The document discusses strategies for managing time effectively to reduce stress. It identifies common "time bandits" like social media and breaks that waste time. Effective time management techniques are presented, including prioritizing tasks, saying no to nonessential work, focusing on quality over quantity, using a 10-minute rule, and monitoring time usage. The importance of a healthy lifestyle to improve efficiency is also emphasized.

1. TIME MANAGEMENT
What About it Causes Stress &
Strategies to Fix It
PRESENTED BY:
Cara Grassie, President
Cara A. Grassie Communications, Inc.

2. Be a Difference Maker
http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=U
Lv7aWEKn_RKk&index=18

3. Introduction
• Service driven offices often have
challenging demands on staffs’ time
• Do you have days when you are
overwhelmed by your daily to-do list &
can’t complete the necessary tasks?
• How often does this happen?
• By managing time wisely you can reduce
your general stress level and positively
impact your health

4. Agenda
• Define areas where time stressors build
• Share strategies to avoid these stressors
• Open discussion
• Tips to reduce the stress of time
management

5. Vocabulary
• Stress (noun)
− the physical pressure, pull, or other force exerted on one
thing by another; strain
− physical, mental, or emotional strain or tension
• Time (noun)
− the system of those sequential relations that any event has to
any other, as past, present, or future; indefinite and
continuous duration regarded as that in which events succeed
one another
− a limited period or interval, as between two successive events
• Manage (verb)
− to handle, direct, govern, or control in action or use
Reference: http://dictionary.reference.com/

6. Time is Fixed – How We Use it Is Not
• There are seven days in a week
• 28-31 days in a month, depending on the year
and month, and
• Approximately 365.24 days in a year.
http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPdrrlho
• 1 day= 86,400 seconds
• 1 week=604,800 seconds
• 1month=2,629,743.83 seconds
• 1 year=31,556,926 seconds
http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1IPdaq9br

7. Exercise – Part 1
• Take a moment to think about ALL your tasks
during your day
• Write down on a sheet of paper:
− things you do on a daily basis aside from tasks you
are supposed to carry out as part of your job
− i.e. classes, tea/coffee breaks, social media, etc.
• Scribble on different parts of the sheet rather
than making a list

8. Exercise – Part II
• Now start tearing off bits of paper each
containing one “time waster”
• What is left of the paper after tearing
off all the “time wasters” is the actual
time to carry out your tasks

9. Exercise – Part III
• How does that make you feel?
• Which of the slips of paper on the table
are your worst time bandits?
• Why?
• What are some possible solutions?

10. Tips to Reduce Time Management Stress
• What are these areas?
• Incorporate one of these strategies for 2-4
weeks
Prioritize Delegate
• Does it work? Plan Say No
• No? Quality 10 min. Time Sleep,
Diet,
Exercise
• Try another
(Mayo Clinic, 2008)

11. Simple Stress Test
• Hand out
• Stress Test Scores
1. you could be stressed
2. you are probably stressed
3. you are almost certainly stressed
4. or more - you are definitely stressed
NOTE: If you score high in this simple test you should seek help. It's a simple
test which for some people will be a bit of fun. If it's not fun for you
do something about it.

12. Effective Time Management
• By managing your time more wisely, you
can minimize stress and improve your
quality of life.
• How do you stay on track when
organizational skills don't come
naturally?

13. PLAN each day
• Accomplish more, feel more control of
your life
• Write a to-do list, putting the most
important tasks at the top
• Keep a schedule of daily activities
• One project on your desk at a time
(Mayo Clinic, 2008)

14. PRIORITIZE your tasks
• Spend time on what’s important
• Time-consuming, but relatively
unimportant, tasks can consume your
day
• Block out time on your calendar for big
projects
• Close your door, turn off your phone,
pager and e-mail (Mayo Clinic, 2008)

15. Say NO to nonessential tasks.
• Consider your goals and schedule before
agreeing to take on additional work
• DELEGATE
− Take a look at your to-do list and consider
what you can pass on to someone else
− Be thoughtful in what you delegate and who
you delegate it to
(Mayo Clinic, 2008)

16. QUALITY over Quantity
• Take the time needed to do a quality job
• There’s never time to do it right – But
there’s always time to do it over
• Break large, time-consuming tasks into
smaller tasks
(Mayo Clinic, 2008)

17. 10 MINUTE Rule
• Commit to giving 10 minutes to the
projects you don’t want to start
• That’s usually enough to get interested
in a project
• You may find you can finish it
(Mayo Clinic, 2008)

18. Where is your TIME spent?
• Log everything you do for three days to
determine how you're spending your
time
• Look for time that can be used more
wisely and free up time to exercise or
spend with family or friends
(Mayo Clinic, 2008)

19. Pay Attention to Your Health
• Simple steps lead to great strides
− Get plenty of sleep, have a healthy diet and
exercise regularly
− A healthy lifestyle helps improve your
efficiency
• When you need a break, take one.
− Take your lunch away from your desk
− Take a walk
− Do some quick stretches at your
workstation. (Mayo Clinic, 2008)

20. Summary
• Know where your “time bandits” are
lurking
• Once identified apply one or more of the
strategies to take the knock them out of
your day
• Be assertive and mindful of your
personal needs

21. STAY FOCUSED
http://www.youtube.com/watch?v=8-
EpuP8p870&feature=related

22. References
Answers.com. (2011). How many days in a week month and year? Retrieved from:
http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPfyfAn6
Answers.com. (2011). How many seconds are in a day a week a month and a year? Retrieved from:
http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1I
PgFShrs
Be a Difference Maker. YouTube. 12 Jan. 2011.
http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=ULv7aWEKn_RKk&index=18
Chapman, A. (2006). The “Poor Workplace Health”. Retrieved from
http://www.businessballs.com/stressmanagement.htm#stress%20test%20questions
Dictionary.com, LLC. (2011). Retrieved from http://dictionary.reference.com/
Hicks, T., & Miller, E. (2006). College Life Styles, Life Stressors and Health Status: Differences along
Gender Lines. Journal of College Admission, (192), 22-29. Retrieved from http://www.nacacnet.org
Mayo Clinic. (2009). Being assertive: Reduce stress, communicate better. Retrieved from
http://www.mayoclinic.com/health/assertive/SR00042/METHOD=print#
Mayo Clinic. (2008). Time management: Tips to reduce stress and improve productivity. Retrieved from
http://www.mayoclinic.com/health/time-management/WL00048/METHOD=print
Slater, R. (2006). Time Bandits. Retrieved from http://www.trainingzone.co.uk/item/149676
Stay Focused. YouTube. 26 Aug. 2007. http://www.youtube.com/watch?v=8-EpuP8p870&feature=related