Time Management

Objective

To utilize the resources and information offered to enhance our time management skills so that we can be more productive and efficient in our

roles

Agenda

• What is Time Management?• Benefits of Time Management • What Can Make Time Management

Challenging? • Basic Principles of Effective Time Management• Tips• Time Management Resources

Activity

Please write the definition of

TIME MANAGEMENT

What is Time Management?

Is the act or process of planning and exercising conscious control over the

amount of time spent on specific activities, especially to increase

effectiveness, efficiency or productivity.

• Increases productivity • Increases performance• Enhances organization• Achieve goals quicker• Accountability • Teamwork• Enhances customer service • Less stress

Benefits of Time Management

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• Messy/cluttered desk

• Can’t find things

• Missed appointments, late appointments and/or unprepared for meetings

• Volunteer to do things other people should do

• Tired/unable to concentrate

Signs of Time Wasting

Does this look like your desk?

Time Wasting Culprits

• Interruptions (telephone/in person)• Inefficient delegation• Extended breaks• Cluttered work space • Poorly run meetings• Socializing on the job • Miscommunication/lack of communication • Poor planning

What Makes Time Management Challenging?

• Spontaneous tasks• Unpredictable customer service needs• Missed appointments• Procrastination• Distractions• No specific “To Do” list • What else?

“

Basic Principles of Effective of Time Management

• Build a Foundation• Proper Preparation• Prioritize • Be Realistic• Stay on Task• Create Systems• Delegation• Teamwork• Stay Balanced

Build a Foundation

• Focus on being both effective and efficient in your role

• Get motivated-what motivates you to achieve success?

• Know your strengths/areas for focus• Schedule thinking/planning time each day • Write down goals for the day/week/month

Proper Preparation

• Arrive early• Prioritize your goals• Get a planner/utilize Outlook Calendars• Gather resources needed for the day• Chose and maintain a positive attitude

Proper. Preparation .Prevents. Poor .Performance!

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Planning

• Failing to plan is planning to fail

• Plan your tasks for each day, each week, each month, each quarter

• You can always change your plan, but only once you have one!

Prioritize

• Create a prioritized to do list • Access the value of the task• Access the length of time the task will take to

complete• Be realistic about your bandwidth• Be flexible • Create efficient systems to manage time

effectively

Be Realistic

• Don’t over/under estimate time• Make a list at the end of the day of what you would

like to accomplish tomorrow• Be flexible as priorities may change• Give yourself obtainable deadlines• Make smart decisions daily • Make every minute count

Stay on Task

• Constantly re-prioritize• Make good use of down time• Schedule reminders in Outlook • Don’t react immediately • Avoid over excess of breaks• Get in the habit of setting time frames for tasks• Don’t waste time waiting• Access progress of goals (Sonar 6/CSB)

• Implement systems that assist you in reducing the amount of time you spend on a task

• Create systems that allow you to obtain the greatest value from a task

• Consistency look for ways to improve processes

• Use your time management resources

Create Systems/ Processes

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Avoiding Procrastination

• Create a detailed time line with specific deadlines

• Break your work into little steps

• Don’t overcomplicate things

• Re-clarify goals

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Delegation is not dumping

You can accomplish a lot more with help…

•Grant authority with responsibility

•Treat your teammates well

•Focus on developing team member, not dumping tasks on them

Teamwork

• Define tasks that can be completed as a team

• Collaborate• Delegate• Have weekly team huddles• Assist each other in accomplishing

goals

“Teamwork divides the task and doubles the success.”

Stay Balanced

• Accept personal responsibility for tasks• Communicate effectively• Maintain a positive attitude• Manage stress• Ask for help if needed• Do your most important work(detailed) during the

time of day you have the most energy and time• Be consistent

Tips• Take time to plan• Start on important tasks immediately• Create long term/short term to do lists• Prioritize based on value/length of time to complete• Reduce meeting times • Learn how to say ‘no”• Clarify your goals and achieve them• Recognize signs of disorganization• Be involved in better delegation• Learn specific skills and tools to save you time• Overcome stress and procrastination

Time Management Resources

• Top 10 of Time Management• Prioritized To Do List• Goal Planning • Microsoft Outlook• Time Log• Time Manager

Quotes

The key is in not spending time, but in investing it.

Stephen R. Covey

Believe that time is going to help you do what you want.

- William Morris Hunt

Thank You!