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. Time management overview. Topic A: Principles of time management Topic B: Productivity cycles Topic C: Goals and priorities.

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Time management overview

Time management overview

Unit objectives

  • Identify the benefits of time management

  • Evaluate productivity

  • Identify goals and set priorities


Time management overview1

Time management overview

  • Topic A: Principles of time management

  • Topic B: Productivity cycles

  • Topic C: Goals and priorities


Principles of time management

Principles of time management

  • Time management

    • What we are able to accomplish

    • Breaking old habits

    • Enhance your work experience


Benefits of time management

Benefits of time management

  • Controls stress

  • Balances your life

  • Increases productivity

  • Identifies priorities

  • Accomplishes goals


Activity

Activity

A-1: Understanding the benefits of time


Personality types

Personality types

  • Procrastinator

  • Perpetually late

  • Perfectionist

  • Easily distracted

  • Do-it-all


Activity1

Activity

A-2: Identifying different personality types


Self assessment

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?


Activity2

Activity

A-3: Assessing yourself


Self assessment questions

Self assessment questions

  • Do you wait until the last minute to accomplish a task?

  • Do you often arrive late for work or meetings?

  • Do you work on an assignment more than twice?

  • Do you often shift from one project to another before completing the initial project?

  • Do you have difficulty turning down requests even when you do not have the time for them?


Time management overview2

Time management overview

  • Topic A: Principles of time management

  • Topic B: Productivity cycles

  • Topic C: Goals and priorities


Productivity cycles

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


Pricing your time

Pricing your time

  • Annual salary  1.5 / working hours per year = cost per hour

  • Cost per hour / 60 = cost per minute


Activity3

Activity

B-1: Pricing your time


Creating a time audit

Creating a time audit

  • List daily tasks

  • Set a deadline for each task

  • Record every task, noting interruptions

  • Note amount of time spent on each task

  • Evaluate amount of time spent on priority tasks


Activity4

Activity

B-2: Creating a time audit


Pareto principle

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


Activity5

Activity

B-3: Using the Pareto principle


Time management overview3

Time management overview

  • Topic A: Principles of time management

  • Topic B: Productivity cycles

  • Topic C: Goals and priorities


To do list

“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


To do list guidelines

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


Activity6

Activity

C-1: Making a to-do list


Goals and objectives

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


Characteristics of goals

Characteristics of goals

  • Must be specific

  • Must be challenging

  • Must be achievable

  • Must have a deadline


Goals

GOALS

  • Generate goals on paper

  • Organize daily activities

  • Align goals with company goals

  • Line up tasks according to priority

  • Stay focused


Activity7

Activity

C-2: Identifying goals


Priorities

Priorities

  • Determine how to spend energy

  • Schedule days more effectively

  • Provide direction


Setting priorities

Setting priorities

  • List daily tasks

  • Ask yourself whether you want or need to accomplish certain tasks

  • Rank tasks in order of priority

  • Match your priorities with those of your organization

  • Schedule top ranked priorities during productivity cycles


Activity8

Activity

C-3: Setting priorities


Time management overview4

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


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