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Plan Your Day To Save Time
Learning effective time management techniques
+Learning Objectives
Identify Timewasters
Understand the importance of effective time management
Recognize current habits & routines that lead to disorganization
Prioritize task and determine importance
Successfully delegate
Discover ways in which to avoid procrastination
+Time Management
Questions to consider
1. What is time management?
2. How can I fit everything I need to do into my day?
3. What are the results of not managing time?
+Time Management – What is it?
Time management is defined as the act or
process of planning and exercising
conscious control over the amount of time
spent on specific activities, especially to
increase effectiveness, efficiency, or
productivity.
+Time Wasters
Anything that does not
increase productivity and
can lead to procrastination
Candy Crush
Television
+Organizing: Getting rid of clutterHow to remove distractions and things that take up space
+Getting Organized
Reasons Not Organized
1. It’s overwhelming
2. I’ve got my own
system
3. I don’t know where to
start
Reasons to organize
1. Invites people in
2. Increases productivity
3. Can be freeing
+Getting Organized
Set a time
Use a kitchen timer
Divide & Conquer
Focus on one section at a
time.
Be prepared
List of items needed
Know where items are
going
Stick to your plan
+Getting Organized
S.T.I.N.G.
S – Select one task to do
T – Time yourself using a
clock for no more than 1 hour
I – Ignore everything
else
N – No Breaks or
interruptions
G- Give yourself a
reward
+Know when to discard
You don’t have to keep
everything!
Know the statute of
limitations – keeping of
important documents
Tax documents – 5 years
Questions to ask
1. Am I going to use this
in the near future?
2. When was the last time
that I needed this?
3. If I keep this, where
does it belong?
+
Keep, Donate, Trash Activity
+Items to Keep
Do not confuse with the
thought of “But,I might need
this later.”
Have value & meaning to
you
May be heirlooms or special
gifts
+Items to Donate
Items that are no longer
needed or wanted
Think of items at a garage
sale
Don’t forget to take them to
a donation place!
+Items to Trash
Cannot be donated or given
away
Items do not want or need
Typically broken items, junk
mail, etc.
+Paper & Storage
Physical pieces of paper
Advantage have the
physical document (an
original or copy) if needing it
later
Disadvantage takes up
storage space & can cause
clutter
Electronic copies of
documents
Advantage “eco-friendly”
Advantage Frees up
storage space & can store
for longer time periods
Disadvantage not easily
accessible to all who need it
Paper System Paperless System
+Paper
Do
Delete
Defer
Delegate
+Paper & Storage
Be consistent – No matter what you choose, stick with it
Be time sensitive – Acknowledge deadlines & due dates. Once they have passed, move to another folder or
delete it entirely.
Be willing to archive – Put away files that need to be kept
but are not used on a daily basis.
+Workstation Organization Tips
✓Keep it handy
✓Current projects
only
✓Arrange your file
drawers
✓Arrange file
cabinets
✓Match the
workflow
+Workstation Organization
+
TimeSchedule your time
+Time
Everyone has the same 24 hours to accomplish tasks
480 minutes at work in a normal 8 hour day
Often feeling like there isn’t enough hours in the day to
get things done
+Tips to Manage Time
➢ Set Priorities
➢ A master calendar
➢ Set deadlines
➢ Remove/Limit Time Wasters
+Tips to Utilize Calendars
1. On Sunday (or Friday afternoon if only focusing on work
related activities), write in all of the appointments you
have, your family has, activities you participate in, etcon the day of the week & the time that the
appointment is.
2. Set reminders of due dates
+
Calendar Activity
+Setting Priorities
Write down all tasks that need to be completed
Assign importance to them
Use the Urgent/Important Matrix
Urgent & Important
Important but Not Urgent
Urgent but Not
Important
Not Urgent & Not
Important
+Urgent/Important Matrix
Urgent & Important
Important But Not Urgent
Urgent But Not
Important
Not Important
& Not Urgent
+Urgent & Important
Deals with critical issues as
they arise.
Perform these duties NOW.
Examples
Emergencies
Problems
Deadlines
Urgent & Important
Important But Not Urgent
Urgent But Not
Important
Not Important
& Not Urgent
+Important but not Urgent
Success-orientated tasks that
are critical to achieving
goals
Perform these next.
Examples
Opportunities
Progress
High value
Long Term
Urgent & Important
Important But Not Urgent
Urgent But Not
Important
Not Important
& Not Urgent
+Urgent but not Important
Chores that do not move
you forward toward your
goals.
Postpone these.
Examples
Maintenance
Routine Tasks
Replying to emails
Urgent & Important
Important But Not Urgent
Urgent But Not
Important
Not Important
& Not Urgent
+Not Important & Not Urgent
Trivial distractions
Avoid if possible.
Time wasters
Examples
Candy Crush
Urgent & Important
Important But Not Urgent
Urgent But Not
Important
Not Important
& Not Urgent
+Big Rocks Video
+
Section 1 Group Project
+Dealing with the Unexpected
Take a deep breath and
step away
Count to 10
+
Section 2 Group Project
+To – Do Lists
Tips
Before bed, make a list of the most important things you have on your schedule that you hope to accomplish the
next day.
Begin the list with the hardest task, the one that will take
the most time, or the one that is the least appealing
+To – Do Lists
Cross them off or check them off as you complete them.
Move what is left on the list to the next day.
**If you postpone a task three times, you need to remove it
from the list.**
+Eat that frog!
If you know that the hardest
task you have to complete
today is to eat a live frog, then
do it first and get it out of the
way.
+What is important?
