TIME MANAGEMENT

Objectives
Enhance your time management skills Help you gain more control and increase your efficiency by identifying your personal roadblocks Learn a personal process for taking charge and doing what really matters

Stresses
Lack of job security-reduction in force E-Mail, phone mail, faxes, paper mail, phone calls Too much work to do with decreasing resources Always in a hurry-pressed for time to meet a deadline Never being caught up Minimal recognition Deciding what not to do No time for planning Paper shuffling Finding time for project work Poorly run meetings Role ambiguity Long hours and/or frequent business travel Unbalanced lifestyle-work is primary Interpersonal relationships Unrealistic expectations (self & organization) Constant interruptions (phone calls) Other people not meeting commitments to you Cant get to people you need to talk to Conflicting meeting schedules Technical documentation Inconsistent supervisory practices

Stress Management Principles

1. You cant get everything done 2. Focus on what you can control 3. You cannot manage time! You can only manage yourself, what you do with your time! 4. Be clear as to what your values and priorities are. Have written goals to actualize your values 5. Measure you progress against your goals 6. Expect changes 7. Anticipate stresses 8. Take 15 minutes to plan EVERY DAY 9. Plan for fun 10. Stay connected 11. Be willing to take risks 12. Be aware of your options and honest about your feelings 13. Life is tough!

Principle #1 You Cant Get Everything Done!

Its designed that way so you would be forced to work only on the top priorities We are conditioned by our past lives that if we just work a little harder, smarter, longer, we really can do it all...it simply isnt true!

This causes frustration, depression, anger, etc....

Redefine success as getting the top priorities done! Anything else is a pleasant extra......

Principle #3 You Cannot MANAGE Time! You Can Only Manage Yourself, What You DO With Your Time!
Make a list of things to do each day and focus on three-four key goals from you daily To Do list Do one thing at a time Tackle the toughest assignments in your Prime Time (most productive time of the day) Incorporate clean-up day periodically as part of your work management practices The Goal: Increasing your choices in dealing with the issues listed...

Principle #6 Expect Changes

Be flexible Be prepared View change as a challenge Understand events which I have control Understand events which I have no control
God grant me the serenity to accept the things I cannot change, courage to change the things I can, and wisdom to know the difference Reinhold Niebuhr(The Alcoholics Prayer)

Principle #8 Take 15 minutes to plan EVERY DAY

At the beginning or end of the day Glance at your goals Write a To Do list Prioritize A=Must be done, today B=Must be done, not required today C=Everything else Re-prioritize to fit emergencies in Dont over schedule -- leave open time Tackle the toughest assignments in the morning Dont beat yourself up when your plans change Focus on the As A prioritized To Do list is a common factor among successful people.

Principle #13 Life is Tough!

Dont be surprised when it is! If you are able to view yourself as a problem solver, you could perceive problems differently -- as the reason you have a job. You are here because you choose to be here! Accept that, and make the best of it. Strive to live a meaningful life rather than a
happy one, and joy may be granted as a blessing!

Time Robbers
Group A: Those imposed by our environment interruptions too much work waiting for answers lack of authority unclear job descriptions/goals unused reports unnecessary/unproductive meetings

Group B: Those imposed by us failure to delegate poor attitude absentmindedness personal disorganization failure to listen unclear goals/expectations procrastination poor planning inability to say no burnout lack of interest unnecessary perfectionism

Procrastination
Conscious and Unconscious Unpleasant or Overwhelming Tasks We put them off....our productivity drops...our self esteem drops To counter procrastination Set a deadline Do the most unpleasant part first so you end the day with a pleasant activity Make a game of it Build in a reward Divide into smaller jobs

Procrastination

If you have to eat a frog, be sure you dont stare at it too long.
Anonymous

Prime Time
The time of the day that you are most productive. Determine the hours of the day you are most productive (early morning/mid-afternoon) Schedule monotonous / routine tasks during non-prime time hours. Schedule creative or intense tasks during peak times.

Energy Level
2 1.8

1.6

1.4

1.2

0.8

0.6

0.4

0.2

0 8:00 AM 10 12 2 4:00 PM

Principle #4 Measure Your Progress Against Your Goals

If you measure it against your To Do list, youll go crazy Evaluate your progress at least quarterly If you arent making the progress you want, change your actions, your goals or your situation
This gives you PERSPECTIVE on your life!

What am I? I am your constant companion. I am your greatest helper or heaviest burden. I will push you onward or drag you down to failure. I am completely at your command. Half the things you do you might just as well turn over to me and I will be able to do them quickly and correctly. I am easily managed -- you must merely be firm with me. Show me exactly how you want something done and after a few lessons I will do it automatically. I am the servant of all great men and women; and alas, of all failures, as well. Those who are great, I have made great. Those who are failures, I have made failures. I am not machine, though I work with all the precision of a machine plus the intelligence of a person. You may run me for a profit or run me for ruin -- it makes no difference to me. Take me, train me, be firm with me, and I will place the world at your feet. Be easy with me and I will destroy you. WHO AM I?

Wrap up

I am Habit! Make Time Management Habit!

Thank You