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TIPS AND TECHNIQUES FOR TIME MANAGEMENT June 12, 2008

TIPS AND TECHNIQUES FOR TIME MANAGEMENT June 12, 2008. Jeannette L. Gerzon gerzon@mit.edu Organization Development Consultant MIT Human Resources Candy Weaver cmweaver@mit.edu Administrative Assistant Harvard-MIT, Health Sciences and Technology

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TIPS AND TECHNIQUES FOR TIME MANAGEMENT June 12, 2008

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  1. TIPS AND TECHNIQUES FOR TIME MANAGEMENTJune 12, 2008 • Jeannette L. Gerzon gerzon@mit.edu • Organization Development Consultant • MIT Human Resources • Candy Weaver cmweaver@mit.edu • Administrative Assistant • Harvard-MIT, Health Sciences and Technology • With special thanks to Jeff Pankin and Judith Stein for materials utilized in these pages. MIT Human Resources Organization and Employee Development

  2. Workshop Objectives • Upon completion, participants will be able to: • Describe some key aspects of time management • Practice some practical time management skills • Locate helpful resources to continue learning MIT Human Resources Organization and Employee Development

  3. What is Time Management? • What is time management? • Do we manage time? • What can we manage? • When you are managing time well: • You are organized. • You are being effective & efficient. • Your time management techniques are simple and easy to use. • You feel calm and in control. MIT Human Resources Organization and Employee Development

  4. Five Keys to Achieving Your Desired Results • Set Goals. Set clear, specific goals. • Plan & do. Plan & schedule tasks; carry them out. • Organize. Use effective practices to stay organized. • Focus. Maintain focus on your most important tasks. • Vision. Use the power of your mind to achieve success. MIT Human Resources Organization and Employee Development

  5. 1. Set Clear, Specific Goals • Develop SMART goals S ____________________ M ____________________ A ____________________ R ____________________ T ____________________ • Balance your goals • Short-term and long-term • Areas of life (work and outside of work) • Goals for 2008 • _______________________________ • _______________________________ • _______________________________ • _______________________________ MIT Human Resources Organization and Employee Development

  6. 2. Plan and Schedule Your Tasks & Carry Them Out • For each goal, list all the tasks • List the tasks you need to do this week • Break down large tasks into smaller tasks • Schedule blocks of 30 - 90 minutes, if possible • Schedule enough time for each task • Plan this week for the following week; • Plan each evening for the following day • 6. Schedule blocks of time for thinking and planning as well as blocks for project work MIT Human Resources Organization and Employee Development

  7. 3. Use Effective Practices to Stay OrganizedCollect, Track, Review • Choose a Scheduling tool – use one calendar • When dealing with tasks, Decide how to proceed • Do it - if under two minutes • Delay it - add to Calendar or Projects or Actions list • Let it go (place in trash, etc.) • Limit collection points: e-mail, lists, phone • Make & use different lists to remind you. • Someday: things you may want to do sometime • Goals and action items lists • Waiting For: you are waiting for others to do • Review your lists regularly, check things off • Write down what is in your memory • TO DO LIST: THINGS ON MY MIND NOW: • _________________________________________________________________________________________________________________________________________________ MIT Human Resources Organization and Employee Development

  8. 4. Maintain Focus on Your Most Important Task • Five ways to remain focused: • Schedule the hardest tasks for your best time of day • Gather materials needed before work • Schedule a meeting with yourself • Work in 30 – 90 minute blocks; group similar activities • Concentrate on the task at hand – jot down distracting ideas on appropriate lists MIT Human Resources Organization and Employee Development

  9. 5. Vision. Use the Power of Your Mind to Achieve Success • Visualize the outcome. Create in your mind detailed images of the successful completion of the project. Focus on this picture or vision. • Affirm the results you desire; plan to succeed • Give your mind some quiet working time • Exercise – take a walk in nature • Stretch - even at your desk • Breathe – learn about deep breathing • Get away from your desk when possible • Create new habits • Rearrange your comfort zone • Do something different that works better MIT Human Resources Organization and Employee Development

  10. CHECKLIST FOR TIME MANAGEMENT • I schedule a regular planning time on my calendar each week. • I write clear goals to help direct my work and my life. • I break down large projects to smaller action steps. • I schedule sufficient time on my calendar to work on tasks. • I use a calendar and lists effectively to track what I am accountable for • I use a few key places to collect new input. • I use a specific system for processing new input. • I take time to rest enough to be fully rested every week. • I take time to relax and do leisure activities I really enjoy. • I laugh a lot. • I regularly review my goals, projects, and actions. • I continuously prioritize work by balancing urgency and importance. • I minimize distractions so I can focus on a single task. • I use techniques to get things done on time (and not procrastinate). • I practice and build strong habits to help achieve success. • I manage my schedule well. MIT Human Resources Organization and Employee Development

  11. Time Management Web Resources • "Time Management" by Randy Pausch, November 2007 http://video.google.com/videoplay?docid=-5784740380335567758 • Video of Randy Pausch professor at Carnegie Mellon University, who is battling metastatic pancreatic cancer • Link to the outline to this talk: http://www.alice.org/Randy/timetalk.htm#Outline • Training at MIT http://web.mit.edu/sapwebss/PS1/training_home.shtml • Place to sign up for MIT trainings, search the catalog for time management or anything that will help your work flow more smoothly. • Goals to Action web site: http://www.goalstoaction.com/ • very helpful and has free videos regarding time management and goals. Must sign up for free newsletter to gain access, but no cost. • http://www.goalstoaction.com/subscribers/ProductivityKit/ETMM3Preview/OETM-M3PKit.html very good flash presentation on 16 secrets to time management • Time Management & Organization website: http://web.mit.edu/uaap/learning/modules/time/savetime.html • MIT’s website for students, but the helpful hints on the time saver page is great for everyone. • Mind Tools website: http://www.mindtools.com/pages/main/newMN_HTE.htm • Great site for time management, brain storming, beating procrastination, etc… • Business Balls website: http://www.businessballs.com/timemanagement.htm • time management skills techniques, free templates and tools, tips and training • Study Guides Website: http://www.studygs.net/timman.htm • Simple guide on time management MIT Human Resources Organization and Employee Development

  12. Upgrade from Post-itsto Web Tools • Plan your work and work your plan – or let web tools work for you. • Doodle Easy Scheduling http://www.doodle.ch/main.html • Doodle helps scheduling meetings and other appointments. Doodle is simple, quick, free and requires no registration. Simply set up a poll, send a link to all participants, watch progress online, and finally choose the most suitable date. Excellent for coordinating schedules of people who use different calendar systems. • Monkey on your back http://monkeyon.com/ • Waiting on someone to do something for you? Send one of our specially trained monkeys to remind them! Monkey On Your Back is your to-do list for things that you want other people to do. Create a monkey for each task you want to delegate to someone else. We'll send that person email reminders about the task, and email you a reminder when the deadline for the task has expired. • Sandy: Personal Assistant http://iwantsandy.com/ • Life moves too fast for your calendar. Hi! I’m Sandy, your new assistant. I'll remember the details so you can focus on what's important. Kick off your morning knowing what's on for the day. Keep your day moving forward with reminders right when you need them. Books to read, people to call, your cousin's birthday — I'll remember it all. Stay organized with everyone in your life — effortlessly. All without leaving your email inbox. • Survey Monkey http://www.surveymonkey.com/ • Survey Monkey is an easy-to-use tool for the creation of online surveys. Its primary strength is its intuitive Web interface, which makes it easy for even non-technical folks to create surveys and export collected data. MIT Human Resources Organization and Employee Development

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