Time management overview

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Time management overview

• Unit objectives
• Identify the benefits of time management
• Evaluate productivity
• Identify goals and set priorities

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Time management overview

• Topic A Principles of time management
• Topic B Productivity cycles
• Topic C Goals and priorities

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Principles of time management

• Time management
• What we are able to accomplish
• Breaking old habits
• Enhance your work experience

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Benefits of time management

• Controls stress
• Balances your life
• Increases productivity
• Identifies priorities
• Accomplishes goals

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Activity
A-1 Understanding the benefits of time
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Personality types

• Procrastinator
• Perpetually late
• Perfectionist
• Easily distracted
• Do-it-all

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Activity
A-2 Identifying different personality types
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Self assessment

• Do I wait until the last minute to accomplish a
  task?
• Do I often arrive late?
• Do I re-work assignments more than twice?
• Do I often switch between projects before
  completing them?
• Do I have difficulty turning down requests?

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Activity
A-3 Assessing yourself
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Self assessment questions

1. Do you wait until the last minute to accomplish a
   task?
2. Do you often arrive late for work or meetings?
3. Do you work on an assignment more than twice?
4. Do you often shift from one project to another
   before completing the initial project?
5. Do you have difficulty turning down requests even
   when you do not have the time for them?

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Time management overview

• Topic A Principles of time management
• Topic B Productivity cycles
• Topic C Goals and priorities

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Productivity cycles

• Periods of time when you feel your energy dips or
  rises
• Vary from person to person
• Morning person?
• Night owl?
• Recognize personal cycle and try to schedule
  tasks accordingly

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Pricing your time

• Annual salary ? 1.5 / working hours per year
  cost per hour
• Cost per hour / 60 cost per minute

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Activity
B-1 Pricing your time
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Creating a time audit

1. List daily tasks
2. Set a deadline for each task
3. Record every task, noting interruptions
4. Note amount of time spent on each task
5. Evaluate amount of time spent on priority tasks

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Activity
B-2 Creating a time audit
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Pareto principle

• 80 of group value of activities is concentrated
  in 20 of activities
• 20 of priorities produce 80 of result
• The first 20 of time spent on an activity
  produces 80 of the result
• 20 of your employees cause 80 of the problems

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Activity
B-3 Using the Pareto principle
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Time management overview

• Topic A Principles of time management
• Topic B Productivity cycles
• Topic C Goals and priorities

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To do list

• To-do list should not be
• A wish list
• Overwhelming
• Not-to-do list helps you
• Make smart choices about priorities
• Delegate tasks

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To-do list guidelines

• Do not include too many tasks
• Overestimate time
• List the most important tasks first
• Schedule the time for breaks
• Schedule for long-range and short-range goals

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Activity
C-1 Making a to-do list
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Goals and objectives

• Goal
• Focuses on how you spend your time
• Builds your confidence
• Increases productivity
• Objective
• Intermediate step that helps you accomplish the
  goal

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Characteristics of goals

• Must be specific
• Must be challenging
• Must be achievable
• Must have a deadline

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GOALS

• Generate goals on paper
• Organize daily activities
• Align goals with company goals
• Line up tasks according to priority
• Stay focused

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Activity
C-2 Identifying goals
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Priorities

• Determine how to spend energy
• Schedule days more effectively
• Provide direction

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Setting priorities

1. List daily tasks
2. Ask yourself whether you want or need to
   accomplish certain tasks
3. Rank tasks in order of priority
4. Match your priorities with those of your
   organization
5. Schedule top ranked priorities during
   productivity cycles

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Activity
C-3 Setting priorities
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Time management overview

• Unit summary
• Identified the benefits of time management and
  the relationship to personality types
• Calculated the cost of your time and performed a
  time audit
• Created to-do lists, identified goals, and set
  priorities