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1、Time Management:Handling Multiple Priorities This course will help you:nUnderstand myths about time managementnIdentify your personal attitudes toward time managementnDiscuss key steps in planning/prioritizingnRecognize internal/external time wastersnUtilize time management tools such as“to do”lists
2、 and time diariesThe PresentYesterday is History.Tomorrows a Mystery.But Today is a Gift.Thats Why They Call itnTime is a Non-renewable resource.Once its gone,it is gone.Youll never see this moment again.nControl your time=control your life.Time,time,timenWe have many sayings about time and they mak
3、e good points:nTime is money-it is a valuable resourcenThere never enough time to do a job right,but always time to do it over-we should not rush through our work at the risk of errornIf you want time,you must make time-we need to allocate time according to our prioritiesnA job will fill all of the
4、time allocated for it-poor planning and procrastination are time wastersnHave the time of your life-good time management will allow you to fulfill your personal/professional goals86,400nEach day your bank deposits$86,400 in your checking account.nTheres just one catch.nYou have to spend it all in on
5、e day.nYou cant carry over any money to the next day.nWhat would you do?Every second countsnSpend every second in an efficient and effective way.nIf you fail to use the days deposits,the loss is yours.nWe all have time to either spend or waste and it is our decision what to do with it.But once passe
6、d,it is gone forever(Bruce Lee).Realize the Value of:nONE YEAR,ask a student who failed a grade.nONE MONTH,ask a mother who gave birth to a premature baby.nONE WEEK,ask the editor of a weekly newspaper.nONE DAY,ask a daily wage laborer with kids to feed.nONE HOUR,ask the lovers who are waiting to me
7、et.nONE MINUTE,ask a person who missed the train.nONE SECOND,ask a person who just avoided an accident.nONE MILLISECOND,ask the person who won a silver medal in the Olympics.Myths of time managementnWith better time management,you can find new time during the day.Everyone is limited to only 24 hours
8、 each day.nEffective time management is the same for everyone.Time management is unique for each person because each person has different priorities and goals.nActivity is good in itself.Being busy is not the same as being effective,if time is spent on low priorities.Myths of time managementnTime ma
9、nagement is a complex subject.The basic process has only five major steps.nOnce you learn the basics of time management you automatically make better use of your time.You have to actually use time management techniques consistently.nGood time managers are born not made.Some people seem to be more na
10、turally organized,but everyone can learn to manage his/her time.Time management process1.Set your own priorities1.Personal2.professional2.Determine your goals for each priority3.Plan the steps for goal attainment4.Allocate time appropriately for each step5.Use time management tools/techniquesStep 1:
11、Set prioritiesnAre you unsure what is important to you?Think about what you would do if you only had one more year to livenYou cant do everything:nThink about what you would like to accomplishnThink about what regrets you might have for not accomplishing somethingStep 2:Set goals for each prioritynS
12、pecificnMeasurablenAchievablenRelevantnTimelyStep 3:Plan for goal attainmentPlanning is bringing the future into the present so you can do something about it now.Alan Lakein,time management“guru”Obstacles to planning worknUnfortunately we often encounter a number of obstacles in planning our work:nO
13、thers plans and prioritiesnLack of solid planning skills nTime required for good planningnPressure of other worknAbsences of examples,if the project is newnTime wasters such as procrastinationnInterruptionsTry to anticipate obstacles,so you can work around them before they become problems.Poor plann
14、ing consequencesnDespite obstacles we should make planning a priority to avoid:nDecreased productivity nDissatisfaction among coworkersnMisunderstandings and confusionnPressure from othersnPoor work quality,accidents,errorsnWasted time/resourcesPlanning,the starting pointnFor all major tasks you sho
15、uld consider:nWhy is the job necessary?Whats its purpose?nWhat goals do you want to achieve?nWhen is best time of day or schedule to do it?nWhere is the best location to do it?nWho would produce best results?Is training needed?nHow should it be done(traditional/innovative)?nWe can make more efficien
16、t use of our time by scheduling certain activities at certain time of the day.Step 4:Plan to allocate timenVisualize the end result:your goalnEstimate the time requirednBreak the whole into piecesnDevelop a schedulenCheck your progress against your time estimatenRefine the schedule if needednAnticip
17、ate/allow for possible problemsStep 5:Time management tools and techniquesnUse“to do”lists for planningnCreate a time diary to track where your time actually goes nBecome aware of your external and internal timewasters and avoid themnPulverize paperworkUse a planner effectivelynComputer,PDA,Diaryetc
18、.nSelect the one youll carry with.nKeep all of your calendars on one system.nAt the beginning,record project due dates,report deadlineetc.nHave a place to store notes.Eliminating“floating”paper.nUse pencil because schedules change.nKeep it handy.nEncourage group use of Groupwise.The“to do”list:a pow
19、er toolnUse it as a master planning toolnUse annual,monthly,weekly versionsnStatistics prove youll be more productivenIts a visual schedulenIt acts as remindernIt gives directionnYou get satisfaction when items are crossed offGet things donenAllow for emergencies,dont overbooknSchedule the most chal
20、lenging tasks when you are most alertnKeep your goals in mind.Focus and dont give up.nEvaluate your priorities continuously during the day and always work on the most important task firstSetting prioritiesnPrioritizing is identifying the appropriate value and order of events.n80/20 RulenIn any list
21、of tasks,80%of the importance lies in 20%of the list.nImportant v.s.urgentnIs the tall full?nPut the big rocks in first!nThere is always rooms for more.ABC systemnDecisions,decisions,decisions.nBreak overall goals down into manageable activities.nList the activities in priority order.nLabel the high
22、 priority activities A,lower priorities B,low priorities C.nDo the As first!Conquer procrastinationnFear of success and failure.nDivide a lengthy task into smaller,shorter parts.nSet a deadline.nDo the most unpleasant part first.nPacing:running with someone ahead.nDevelop a conditioned response to t
23、he tasks.nMake a game of it.nBuild in rewards.External time wastersnBe aware of ways others or the environment waste your time:nInterruptions,especially email nOffice socializingnToo many meetingsnUnscheduled visitorsnPoor work environmentnUnclear goalsnTrying to get others cooperationnBureaucratic“
24、red tape”nOthers you can think of _Internal time wastersnBe aware of ways in which you waste your own time:nProcrastinationnLack of planningnLack of prioritiesnIndecisionnSlow reading skillsnPhysical or mental exhaustionnNot being able to say“no”nMessy work areasnLow motivationnOthers you can think
25、of _TOSS paperwork/emailnTrim remove yourself from excess email,mail,memo,newsletter,and magazine routings nOutsource immediately throw it away,pass it on,put it in a tickler file,delegate.nSave file things you must save immediately.Regularly compress and purge paper and electronic files.80%of what
26、you keep,youll never use again!nStart Do it now.Set aside time daily to handle email and paperwork,then junk it,handle it,answer it,file it as you work through the pile Summary(I)nTime is ultimately the most precious commodity and the most valuable resource.nThe key to managing time is event control
27、.Summary(II)nDevelop balanced personal and professional priorities.nFind and use a great calendar.nDevelop plans annual,monthly,weekly.nNote all deadline on your plans.nMake a“to do”list daily.nPrioritize and reprioritize your daily list.nWork on your top priorities first.nEffectively dealing with other people.nConfront your own indecision and delay.nKeep focused on and get end results.