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TIME MANAGEMENT

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by

Jeena Hah

on 31 January 2015

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Transcript of TIME MANAGEMENT

Workshop: Time Management
TOOL 2: PAYOFF VS. TIME
STEP 1. Write your daily "to-do" list
STEP 2. Prioritize into High Payoff & Low Payoff
TOOL 1:
A-B-C, 123
LET'S PRACTICE!
Do a lap around the room
(5 points)
Create something for Jeena to wear, such as a hat or tie

(5 points; Bonus 5 points if she actually wears it)
Find out something unique about each team member
(5 points)
Make a list of every team member's greatest strength
(10 points)
Make a paper airplane and throw it from one end of the room to another
(10 points)
Get everyone in the room to sign a single piece of paper
(5 points)
Count the number of pets owned by your group
(5 points)
Assign a nickname to each team member
(5 points)
Create name cards for each team member's nickname
(5 points; Bonus 5 points if you use your nicknames)
Make a tower
(10 points)
Convince a member of another team to join you
(15 points)
Name your team and come up with a slogan
(5 points for a name; 5 points for a slogan)
Re-create the sounds of the Amazon rainforest with your voice
(10 points)
Make a list of what your team wants out of the workshop
(10 points)
Form a conga line and conga from one end of the room to another
(5 points; bonus 10 points if anyone joins you)
SKILL 2: PRIORITIZE!

1. A-B-C, 123
2. Pay Off vs. Time
3. Matrix
"know thyself...
KNOW
...your
zone
KNOW
...your
kryptonite
KNOW
...your
method
Goal: Maximize efficiency
*
Atmosphere
Music or Silence?
Technology on or off?
Stamina
Short bursts of work
All in one sitting
Motivation
Deadlines? Accountability buddy?
Glory of a job well done
Other Factors
Hours of Sleep
Level of Pressure
Physical Activity
Time of Day
Best = Tough Tasks
Worst = Easy Tasks or Personal Fun!
Mood
Hangry
Stress
step 1: know your zone
to manage thyself."
1. Choose 3 factors:
How do they influence your performance?


2. Action Step: "I will set the stage for stronger time management by...
LET'S PRACTICE!
KNOW YOUR ZONE...
it's about time
Create New Habits
step 2: know your kryptonite
1
2
3
4
Read the Signs
Beware of Your Procrastination Persona
Be Kind to Yourself
Start noticing when you begin to avoid your to-do's
What does it feel like?
How do you avoid your task?
When does it happen?
Set a
goal
for your time

TREAT YOSELF
Studying: I've been doing it wrong.
Feed your belly and mind! #multitasking
That time you were so overwhelmed, you decided to take a nap... #whatistheSATs
hw FAIL
Don't beat yourself up
Get Back On the Horse!
DAILY DOSE OF AFFIRMATION!
JEENa,
know your kryptonite...
LET'S PRACTICE!
1. What's your "Procrastination Persona"?





2. What are the early warning signs that this
persona may appear?

3. Action step... I will reduce my temptation
to procrastinate by...

Napper
Side Tracker
Internet Researcher
Watcher
Cleaner
Social Sharer
List Maker
Panicker
Gamer
Snacker
Delegator
Perpetuator
step 3: know your method
"Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort."

- Paul J. Meyer
Know your method...
SKILL 1: Map It Out!
STEP 1. Identify Your Objective
STEP 2. List Your Tasks
STEP 3. Make a Timeline
STEP 4. Revisit. Revisit. Revisit.
Pro-tips:
Work backwards from deadline
Leave buffer room for risks
Put your map somewhere you will see it
*
KNOW YOUR METHOD...
know your method...
Skill 1: LET'S PRACTICE!
STEP 1: My objective is...

STEP 2: The top 10 tasks I will need to
accomplish are...

STEP 3: The chronological order of these
tasks are...
Create your own map for a project you have to complete this year:
YES, SUCCESS!
know your method...
You've just created a
workplan
to get your project done.

There a difference between a
schedule
and a "to-do" list.
Do NOT mix them.
Three Tools
KNOW YOUR METHOD...
STEP 1. Write a daily "to do" list
STEP 2. Break large tasks into smaller tasks
STEP 3. Prioritize the list into A-B-C
A
B
C
STEP 4. Delegate tasks
STEP 5. Schedule your day, decide when to
do your "A's" first
Urgent AND Important
Ask: "What terrible thing would happen if this didn't get done today?"

It supports personal & professional long-term goals
It is in support of other people
Important BUT NOT Urgent

Depending on time, you can usually bump it up to "A" or drop it down to "C"
NEITHER Important NOR Urgent

Nice thing to do, but not necessary
Pros: Ranking, Flexible

Cons: No limit to what can be on
each column
Protip: Try not to list more than 3
in each group. ABC, 123
*
KNOW YOUR METHOD...
High Payoff
Directly related to goals
Might be unpleasant
Tend to involve risk
Might be difficult
"Can't-be-delegated" important
Low Payoff
Not related to my goals
Comfortable to do
No risk involved
Routine
Noncreative - can delegate to anyone
Trivial
STEP 3. Invest your time on high-return tasks
Pros: Ranking, honest, gives you motivation

Con: May not know likely outcome
TOOL 3: MATRIX
know your method...
STEP 1. Write your daily "to-do" list
STEP 2. Prioritize into quadrant
Quick wins; "low hanging fruit"
Quadrant 1:
DO
Quadrant 2:
PLAN
High payoff but time consuming
Do as quickly and efficiently as possible
Quadrant 3:
DELEGATE
Extra work to be done in spare time
Quadrant 4:
DUMP
Critical
Important
Interruptions
Distractions
Takes time away from other tasks
Pros:
Helps give you confidence
to get rid of lesser value tasks

Con:
Low-end tasks can get stuck there
Pro-tip:
Make quadrants w post-it's on
8x11 paper
*
KNOW YOUR METHOD...
TIME MANAGEMENT TIPS
Set deadlines!
Find an "accountabilibuddy"
Keep your daily plan next to you, visible at all times
Experiment with tools to find your best fit
Allow your system to evolve
final words: stay balanced
1/3 of your life will include work, enjoy it!

Include a "to-fun" list

Keep personal time sacred

Step back before you burn out
Created by Jeena Hah
Adapted from Katy Allen

Break it down
Workshop Goals

Step 1: Know Your Zone
Let’s Practice

Step 2: Know Your Kryptonite
Let’s Practice

Step 3: Know Your Method
Skill 1: Map It Out
Let’s Practice
Skill 2: Prioritize
Let’s Practice

Tips & Thoughts
Full transcript