The items in the Urgent/Matrix
Do the Quick Tasks immediately
Paperwork filing
Follow up emails
*Remember it takes time initially to have tools put in place
for long-term success.*
+Divide & Conquer
Start with one section and focus on it
When first task is complete, move on to the next one
Take periodic breaks
+
ProcrastinationTools to fight putting it off
+Procrastination
Delaying tasks that should be a priority
One of the leading causes of disorganization
+Why We Procrastinate
1. No clear deadline
2. Don’t know where to begin
3. Feels overwhelming
4. No passion
5. Fear of failure
6. Inadequate resources
+
Procrastination Activity
+Ways to overcome Procrastination
❖Delete it
❖Delegate it
❖Do it now
❖Ask for help
❖Break it up
❖15 minute rule
❖Set clear deadlines
❖Reward yourself
❖Remove distractions
+
Section 3 Group Project
+Reward Tips
➢ Rewards keep motivation
going
➢ Foster a sense of pride and
accomplishment
➢ Can be as simple as a thank
you note or a pat on the
back
➢ Can be as elaborate as a
day off or all expense paid
vacation
1. Start small
2. Only reward completed
work not promised
3. Keep a visual reminder of
what you receive when
the goal is accomplished
+
E-mailUncluttering your email inbox
+E-mail – Setting up Delivery Rules
Rules are filters that move messages into other folders
Helps to organize into appropriate folders
Allows for ease of access
1. Establish a folder system
Sorts by importance
Easily locate important deadlines
2. Determine priority
Does the email need immediate attention?
If not, when does it need attention?
Is it needed at a later date?
Is it relevant to me or my department?
3. Important Items – Flag or highlight
Flag or highlight so that important messages do not get
lost
Can help with setting up reminders
+
Becoming disciplinedBuilding good habits
+Causes of disorganization
1. Hoarding
2. Inconsistency
3. No schedule
4. Bad habits
+Developing Good Habits
General school of thought is that it takes 21 days to
develop a new practice/routine
However, it usually takes 60 days for it to become a habit
+Systems
Find the system that works for you
Stay with that system, tweaking as necessary
+Just say No
1. Already have a full
schedule
2. Not something that
interests you
3. May cause you to miss out
on something that is
important
1. “No, thank you.”
2. “That is not one of my
strengths.”
3. “I don’t have time today,
but I could schedule it in
for tomorrow.”
4. “I’m sorry, but I am already
committed to something
else during that time.”
Reasons to say No Ways to say No
+Organizing as a lifestyle
Not a one time situation
Carries out in work activities
& family activities
Practicing good habits
develops into a lifestyle
Plan for the future, today
Short term to do lists
Ways to execute the lists
Determine motivators
Plan for deadlines
+
Section 4 Group Project
+
GoalsDeveloping SMART goals
+Goal Setting
Critical to effective time management
Single most important life skill that most people don’t know to do
Used in every single area of your life – personal, work,
financial, spiritual, physical improvement, or relationships.
A goal is not a resolution.
+The Three P’s
Ensure that all goals, short-term or long-term, unleash the
power of the three P’s
1. Positive
2. Personal
3. Possible
+SMART Goals
+Visualizing
If you see it, you can work towards it
Vision board/goal posters
Make it emotional – tie feelings to it
Speak it in a positive way
Refuse to listen when someone says you can’t
+
Crisis managementDealing with the unexpected
+Crisis Management Keys
✓ Move quickly
✓ Move decisively
✓ Move carefully
+Steps to crisis management
1. Identify point of contact
2. Gather & analyze data
3. Identify the timeframe
4. Create an action plan
5. Execute the plan
6. Evaluate
+
DelegatingLearning when to hand it off
+Delegating Tips
✓ Allows you to make best use of time and skills
✓ Helps others grow
✓ Remember these criteria
➢ It should provide a growth opportunity for someone else
➢ Weigh training vs the task’s frequency
➢ Certain critical tasks may put entire project in jeopardy
➢ Some tasks should not be delegated
+Choosing the Right Person
Questions to ask:
1. Does the person already have the necessary knowledge, skills, experience?
2. Does the person work well independently?
3. What is the person’s current workload?
4. Will delegating this task require responsibilities and
workloads to be reshuffled?
+Delegation Spheres
+Letting Go & Keeping Control
Learn to accept that
someone else’s work may
not be the same as yours
By delegating you may be
increasing someone else's’
skill set.
If you can’t live with the result
of someone else’s work, then
don’t delegate!
Allow for ample time to
review delegated items
Letting Go Keeping Control
+
ritualsUsing rituals to increase sponataneity
+Rituals
What is it?
Any task or pattern that can be regularly performed in a set manner.
How do you build one?
Identify the task
Identify the time/trigger
Identify the sub-tasks
+Everyday tasks to ritualize
Once a ritual has been established, you may discover you
have extra time pockets in your day.
Sleep
Meals
Exercise
+
MeetingsDetermining when meetings are necessary
+Meetings – Determine when to have one
Is a formal meeting necessary?
What is the purpose of the meeting?
What is the agenda?
How long will the meeting be?
+Building an agenda
List items to be discussed
Time frame of the discussion of each item
Presenter
Send to all meeting attendees & participants with the
meeting request 2-3 days prior to the meeting
+During the meeting
1. Keep on track!
2. Have the agenda posted to serve as a reminder to all
3. Have one person responsible for recording minutes &
sending them to all participants after the meeting.
+After the meeting
Gather feedback
Send out meeting summary
Send out action items
Schedule follow-up meetings, if necessary
+Meeting Alternatives
Instant Messaging & Chat Rooms
Teleconference
Email lists
Online Groups
Collaboration Applications
+
Section 5 Group Project
+
Before we go
+Things to Remember
It takes time to make time.
Prioritize
Delegate
+
Please remember to fill out your course evaluation and give it to your instructor before leaving.
Thank you for attending today.
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