S This You? desk or office cluttered with papers, files and equipment. Poor filing system. No follow-up system. Procrastination. Being reactive instead of proactive to the job or tasks at hand.
S This You? desk or office cluttered with papers, files and equipment. Poor filing system. No follow-up system. Procrastination. Being reactive instead of proactive to the job or tasks at hand.
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S This You? desk or office cluttered with papers, files and equipment. Poor filing system. No follow-up system. Procrastination. Being reactive instead of proactive to the job or tasks at hand.
Copyright:
Attribution Non-Commercial (BY-NC)
Available Formats
Download as PPS, PDF, TXT or read online from Scribd
Medical College of Georgia Medical College of Georgia
Human Resources Human Resources Training & Education Training & Education Every Human on Earth has the Same Amount of Time ~ 60 seconds in a minute, 60 minutes in an hour, 24 hours in a day, and 168 hours in a week. Time cannot be saved or stored. It is not how much we have, but rather the way we use it. s This You? s This You? Desk or office cluttered with papers, files and equipment. Poor filing system. No follow-up system. Procrastination. Being reactive instead of proactive to the job or tasks at hand. Unable to identify between the urgent, the important and the unnecessary. Unaware of the status of your job responsibilities. Purpose Purpose Provide you with the skills and techniques to manage your time more effectively. bjectives bjectives Understand the components for setting and assigning priorities. Recognize the benefits of planning. dentify your time wasters. dentify key principles for managing your time. Agenda Agenda Time Management ntroduction Time Management Assessment Setting Goals and Assigning Priorities Planning Time Wasters Rules to Remember ntroduction ntroduction n order to understand time management, you must understand how you utilize your own time. Time Management is about prioritizing and planning. Please print the next slide and complete the time management assessment. %ime Management Assessment Place a check in the column that best describes how you feel.
Usually Sometimes Rarely
Do you normally spend time the way you really want to? ____ ____ ____
Do you often feel obligated to do things you really don't ____ ____ ____ want to do?
Do you feel a sense of accomplishment from your work? ____ ____ ____
Do you work longer hours than your colleagues do? ____ ____ ____
Do you regularly take work home on the evenings and weekend? ____ ____ ____
Do you feel stress because of too much work? ____ ____ ____
Do you feel guilty about not doing a better job? ____ ____ ____
Do you consider your job to be fun? ____ ____ ____
Can you find blocks of uninterrupted time when you need to? ____ ____ ____
Do you feel in control about the way you use your time? ____ ____ ____
Do you maintain a regular exercise program? ____ ____ ____
Do you take vacations or long weekends as often as ____ ____ ____ you would like?
Do you put off doing the difficult, boring, or unpleasant ____ ____ ____ parts of your job?
Do you feel you must always be busy doing something ____ ____ ____ productive?
Do you feel guilty when you occasionally goof off? ____ ____ ____
Review your responses and focus on each item to see if it represents an opportunity to improve your time management.
Adapted from Successful Time Management, by Jack Ferner, pp. 6-7, New York, NY: John Wiley & Sons. _ 1980 Used by permission of the publisher.
Personal Time Management Personal Time Management
Begins with You! Begins with You! t begins with you thinking through what is really important to you in life. t only makes sense if you organize your time around specific things that you want to accomplish. You need to set goals in three major areas of your life: Family and Personal Career and Business Personal Development "uestions to Ask Yourself "uestions to Ask Yourself What is really important to me? What are my highest valued activities? What is the most valuable use of my time right now? Make Better Use of Your Time Make Better Use of Your Time Eliminate low priority tasks or activities. Find someone to help you with your workload. Be more efficient at what you do. Benefits of Time Management Benefits of Time Management mproves communication More time to relax Reduces stress mproves efficiency Rules for Successful Rules for Successful Time Management Time Management 1. Don't create impossible situations. 2. Define and set priorities. 3. Stop procrastinating. 4. Get organized. . Plan. Rule #1 Rule #1- - Don't Create mpossible Situations Don't Create mpossible Situations Don't get trapped into doing too much. Do not commit to something if you are unable to complete the task. Review your outside obligations. Rule #2 Rule #2 - - Setting Priorities Setting Priorities Setting priorities is a two step process: (1) Listing things that need to be done. (2) Prioritizing items on the list. List Things That Need to be Done List Things That Need to be Done Create a list of all the things that you need or want to accomplish (tasks or activities) in a given day, week, or month. Setting Priorities: The ABCD Method Setting Priorities: The ABCD Method Astands for "very important; must do; severe negative consequences if not completed." Bstands for "important; should do; but not as important as my "A" tasks, and only minor negative consequences if not completed." Cstands for "nice to do; but not as important as "A" or "B" and no negative consequences for not completing." Dstands for "delegate, or assign to someone else who can do the task in my place." Criteria for Setting Priorities Criteria for Setting Priorities #uIing: You are the best one to rule out if something is not considered a priority or something that really does not have to be done. CIarity: As you set your priorities make clear what you are setting as a higher priority and what is the best use of your time. %iming: Understand the start and finish time for each priority. Suggestions to Help You Set Priorities: Suggestions to Help You Set Priorities: 1. Take the time to be clear about your goals. 