TIME MANAGEMENT Importance of time management:

Time is gold, time is money but remember time is time The Time Famine Bad time management = stress. Everything you do is an opportunity cost. This is life advice.
It is not time which needs to be managed; it is ourselves.

Advantages of Time Management: Gain Time + Motivates and Initiates Reduces Avoidance + Promotes Review Eliminates Cramming + Reduces Anxiety Efficient + Successful + Healthy By some estimates, people waste about 2 hours per day. Signs of time wasting:

Benefits of time management : Time Problem is Severe:

Messy desk and cluttered (or no) files Cant find things Miss appointments, need to reschedule them late Unprepared for meetings Volunteer to do things other people should do Tired/unable to concentrate

Being successful doesnt make you manage your time well. Managing your time well makes you successful.

Obstacles to effective time management:

Unclear objectives - Its hard to hit a target with your eyes closed. Disorganization - Its not easy to find when your desk is messy. Inability to say no- Always helpful to others , but consider time. Interruptions - Telephone rings, Visitors, habitual socialisers.
Cutting Things Short.

Im in the middle of something now Start with I only have 5 minutes you can always extend this.. Stand up, stroll to the door, complement, thank, shake hands.. Clock-watching; on wall behind them.. More interruptions- Avoid conversations at inappropriate times.

Periods of inactivity -Times when we are not really doing anything Too many things at once Tasks require diff concentration suffers Stress and fatigue Over stress wears us physically and mentally All work and no play - Give your body time to re-energize Procrastination is the thief of time

Procrastination: Poor Time Management + Difficulty Concentrating. Fear of failure or success, anxiety + Negative Self-beliefs. Unrealistic Expectations & Perfectionism. Doing work something more enjoyable or comfortable than other work. Not understanding the difference between urgency and importance. Waiting for the right mood and right time to take important task. Underdeveloped decision-making skills.

Beating Procrastination: Recognize when you are Procrastinating. Become aware of your favorite procrastination tactics. Learn to catch yourself as soon as you start to wander off. Divide work into small manageable parts. Do small things to get yourself started. Take one step at a time. Make use of small chunks of time. Set reachable sub-goals that are specific. Dont sabotage yourself. Set up your environment with as few distractions as possible. Arrange your work space the way you like it and work at times when you have peak energy. When you have made a dent in that work you had put off, give yourself a little reward for non-procrastinating behavior. When you complete an unpleasant task, take time and feel how nice it is to have it over and done with. Doing things at the last minute is much more expensive than just before the last minute. Deadlines are really important: establish them yourself. This is the desire to be perfect in all things. It sounds quite admirable + No one would deny that high standards. Perfectionism fails when the standards are so high to never meet. Perfectionism:

It's dumb when the desire to be 100 percent perfect leads to zero. Specific - Not vague, what, when and how to achieve goal. Measurable In terms of time and numbers. Achievable - If you extend yourself you can just reach them. Realistic Available time, energy, resources, support. Time-based Short term review schedule
Failing to plan is planning to fail

Set goals: SMART

Planning Plan Each Day, Week, month, Year, Decade, Entire life. You can change your plan, but only once you have one!

To do Lists: Break things down into small steps Do the ugliest thing first
The four-quadrant TO DO List Important not important : Due soon Not due soon

Desks, paperwork, telephones Scheduling Yourself + Delegation + Meetings +Technology Critical few and the trivial many Having the courage of your convictions
Good judgment comes from experience Experiences comes from bad judgment

The 80/20 Rule Perato principle

Prioritize: Do - Determine most important to accomplish and to do yourself Delegate Others have skills, experience, and motivation. Delegation frees up your time and act wisely to motivate others. No one is an island. + You can accomplish a lot more with help Delegation is not dumping. + Grant authority with responsibility. Concrete goal, deadline, and consequences. + Treat your people well. Challenge People + People rise to the challenge: You should delegate until they complain. Communication Must Be Clear: Get it in writing Give objectives, not procedures. Tell the relative importance of this task. Delay - Consider when due, how long delay, current work load .

Delete - Not achievable, unrealistic, not important. Address the urgent - short-term consequences as soon as possible Accomplish early - Dont put off to tomorrow what you can do today. Attach deadlines to things you delay Draw scheduled reminder Organize - Find a planner notepad, diary, calendar that fits your needs.

Learn when to say NO 3 principles Realize that you cant do everything Dont agree to a task that cant be completed in the timeframe required Dont make commitments not consistent with the goals and objectives Use your waiting time Consider whether waiting is wastes of timeor gifts of time. On public transportation Waiting or traveling on a train or bus Waiting for your turn in queue Ticket booking, Bill payment Waiting for others - meeting and receiving vips, friends, relatives On hold - Time you spend on hold for many things. When you are early Earlier arrival Think and plan your job Correspondence - Letters or memos Books or tapes Concentrate on the task at hand: Focus on your goal - you will attain more, if you focus one by one Tune out interruptions- Be assertive to minimize interruptions Consider your personal prime time: Know your best time to work + Morning? Evening? Late night? Use that time for priority items + Shift natural body clock Follow your bio clock +Change eating schedule Maintain normal routine every day Monitor yourself in 15 minute increments for between 3 days and two weeks. Update every hour: not at end of day What am I doing that doesnt really need to be done? What am I doing that could be done by someone else?

Time Journals

What am I doing that could be done more efficiently? What do I do that wastes others time? Reward yourself and others when you complete a task

Celebrate success : Balancing Act Work expands so as to fill the time available for its completion -Parkinsons LawTime Management Tips 1. Write things down 2. Prioritize your list . 3. Plan your week 4. Carry a notebook 5. Learn to say no 6. Think before acting 7. Continuously improve yourself 8. Think about what you are giving up to do your regular activities 9. Use a time management system 10. Identify bad habits 11. Dont do other peoples work 12. Keep a goal journal 13. Dont be a perfectionist 14. Beware of filler tasks 15. Avoid efficiency traps

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