Managing Your Time: Maximizing Your Potential

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Managing Your TimeMaximizing Your Potential
Presented by Jeff Becker LCSW-C, CEAP MCPS
Employee Assistance Program 240-314-1040
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MCPS Employee Assistance Program

• Short term counseling , assessment and referral
• Cost
• Eligibility
• Problem types
• Referrals (self, supervisor and other)
• Confidentiality/records
• Other services workshops, crisis response,
  newsletter, access point to mediation
• Times/location

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Workshop Goals

• Analyze your present use of time
• Identify barriers to effective time management
• Examine priorities, values and their relationship
  to managing time
• Learn effective methods for improved time
  management

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Networking Activity
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Networking Activity

• For each conversation, please give your name,
  position, work location plus anything else you
  want to share.
• Talk about the most recent thing you
  procrastinated about. Why did you procrastinate?
• Are you a perfectionist or know someone who is?
  Describe the perfectionist behaviors?
• Do cultural differences in regards to time
  management impact your work? How?
• Do you tend to be on time, early or late? Does it
  matter?

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What Do We Do With Our Lives

• Spend
• 27 years sleeping
• 3.3 years eating
• 5 months waiting at traffic lights
• 8 months opening unwanted mail
• 1 year looking for misplaced objects
• 2 years attempting to return phone calls
• 4 years doing housework
• 5 years waiting in lines
• 13.8 years working
• Watching TV ( of leisure time males-39,
  females 37)

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Fill out your to-do lists!

• (No more than 8 items can include tasks from
  both work and home.)

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What are your biggest time management challenges?
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Best Strategy Tell Your Neighbor!
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Time Management Strategies

• Put 80 of effort into top 20 of
  responsibilities
• Avoid perfectionism/procrastination
• Structuring/organizing usual and occasional tasks
• Learn to say no to unreasonable requests
• Organize/schedule activities on the basis of
  your priorities

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80/20 or Pareto Principle

• Sorting the critical few from the trivial many
• What are the 2-3 most important things you do?

Vilfredo Pareto 1848 - 1923
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Procrastination

• Putting off what needs to be done in a way that
  results in consequences
• Causes?
• What to do
• Recognize it how do you know?
• Address why youre putting it off (unpleasant?
  difficult?)
• Get over it! (create a reward think about the
  consequences have someone check on you break
  into smaller units)

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Inspiration

• If you can dream it, you can do it
• Walt Disney
• Disneyland was built in 366 days, from
  ground-breaking to first day open to the public.

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Perfectionism

• When is it a problem?
• Why is it done?
• A form of procrastination to avoid
  criticism/rejection inability to sort priorities
• What to do
• Whats the standard? Is it OK not to get an A?
  What else could you be doing?

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Structuring and Organizing Usual and Occasional
Tasks

• Systems are better than brains
• Cooking shows
• What are some repetitive tasks?
• Student work Parent meetings The classroom
  Print and non-print materials Lesson plans, etc.

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Saying No Setting Limits

• Why is it hard to say no?
• Dont catch the ball! Think before you respond.
• If you are sure you need to say no, say it
  sooner than later.
• How should one say no?
• Create alternatives if possible. Can you do part
  of the request ?

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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

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Getting Organized (Clock vs. compass)

• First Generation Tools (reminders)
• To-do lists
• Checklists
• Rubrics
• Telephone memo books
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• Second Generation Tools (planning and
  preparation)
• Calendars
• Day planners
• Databases (PDAs, etc.)
• Third Generation (planning, prioritizing and
  controlling)

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Values and Priorities
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Values

• Accomplishment
• Travel
• Peace of mind
• Security
• Good health
• Financial security

• Family
• Spirituality
• Altruism
• Friendship
• Longevity
• Free time

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Happiness comes when activities align with
values, not from ones ability to control things
and be efficient. Stephen Covey
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Prioritizing (Covey Model)
Urgent
Not Urgent
Important
I
II
III
IV
Not Important
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I. Urgent and Important

• Crisis
• Pressing problem
• Deadline driven projects
• Preparation for imminent events

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II. Important /Not Urgent

• Preparation for future events
• Values clarification
• Increasing personal skills and growth
• Relationship building
• Healthy recreation
• Anticipate and prevent problems

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III. Not Important/Appears Urgent

• Interruptions to planned work time
• Some meetings
• Other peoples priorities and expectations

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IV. Not Urgent/Not Important

• Trivia and busywork
• Junk mail
• Some phone calls
• Escape activities
• Time wasters

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Name five things you can do this week to help
manage your time better?
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The Four Ps" of Effective Time Management

• Planning.
• Priorities.
• Procrastination.
• Perfectionism

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..and finally

• Learn To Say No
• Take Care Of Yourself
• Focus On What You Have Control Over
• Practice Stress Management Techniques
• Know The EAP Is A Support For You

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Thanks for coming! For more information about
the EAP, contact us at 240-314-1040or visit
our website athttp//www.mcps.k12.md.us/departmen
ts/eap