Time Management PPT PDF

Time Management 1440 minutes in a day: Originally Presented by Michele Guerra, MS, CHES Director UI Wellness Center  Steps to managing your time well Prioritize tasks Get Organized Overcome procrastination Let go o...

Time Management 1440 minutes in a day: Originally Presented by Michele Guerra, MS, CHES Director UI Wellness Center  Steps to managing your time well Prioritize tasks Get Organized Overcome procrastination Let go of perfectionism Manage disruptions Avoid taking on too much Organizing: The to-do list Helps you prioritize Helps you overcome procrastination It’s a critical starting point not a stand–alone tool ABCs to Prioritizing 1. Write to-do list 2. Review list: Break large tasks into smaller tasks 3. Prioritize by ABCs 4. Delegate those tasks more appropriate for someone else 5. Schedule your day (week). Assign a deadline for each task. 6. Consider your daily cycle (most demanding tasks when you are most focused/ energized) Prioritization Grid URGENT NOT URGENT A B Important Deadline Paper due next Presentation month tomorrow Planning Scheduled at work Some calls or requests Pick child up at Rejuvenation time daycare C C important Interruptions Trivia Not Disruptions Busy work Some calls Time wasters Friend asks favor Gaming, Facebook A Priorities Urgent AND important Support a long term goal Support others you work with Ask: What terrible thing would happen if I didn’t do this today? Only top priorities get A category B Priorities Important but not urgent Never do a B task when there is an A task the needs to be finished C Priorities Not important or urgent Some tasks are not important but are urgent Organizing: schedules Get the big picture (semester, work cycle, vacations) Know your schedule (weekly calendar) Determine how much time it takes to complete various tasks (double your estimates) Plan a balanced schedule (fixed and flexible tasks) Identify odd hours and small bits of time – plan how you can use them Schedule breaks and time for rejuvenation Enter all this somewhere (paper, outlook, phone app) Overcoming procrastination (टालमटोल) Recognize that you are procrastinating Evaluate and diagnose your procrastination: e.g. reasons, what parts of the task, Take counter-measures against procrastination: use to-do list break large tasks into smaller parts schedule specific times to do things you are mostly likely to put off address reasons (e.g. don’t like the task, hard to start, fear of failure) reward yourself for starting and finishing 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 Be aware of your tendencies Take an honest look at how you spend your time 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 (at least in the mind of the person presenting them) but not important Identify recurring interruptions and distractions Keep a log Learn to say no: Be polite but assertive Other tips: Establish available/not available hours, turn off IM Chat; More disruption diffusing tips Remind yourself: Your Availability ≠ Your Importance Consider working in another location sometimes Configure your office so your desk faces the door Stand up on the entry of disturbing visitors Avoid taking on too much Learn to set limits and say no thank you Learn to delegate, share work, let others help Creating SMART goals Specific: Precise statement of what needs to be accomplished: exactly what are you going do, how much? When? How often? Measurable: Concrete criteria for gauging progress. Helps you manage and evaluate your goal. Attainable: Assurance your goal fits your ability. Something you can accomplish. Not too easy or too hard Relevant: Personalization of your goal. Supports your interests, values, needs and talents Timed: Beginning point and deadlines. Gets your started and keeps you on track. Tips Use small bits of time, odd hours, waiting time Handle paper (email, etc.) only once Use automatic systems when possible Get enough rest, eat well, exercise Ask for advice when needed Make a plan today! Managing your time increases your success In school, at work , in life Managing your time well reduces stress Managing your time well enhances work- life balance The bad news is time flies. The good news is you're the pilot. -Michael Althsuler