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Copy of Time Management

Changing the way you THINK of Time!

Diana Bonilla

on 7 November 2013

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Transcript of Copy of Time Management

Today's Objectives
Will be able to PLAN & PRIORITIZE
Create a SMART goal
Will be able to effectively DELEGATE
Know how to use Microsoft Outlook as a time management tool
Time management is about more than just managing our time; it is about managing ourselves in relation to time.
It is about setting priorities and taking charge.
It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time.
Time management skills include personal motivation, delegation skills, and organization tools.
It means changing habits or activities that cause us to waste time.
What activities or habits cause YOU to waste time?
States that 80% of your results come from only 20% of your actions.
Are you focusing in on the 20% of activities that produce 80% of the results in your life?
Change the way you THINK of Time!
80/20 Rule
What I want to change is....
Positive, Personal, Possible
Urgent & Important
Plan & Prioritize
Important, but not Urgent
but Not Important
Not Urgent & Not Important
Time wasters
Plan like a Pilot
Chunk, Block and Tackle
Prioritize like a Nurse
The Glass Jar
Tackling Procrastination
Procrastination means delaying a task (or even several tasks) that should be a priority.
The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life is a hallmark of the most successful people out there.
Delegate to Motivate
How to Delegate
You need a 5:1 ratio of compliment to criticism.
Start asking more often
sign of being an active learner vs. a passive learner.
If something is important, be silent to let it sink in and be able to take good notes using the Cornell Note taking method.
When communicating take the word "but" out to help build intrinsic motivation.
Why we do things
Set CLEAR expectations
how it should be done
when/where it should be completed
what does "quality" look like
When work is delivered back to you, set aside time to review it:
only turn in quality completed work
if needed, repeat expectations and to complete the work
The Learning Loop
Pick at least 1 task from your list you can delegate.
Few people look forward to getting laundry list of things, and with good reason. Too many tasks shows a lack purpose and structure.
First Step: Decide if all of the items on your to do list needs to be done today.
Using the P.A.T. Approach
PURPOSE: What is the purpose of the this taks? Example: “This task is to review the new material presented in lecture.”

AGENDA: This is the backbone of your list of tasks your to do list. It should be created well in advance , and be used during the completion of tasks to keep things on track.

TIME FRAME: How long will these tasks take? Make sure you include breaks, or divide it into two or more sessions.
How do you ensure the your to do list was worthwhile?
Setting a Ritual
Rituals can actually help increase the spontaneity and fun in your life.

Because routine tasks are already planned for, you have more energy to spend on the tasks that will bring you closer to your goals and bring more joy to your life.
The best executive is the one who has sense enough to pick good men/women to do what he wants done, and self-restraint enough to keep from meddling with them while they do it.
Theodore Roosevelt
Time Management
Time is free, but it's priceless. You can't own it, but you can use it. You can't keep it, but you can spend it. Once you're lost it, you can never get it back.
Harvey MacKay
Dealing with E-Mail
DO: If a task can be completed in two minutes or less, do it immediately
DELETE: If the material is trash or junk, delete it! If it's something that you might use later on, file it and move on.
DEFER: If the task is one that can't be completed quickly and is not high priority item.
DELEGATE: If a task is not yours to do, then delegate it.
The 4 D's
Microsoft Outlook is more than email, it's a Personal Information Manager (PIM)
Start you day with your calendar NOT your inbox
It is easier to prioritize when you have a picture of your day.
Action E-Mail ASAP: Drag the email to CALENDAR/TASKS/CONTACTS folder located on the lower left hand side of the screen or the TO-DO BAR.
Categorize your priorities:
high priority
medium priority
leave for later
Why do we procrastinate?
9 Ways to Overcome Procrastination
delete it
do it now
ask for advice
chop it up
obey the 15 minute rule
have clear deadlines
give yourself a reward
Plan like a Pilot
Prioritize like a Nurse
Delegate to Motivate
Ensure meetings have a Purpose, To-Do- List, and Time Frame
Use available tools to keep you organized
What I Want to Change is...
Think about the tasks you do each day:
what can be 'chunked' together?
set aside time to complete the tasks
“He who every morning plans the transactions of that day and follows that plan carries a thread that will guide him through the labyrinth of the most busy life.”
― Victor Hugo
Create Time Boundaries: do the hardest 50% first!
Prioritize Using Microsoft Outlook
Look at the first question "What I what to change is..."
What TIME MANAGEMENT change are you going to make to complete that goal?
Full transcript