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

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Time management overview

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  1. Time management overview Unit objectives • Identify the benefits of time management • Evaluate productivity • Identify goals and set priorities

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

  3. Principles of time management • Time management • What we are able to accomplish • Breaking old habits • Enhance your work experience

  4. Benefits of time management • Controls stress • Balances your life • Increases productivity • Identifies priorities • Accomplishes goals

  5. Activity A-1: Understanding the benefits of time

  6. Personality types • Procrastinator • Perpetually late • Perfectionist • Easily distracted • Do-it-all

  7. Activity A-2: Identifying different personality types

  8. 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?

  9. Activity A-3: Assessing yourself

  10. 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?

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

  12. 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

  13. Pricing your time • Annual salary  1.5 / working hours per year = cost per hour • Cost per hour / 60 = cost per minute

  14. Activity B-1: Pricing your time

  15. 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

  16. Activity B-2: Creating a time audit

  17. 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

  18. Activity B-3: Using the Pareto principle

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

  20. “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

  21. 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

  22. Activity C-1: Making a to-do list

  23. 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

  24. Characteristics of goals • Must be specific • Must be challenging • Must be achievable • Must have a deadline

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

  26. Activity C-2: Identifying goals

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

  28. 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

  29. Activity C-3: Setting priorities

  30. 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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