Time Management Fundamentals

Time Management Fundamentals

• There are 1440 minutes in a day
• Prioritizing is key to successful time management

Organizing

• To-do lists help with organization and overcoming procrastination
• To-do lists are a good starting point, but not the only tool
• Break large tasks into smaller, more manageable tasks
• Schedule your day and assign deadlines to each task
• Consider your daily cycle and do demanding tasks when you're most focused

Prioritization Grid

• Urgent and Important Tasks (A): Deadline driven tasks, presentations, scheduled work
• Important but Not Urgent Tasks (B): Planning, calls, rejuvenation time
• Not Important but Urgent Tasks (C): Interruptions, disruptions, trivia
• Not Important and Not Urgent Tasks (C): Busy work, time wasters, gaming, Facebook
• A Priority Tasks: Support long-term goals, ask: What terrible thing would happen if I didn’t do this today?
• B Priority Tasks: Never do a B task when there is an A task that needs to be finished
• C Priority Tasks: Some tasks are not important but are urgent

Schedules

• Get the big picture - Semester, work cycle, vacations
• Know your schedule - Weekly calendar
• Double your estimates for task completion times
• Plan a balanced schedule - Fixed and flexible tasks
• Identify odd hours and small bits of time - Plan how to use them
• Schedule breaks and time for rejuvenation
• Enter all schedules in a single location - Paper, outlook, phone app

Overcoming Procrastination

• Recognize that you are procrastinating
• Diagnose your procrastination: Identify reasons and task parts
• Take counter-measures: Use a to-do list, break large tasks into smaller parts, schedule specific times to do things, address reasons for procrastination, reward yourself for starting and finishing tasks

More Procrastination Busting Tips

• Create the right environment
• Post your deadlines
• Do the fun stuff first
• Beware of multitasking
• Know that you can’t do everything perfectly - Perfectionism

Perfectionism

• Be aware of perfectionist tendencies
• Take an honest look at your time usage
• Focus on the big picture
• Maintain high but attainable standards
• Be realistic about what you can accomplish
• Seek help when needed

Managing Disruptions

• Disruptions are often urgent, but not Important
• Identify recurring interruptions and distractions - Keep a log
• Learn to politely but assertively say no
• Establish available and not available hours, turn off instant messenger chat

More Disruption Diffusing Tips

• Remind yourself: Your Availability ≠ Your Importance
• Consider working in another location
• Configure your office so your desk faces the door
• Stand up when disturbing visitors arrive

Avoid Taking on Too Much

• Learn to set limits and say no
• Learn to delegate, share work, and let others help

Creating SMART Goals

• Specific: Precise statement of what needs to be accomplished - What, how much, when, how often?
• Measurable: Concrete criteria for gauging progress

This quiz covers the essential concepts of time management, including organizing tasks, the importance of prioritization, and using to-do lists effectively. Explore how to break down tasks and schedule your day for optimal focus. Test your knowledge on techniques that enhance productivity and time efficiency.