TIME MANAGEMENT

Everyone has the same amount of Everyone has the same amount of timetime

60 minutes per hour60 minutes per hour

1,440 minutes per day1,440 minutes per day

525,600 minutes per year525,600 minutes per year

Time ManagementTime Management

Solutions to excessive stress Solutions to excessive stress usually boil down to eating right, usually boil down to eating right, getting enough sleep, and getting enough sleep, and managing your time effectively. managing your time effectively. Organization is time Organization is time management, and time management, and time management is one part of management is one part of stress management.”stress management.”

Myths about TimeMyths about Time1.1. Myth: Myth: The longer or harder you work The longer or harder you work

the more you accomplish. the more you accomplish.

2.2. Myth: Myth: If you want something done If you want something done right, do it yourself. right, do it yourself.

3.3. Myth: Myth: We should take pride in working We should take pride in working hard. hard.

4. Myth: You should try to do the most in the least amount of time.

5. Myth: Technology will help you do it better, faster.

6. Myth: Get more done and you’ll be happier.

How We Waste TimeHow We Waste Time

Lack of disciplineLack of discipline

IndecisivenessIndecisiveness

Personal Personal DisorganizationDisorganization

ProcrastinationProcrastination

Inability to say “NO”Inability to say “NO”

Poor Delegation Poor Delegation SkillsSkills

Day DreamingDay Dreaming

WorryWorry

Time Waste - Caused by OthersTime Waste - Caused by Others

Telephone Telephone InterruptionsInterruptions

Drop-In VisitorsDrop-In Visitors

Unscheduled Unscheduled MeetingsMeetings

Poor Poor CommunicationsCommunications

Confused chain of Confused chain of Authority Authority

YOUR TIME WASTERS

E-MailE-Mail MeetingsMeetings Phone calls / Cell callsPhone calls / Cell calls Co-workersCo-workers StressStress Family issuesFamily issues

STEPHEN COVEY’S ACTIVITY MATRIX from The 7 Habits of Highly Effective People (1989, Simon & Schuster)

II

Crises Crises

Pressing ProblemsPressing Problems

DeadlinesDeadlines

IIII

PreparationPreparation

PreventionPrevention

PlanningPlanning

Relationship BuildingRelationship Building

IIIIII

InterruptionsInterruptions

Some mail/reportsSome mail/reports

Some meetingsSome meetings

Some “pressing Some “pressing matters” matters”

IVIV

BusyworkBusywork

Time wastersTime wasters

“ “Escape” activitiesEscape” activities

URGENT NOT URGENT

N

OT

IM

PO

RT

AN

T

IM

PO

RT

AN

T

Type 1: Aspiring to mediocrityType 1: Aspiring to mediocrity……

Important

NotImportant

UrgentQuadrant I

Quadrant IVQuadrant III

Quadrant II

Not Urgent

Type 2: Busy going nowhereType 2: Busy going nowhere……

Important

NotImportant

UrgentQuadrant I

Quadrant IVQuadrant III

Quadrant II

Not Urgent

Type 3: Struggling to stay aheadType 3: Struggling to stay ahead……

Important

NotImportant

UrgentQuadrant I

Quadrant IVQuadrant III

Quadrant II

Not Urgent

Type 4: Calm and in controlType 4: Calm and in control……

Important

NotImportant

UrgentQuadrant I

Quadrant IVQuadrant III

Quadrant II

Not Urgent

Time LogTime Log

Write down everything you do Write down everything you do for a period of timefor a period of time

Learn how you really spend your Learn how you really spend your timetime

Identify areas where you can Identify areas where you can improve your use of timeimprove your use of time

Why do we procrastinate?Why do we procrastinate?

Don’t know where to start.Don’t know where to start. To avoid an unpleasant task.To avoid an unpleasant task. We’re afraid to fail. We’re afraid to fail. Waiting for more information.Waiting for more information. You may think if you put it off You may think if you put it off

someone else will do it. someone else will do it. You’re over-committed. You’re over-committed.

PLANNING and GOAL PLANNING and GOAL SETTINGSETTING

SpecificSpecific MeasurableMeasurable AchievableAchievable RealisticRealistic TimedTimed

Essential Tools Essential Tools To Control Time WastersTo Control Time Wasters

Scheduling and DelegatingScheduling and Delegating Understanding Biological ClockUnderstanding Biological Clock

Knowing when not to work is as important as knowing when to work

Time logsTime logs Prioritized TaskPrioritized Task Get The Most Out Of the First Two Hours

of the Day You Can—and Should, Say “No”

People take advantage of you only with your permission

Stop saying, “Where does the time go?”Stop saying, “Where does the time go?”