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Managing Your Time

Managing Your Time. Presented by Katherine Ward. Time. Dimension of change Medium used to accomplish goals Your most precious resource. Time Management. Guidelines to structure time Efficiency. Getting Started. Establish goals Set priorities Develop a plan. Establishing Goals.

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Managing Your Time

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  1. Managing Your Time Presented by Katherine Ward

  2. Time • Dimension of change • Medium used to accomplish goals • Your most precious resource

  3. Time Management • Guidelines to structure time • Efficiency

  4. Getting Started • Establish goals • Set priorities • Develop a plan

  5. Establishing Goals • Achievable • Measurable • Time-limited • Written • Flexible

  6. Take a Moment… Long-Range Goals to Interim Goals • Long-range goal: • 2-year goal: • 1-year goal: • 6-month goal: • This week: • Today:

  7. Set Priorities • Things that are important • Prioritize goals • Stick to priorities But remember that sometimes priorities may change.

  8. Use daily time log Outline how to achieve goal Establish a deadline Don’t use planning as an excuse to avoid getting started Develop a Plan of Action

  9. Log Daily Time Log Name: Date: Daily Goals: Deadline: (1)__________________ ________ (2)__________________ ________ (3)__________________ ________ Priority: 1 -Important &Urgent; 2 -Important or Urgent; 3 -Routine Detail; 4 -Trivial Time Activity Time Used Priority Comment/Disposition ___ _______ _____ ____ ______________ ___ _______ _____ ____ ______________

  10. Time at the Office Timewasters • Meetings • Telephone • Interruptions • Idle time • Disorganization

  11. Office Meetings • Organize before • Prepare agenda Ask for input before the meeting, then add it to the agenda • Who is invited • Follow agenda • Provide minutes • No unnecessary meetings

  12. Telephone Calls • Organize your thoughts in advance • Get to the point; limit conversation • Organize calls by priority • Keep a written record with salient details

  13. Interruptions • Avoid them Be unavailable • Hold all telephone calls • Close your door • Handle drop-in visitors

  14. Productive time • Turn idle time into productive time A planned mental health moment can cut down on unproductive idle time • Planning saves execution time • Make next day’s plan at end of day • Not planning wastes time If you don’t plan how to spend your time, you are planning to waste time. • Planning invests time

  15. Personal Action Plan • Rank timewasters 1-15 • Identify top 3 • Eliminate top 3 timewasters in 3 weeks • Eliminate next 3 in following 3 weeks • 4 months = 15 timewasters

  16. Organizing Tips • Evaluate your office • Manage time • Get rid of paper pileup • Allow daily organizing time • Establish a place for everything, and a routine for everything

  17. Deadlines Avoid overlapping deadlines, if possible Deadline Crisis • Extend the deadline • Admit fault • Negotiate new deadline

  18. Use lists Maintain a calendar Set goals Build relationships Do worst first Eliminate timewasters Take control Organize Useright equipment Say “No” Delegate Just do it 12 Tips

  19. Resources Getting Things Done. Kristine C. Brewer. National Press Publications, Inc. 1991. Investing Time for Maximum Return. Melody Mackenzie & Dr. Alec Mackenzie. American Media Publishing. 1997.

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