avoiding multitasking, maintaining a balanced work-life schedule, and using tools like calendars, to-do lists, and file organization to be more productive. The document provides many specific tips for improving focus, reducing interruptions and being more effective with our use of time.

1. Time Management

2. Why don’t we manage time well? Interruptions We weren’t taught how too There is no right way Individuals work differently Time Management is habit not discipline

3. What is time? Parkinson’s Law "work expands to fill the time available." As an individual's income rises, their costs of living and lifestyle increase to meet their income level “… the challenge is not to manage time, but to manage ourselves.” S. Covey: 7 Habits of Highly Effective People

4. Busy-ness vs. Effectiveness Being busy does not automatically imply productive and effective work habits We can be busy doing the wrong things!

5. URGENT TASKS: Reactive tasks Generally shorter in time commitment Provide instant gratification Quicker ROI Routine & Administrative IMPORTANT TASKS Generally longer in time commitment Relate to results, contribute to your mission, values & high priority goals Take planning & deeper level of thought and creativity NOT I MPORTANT NOT URGENT URGENT I MPORTANT

6. Time Management Matrix

7. Goals – crystal clear or clear as mud? Set Goals Align Goals Company, Business Unit, Personal "Our company's mission is to __. My department's contribution to that goal is to __. And my part in this effort is to __." Prioritise Goals

8. Communicating expectations Effective communicators = effective time managers Misaligned task expectation/s leads to re-doing tasks Get clear directions on your Mgr’s preferences Respect your supervisor's time constraints

9. Setting Tasks AIMS Action Centred – objectives begin with a verb Incremental Measurable Scheduled

10. AIMS Scheduled Presentation slides, Facilitator notes and handouts to be finalised by July 18 Measurable 60 minute presentation Printed handouts/reference materials for 45 participants Action-centred & Incremental Set Learning Objectives for Time Management training session Locate relevant resources to assist with content development Assemble audio visual resources relevant to the topic Book Facility & Catering Prepare Time Management Presentation

11. Multitasking / Task Switching Multitasking – Research suggests human brain can't switch b/w tasks quickly without a ''warm-up period'' in-between performing tasks simultaneously such as reading & listening leads to cognitive overload and loss of focus Task-switching flitting b/w functions & tasks brain is pushing pause and play buttons Combine like activities to increase productivity

12. Scheduling Batching Planning “ If you spend half your time planning, you will get it done twice as fast” - German Proverb Don’t over-commit “Under promise, over deliver” Saying No To Travel or not to travel? Webex Carbon Calculator Buffering Energy levels

13. Work/Life Balance Don’t skip Breakfast - A potent energy providers Determines mood Productivity/Energy Don’t skip Lunch Exaggerate the body’s stress responses Can lead to digestive problems Cause tiredness, lethargy, limited cognitive ability, and damage to motor skills and eye health Lunchtime exercise - Research suggests Employees more tolerant & forgiving Work performance consistently higher, better time management and improved mental sharpness Increase employee moral & productivity Decrease in absenteeism

14. Inbox – Microsoft Outlook Set specific times to check & respond to e-mail Remove yourself from mailing lists that offer no value Setup an RSS feed aggregator to reduce correspondence www.netvibes.com Setup rules to direct emails into specific folders Tools > Rules and Alerts > New Rule > Step 2: People & Distribution List > select name > specify folder for mail delivery > Finish

15. Inbox – Microsoft Outlook Colour code emails for prompt recognition Tools > Organize > Using Colours Remove audio & visual email notifications Tools > Options > Preferences > Email Options > Advanced Email Options Setup Distribution lists Contacts > New > Actions > New Distribution List > Select Members Dedicate time to manage your inbox

16. Calendar & Task List Running an Outlook calendar & paper diary Synchronise PDA/Mobile to Outlook Plan ahead: Year-in-a-view calendars Drag & Drop email into Outlook Calendar/Tasks Maintains clutter free Inbox Use Outlook Tasks as your To-Do List tool Setup categories

17. Other Time Savers Saving files to the desktop Save files to the server Create shortcuts on desktop START > DOCUMENTS Social Bookmarking: www.delicious.com Bookmarks/Favourites can be accessed from any internet ready computer

18. Further Development PB University Learning Portal Time Management – Harvard Mgt. Techniques for better Time Mgt. It’s about time Further Reading Self-Assessment Time Log