2. Maintain your balance in life by setting priorities in the areas that meet all of your goals. 3. Make the commitment to improve those aspects of your life that are most important to you. Suggestions to Help You Set Priorities: Suggestions to Help You Set Priorities: (cont'd) (cont'd) 4. Be sure to take the time to do your work right the first time. . Remember that what counts is not the amount of time that you put in overall; rather, it's the amount of time that you spend working on high-priority tasks. 6. Understand that the most important factor in setting priorities is your ability to make wise choices. http://www.time-management-tools.com/articles/setting-priorities.htm Time Management Tips Time Management Tips Eliminate low priority tasks or activities. Find someone to help you with your workload. Always think on paper. Rule #3 Rule #3 Stop Procrastinating Stop Procrastinating Recognize that procrastination stems from habit. Understand the cause for procrastination, then develop strategies to fix it. Complete unpleasant tasks first. Schedule them for early in the day. Break large jobs into smaller, more manageable tasks. Plan and complete a start-up task, no matter how small. Determine a time for making a decision and the criteria for making it. Set deadlines for yourself. Tell other people your deadlines and encourage them to check up on you. Time Wasters Time Wasters Things that get in the way of your planning Things that get in the way of your planning Something (or someone) that keeps you from doing things which have more value and importance. Time Wasters Generated by You Time Wasters Generated by You Disorganization Lack of interest Procrastination Causes of Procrastination Causes of Procrastination verwhelming tasks Unpleasant tasks Fear of change Fear of failure Addiction to cramming ver committing Unclear goals and tasks Time Wasters nfluenced by Your Time Wasters nfluenced by Your Surroundings Surroundings Visitors / interruptions Phone calls Meetings Customer complaints Paperwork Computer problems Rule #4 Get rganized Rule #4 Get rganized Do you ever receive magazines or catalogs for items that you will never use, but you keep them in a pile? s there little or no work space on your desk because of the extreme amount of items on your desk? Are you embarrassed by how your office looks when an unexpected visitor drops by? Get rganized Get rganized Create a tickler file. Have a central place for all of your phone messages. nly place items on your desk that you use regularly. Always tidy up your work area before you leave each day. Pre-Sort the mail: To-File, To-Read, To-Contact. Use a variety of containers to organize office supplies, paper clips and pens. ey Principles for Managing Time ey Principles for Managing Time Find out where you are wasting time. Create time management goals. mplement a time management plan. Prioritize ruthlessly. Ask for help. Establish routines and stick to them as much as possible. Get in the habit of setting time limits for tasks. Be flexible. Make more time for yourself. Tips to Remember Tips to Remember When Managing Your Time When Managing Your Time Establish goals and priorities Use a 'to do' list Prioritize your tasks Avoid procrastination Manage interruptions Celebrate your achievements How Well Do You Plan? How Well Do You Plan? Rule # Rule # - - Planning Planning Establish objectives. Define action steps. Schedule action steps. Select start dates. Effective Planning Effective Planning Long Term Planning: Short Term Planning: Weekly Planning Daily Planning Monthly Planning Plan Your Day Plan Your Day Create a To Do list: 1. List all the things you must, should, and would like to accomplish each day. 2. Assign a priority (A,B,C,D) to each item on the list. 3. Start with the A's. Too many people spend time on the less important items. 4. Mark items off the list as you complete them. Develop a To Do List: Develop a To Do List: 1. List your tasks. 2. Rank each item in terms of priority using the ABCD method. 3. Devote primary attention to your A's. 4. Cross off items as you complete them. . Develop and check the list daily. 6. Develop a new list for each day. 7. Don't jam your day full of activities. Plan Your Week Plan Your Week 1. Each Friday provide a list of your goals for the next week. 2. dentify goals for each week. 3. Record all required and regularly scheduled activities such as meetings, church activities, athletic practices, etc. 4. Assign time to accomplish each goal identified for the week. . verestimate the time it will take to prepare for major projects. 6. Schedule some planning time! 7. Schedule exercise and relaxation time. Plan Your Month Plan Your Month &se a monthIy caIendar to get an overview of your time. #ecord the foIIowing: 1. Dates of holidays or trips. 2. Dates of all meetings, major assignments, and projects. 3. All other appointments. Use Your Calendar/Planner Use Your Calendar/Planner Use one calendar. Planner GroupWise 7 (preferred method) Great method of communicating appointments and tasks with research team. Block off time to accomplish tasks. Don't rely on your memory. Tips to Remember Tips to Remember When Managing Your Time When Managing Your Time Establish goals and priorities. Use a 'to do' list. Prioritize your tasks. Avoid procrastination. Manage interruptions. Celebrate your achievements. Summary Summary- - Learning bjectives Learning bjectives Understand the components for setting priorities. Recognize the benefits of planning. dentify your time wasters. dentify key principles for managing your time. Resources Resources Get rganized Now! Newsletter retrieved at www.getorganizednow.com Lorentz, ate (200). Spring Cleaning: Time to dust off your desk. Retrieved at cnn.com. Covey, Stephen. Seven Habits of Highly Effective People. Harcourt Brace: New York. Harvard Business Essentials. Time Management, ncrease Your Personal Productivity and Effectiveness. Harvard Business School Press: Boston, Massachusetts.