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Use Time Effectively. Planning and Organizing New Jersey’s Professional Center Training Academy. Time Management = Self Management. Manage ourselves to use the time we do have better. Skilled (Competency) Uses his or her time effectively Values time
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Use Time Effectively Planning and Organizing New Jersey’s Professional Center Training Academy
Time Management = Self Management • Manage ourselves to use the time we do have better. • Skilled (Competency) • Uses his or her time effectively • Values time • Concentrates his/her efforts on priorities • Gets more done in less time than others • Can attend to a broad range of activities
Time Management - Unskilled • Is disorganized and wastes time • Jumps from activity to activity with no reason • Does not set priorities • Can’t say no • Mostly reactive • Doesn’t have or follow a plan or method for his/her time
Time Solutions • Set goals and establish priorities • Link goals together • Short term projects should lead to long term goals • Short range goals lead to what to do today
Set Goals • Six months • Prioritizing is as simple as A-B-C-D • A Goals High value • B Goals Medium value • C Goals Low value • D goals Delegate • Take top goals and prioritize • A-1, A-2, A-3…
Covey’s Time Management Urgent Not Urgent I II Activities: • Crises conferencing • Pressing problems • Deadline driven reports Activities: • Effective conferencing • Prevention • Relationship building • Planning Important IV III Activities: • Trivia, busy work • Time wasters • Some mail and phone calls Activities: • Interruptions, some calls • Some mail, some reports • Some meetings Not Important
To do lists… • You can’t do a goal…establish activities • For each goal, write down the activities you think you need to achieve it • Create a to-do list for the activities (daily and/or weekly) • Prioritize based on goals • A = Must do (critical items) • B = Should do (medium value) • C = Nice to do (low value) • Always ask…What is the best use of my time right now?
Use Time Effectively “Hard work is often easy work you didn’t do at the proper time.”
Time Wasters • Procrastination • Set a self-imposed deadline • Arrange with someone to ask you about it • Do undesirable tasks early in the day • Build in a reward system • “Just Do It” or Do it Now! • Break big jobs in to small pieces
Inability to say No • I’ll be glad to talk with you about that. However, not till I finish what I am doing” • “I will work on that, but what I am doing now will be delayed. Is your request more important?” • “I wanted to talk with you about that. Let’s set up a time.” • “I appreciate your vote of confidence. Let me review my schedule and workload and get back to you. I want to be able to adequately handle the job.”
How’s your energy? • High…complex, important tasks • Moderate…complex…not as important • Low…standard duties, routines
Can you delegate? • Not wanting to burden others…feel guilty • No one else can do it better • They might do it better than you • Not organized enough
Time Management and New Staff • New staff need more time to process policy and procedures • New staff tend to be less efficient • New staff require more of the supervisor’s time
Some additional strategies to balance work and life • Start/End your day with time for yourself • Create more time for yourself to plan and organize • Distinguish between likes and dislikes • Be sensitive to the time of others • Create protected time • Recharge your own batteries