TIME MANAGEMENT

What About it Causes Stress &

Strategies to Fix It

PRESENTED BY:

Cara Grassie, President

Cara A. Grassie Communications, Inc.

Be a Difference Maker

http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=U

Lv7aWEKn_RKk&index=18

Introduction

• Service driven offices often have

challenging demands on staffs’ time

• Do you have days when you are

overwhelmed by your daily to-do list &

can’t complete the necessary tasks?

• How often does this happen?

• By managing time wisely you can reduce

your general stress level and positively

impact your health

Agenda

• Define areas where time stressors build

• Share strategies to avoid these stressors

• Open discussion

• Tips to reduce the stress of time

management

Vocabulary • Stress (noun)

− the physical pressure, pull, or other force exerted on one

thing by another; strain

− physical, mental, or emotional strain or tension

• Time (noun)

− the system of those sequential relations that any event has to

any other, as past, present, or future; indefinite and

continuous duration regarded as that in which events succeed

one another

− a limited period or interval, as between two successive events

• Manage (verb)

− to handle, direct, govern, or control in action or use

Reference: http://dictionary.reference.com/

Time is Fixed – How We Use it Is Not

• There are seven days in a week

• 28-31 days in a month, depending on the year

and month, and

• Approximately 365.24 days in a year. http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPdrrlho

• 1 day= 86,400 seconds

• 1 week=604,800 seconds

• 1month=2,629,743.83 seconds

• 1 year=31,556,926 seconds http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1IPdaq9br

Exercise – Part 1

• Take a moment to think about ALL your tasks

during your day

• Write down on a sheet of paper:

− things you do on a daily basis aside from tasks you

are supposed to carry out as part of your job

− i.e. classes, tea/coffee breaks, social media, etc.

• Scribble on different parts of the sheet rather

than making a list

Exercise – Part II

• Now start tearing off bits of paper each

containing one “time waster”

• What is left of the paper after tearing

off all the “time wasters” is the actual

time to carry out your tasks

Exercise – Part III

• How does that make you feel?

• Which of the slips of paper on the table

are your worst time bandits?

• Why?

• What are some possible solutions?

Tips to Reduce Time Management Stress

• What are these areas?

• Incorporate one of these strategies for 2-4

weeks

• Does it work?

• No?

• Try another

Prioritize

10 min.

Say No

Time

Delegate

Sleep, Diet, Exercise

Plan

Quality

(Mayo Clinic, 2008)

Simple Stress Test

• Hand out

• Stress Test Scores

1. you could be stressed

2. you are probably stressed

3. you are almost certainly stressed

4. or more - you are definitely stressed

NOTE: If you score high in this simple test you should seek help. It's a simple

test which for some people will be a bit of fun. If it's not fun for you

do something about it.

Effective Time Management

• By managing your time more wisely, you

can minimize stress and improve your

quality of life.

• How do you stay on track when

organizational skills don't come

naturally?

PLAN each day

• Accomplish more, feel more control of

your life

• Write a to-do list, putting the most

important tasks at the top

• Keep a schedule of daily activities

• One project on your desk at a time

(Mayo Clinic, 2008)

PRIORITIZE your tasks

• Spend time on what’s important

• Time-consuming, but relatively

unimportant, tasks can consume your

day

• Block out time on your calendar for big

projects

• Close your door, turn off your phone,

pager and e-mail

(Mayo Clinic, 2008)

Say NO to nonessential tasks.

• Consider your goals and schedule before

agreeing to take on additional work

• DELEGATE

− Take a look at your to-do list and consider

what you can pass on to someone else

− Be thoughtful in what you delegate and who

you delegate it to

(Mayo Clinic, 2008)

QUALITY over Quantity

• Take the time needed to do a quality job

• There’s never time to do it right – But

there’s always time to do it over

• Break large, time-consuming tasks into

smaller tasks

(Mayo Clinic, 2008)

10 MINUTE Rule

• Commit to giving 10 minutes to the

projects you don’t want to start

• That’s usually enough to get interested

in a project

• You may find you can finish it

(Mayo Clinic, 2008)

Where is your TIME spent?

• Log everything you do for three days to

determine how you're spending your

time

• Look for time that can be used more

wisely and free up time to exercise or

spend with family or friends

(Mayo Clinic, 2008)

Pay Attention to Your Health

• Simple steps lead to great strides

− Get plenty of sleep, have a healthy diet and

exercise regularly

− A healthy lifestyle helps improve your

efficiency

• When you need a break, take one.

− Take your lunch away from your desk

− Take a walk

− Do some quick stretches at your

workstation.

(Mayo Clinic, 2008)

Summary

• Know where your “time bandits” are

lurking

• Once identified apply one or more of the

strategies to take the knock them out of

your day

• Be assertive and mindful of your

personal needs

STAY FOCUSED

http://www.youtube.com/watch?v=8-

EpuP8p870&feature=related

References

Answers.com. (2011). How many days in a week month and year? Retrieved from:

http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPfyfAn6

Answers.com. (2011). How many seconds are in a day a week a month and a year? Retrieved from:

http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1I

PgFShrs

Be a Difference Maker. YouTube. 12 Jan. 2011.

http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=ULv7aWEKn_RKk&index=18

Chapman, A. (2006). The “Poor Workplace Health”. Retrieved from

http://www.businessballs.com/stressmanagement.htm#stress%20test%20questions

Dictionary.com, LLC. (2011). Retrieved from http://dictionary.reference.com/

Hicks, T., & Miller, E. (2006). College Life Styles, Life Stressors and Health Status: Differences along

Gender Lines. Journal of College Admission, (192), 22-29. Retrieved from http://www.nacacnet.org

Mayo Clinic. (2009). Being assertive: Reduce stress, communicate better. Retrieved from

http://www.mayoclinic.com/health/assertive/SR00042/METHOD=print#

Mayo Clinic. (2008). Time management: Tips to reduce stress and improve productivity. Retrieved from

http://www.mayoclinic.com/health/time-management/WL00048/METHOD=print

Slater, R. (2006). Time Bandits. Retrieved from http://www.trainingzone.co.uk/item/149676

Stay Focused. YouTube. 26 Aug. 2007. http://www.youtube.com/watch?v=8-EpuP8p870&feature=related