york college of pennsylvania time management steve jacob, associate professor of sociology...

York College of Pennsylvania

Time Management

Steve Jacob, Associate Professor of Sociology

Department of Behavioral Sciences


Pre-Workshop Assessment

Yes

Sometimes No

I have a system for preventing interruptions

I am careful not to interrupt others

I screen my telephone calls and take only the important ones

I set aside a block of time for taking my calls

I set deadlines for myself to complete projects

Co-workers arrange meeting times with me in advance

I file, discard, or take immediate action on incoming paperwork

I pre-plan what I want to accomplish in meetings

I handle matters by telephone or in person rather than in writing, if possible

I put work out of my mind when away from the office (except for emergencies)

I summarize decisions made/responsibilities assigned at the end of meetings

I prevent unneeded information and publications from being sent to me

I delegate authority, responsibility, and challenging as well as routine jobs

I set priorities for my tasks which are connected with my long-term goals

I do the most important tasks during my peak energy times

I have a clear idea of what I want to accomplish for the up-coming week

I am able to establish new habits that will make me more effective

I have a clearly defined, written set of lifetime goalsChange Dynamics, Copyright, 1999


“One always has enough time, if one will apply it well.” Johann Wolfgang

von Goethe

1747-1832

German poet and dramatist8


Time Management Techniques

• People who use these techniques routinely are the highest achievers

• If you use these skills well, then you will be able to function effectively, even under intense pressure

• They help you to get the most out of the limited time you have.


Time Management Techniques

• At the heart of time management is an important shift in focus: – Concentrate on results, not on being busy

• Many people spend their days in a frenzy of activity, but achieve very little because they are not concentrating on the right things.


The 80:20 Rule

• This is neatly summed up in the Pareto Principle, or the "80:20 Rule“

• Typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.

• While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-linear returns recurs so frequently as to be the norm in many areas.


Workshop Goals

To identify your ________________ time management skills

To identify __________________ to effective time utilization

To identify __________________________ that will increase effective time utilization

“Time meanwhile flies, never to return.” -Virgil

current

obstacles

skills and strategies


Beliefs About Time

• If we work ______________, we will have more ______________.

• If we work ______________, we can get more ______________.

• We have enough _____________ to do all we want to do.

• We can ________________ time just as we manage any other ___________________.

fastertime

longerdone

time

manageresource


Beliefs About Time

• An _______________ in problems and mistakes is often a result of working faster.

• __________________ is often lost when working longer.

• There is _____________ enough time to do everything.

• Time ____________ at the same rate no matter who you are or what you are doing.

increase

Perspective

never

moves


Time Assumptions Exercise

True False Time Assumptions

My job does not involve repetitive patterns.

No one ever has enough time.

The longer I think about an issue, the better the quality of my decisions.

Time management means doing more in less time.

There are many ways to save time.

I cannot establish priorities because I must respond whenever people come to me with problems.

Delegation frees up time and relieves me of responsibility.

Finding quiet time to spend on planning is usually impossible.

I can solve my time problems by working harder.

Day-to-day activities do not need to be planned.

If I schedule my time, I will miss out on opportunities.

People who are the most active, get the most done.

The harder I work, the more I can get done.

Change Dynamics, Copyright 1999


Time Facts• Is a ________________

• Is _____________

• Can be ______________

• ____________ be saved

• Is _________________ distributed

• Is your ____________

• Is a ________________

• Can not be ____________________

constant

free

spentCan’t

equitably

own

resourcemanaged


Why is time (self) management important?

• ________________ a balance between work, relaxation, and family time

• Accomplish _______________ items• Gain a sense of ______________________• Reduce stress by not ________________

time on unimportant things• Have time for _________________ activities,

without feeling guilty

Maintain

priority

accomplishment

wasting

non-work


Making the right choices about how you will use

your time is more important than doing

efficiently whatever job happens to be around.


What are some symptoms of ineffective time management?

__________________ interrupting others or being interrupted

______________ to adequately delegate

_________________ that leads to delays

________________ telephone time

________________ lack of achievement

Frequently

Failure

Indecisiveness

Excessive

Noticeable


What are some symptoms of ineffective time management?

Missing _______________

Being ___________ for appointments

______________ taking work home

People _______________ your meetings because they are viewed as “a waste of time”

deadlines

late

Frequently

leaving


Time Related Behaviors

Agree Disagree Time BehaviorsI do tasks I enjoy before doing things I do not enjoy.

I respond to demands from others before addressing personal demands.

I do easier tasks before doing more difficult tasks.

I do urgent tasks before doing tasks that are important.

I do scheduled tasks before doing unscheduled tasks.

I do interesting things before doing uninteresting things.

I do tasks that provide the most immediate closure first.

I decide to do next based on who wants it done.

I wait until deadlines approach before really getting moving.

I do tasks requiring less time before I do tasks that require a lot of time.

Change Dynamics, Copyright 1999


What are some things that waste or rob us of effective/efficient use of time?

Time robber/waster Internal External

Telephone Calls

Meetings

Visitors

Socializing

Red Tape

Poor communications

Lack of relevant skills

Failure to delegate

Crisis management

Procrastination

Unclear goals/objectives

Failure to plan


Activity Logs - Finding Out How You Really Spend Your Time

• Activity logs help you to analyze how you actually spend your time

• The first time you use an activity log you may be shocked to see the amount of time that you waste!

• Memory is a very poor guide when it comes to this– it is too easy to forget time spent reading junk mail,

talking to colleagues, making coffee, eating lunch, etc


Activity Logs - Finding Out How You Really Spend Your Time

• You may also be unaware that your energy levels may vary through the day– most people function at different levels of effectiveness

at different times– Your effectiveness may vary depending on the amount

of sugar in your blood, the length of time since you last took a break, routine distractions, stress, discomfort, or a range of other factors

• There is also some good evidence that you have daily rhythms of alertness and energy.


Keeping an Activity Log

• Keeping an Activity Log for several days helps you to understand how you spend your time, and when you perform at your best– Without modifying your behavior any further than you

have to, note down the things you do as you do them– Every time you change activities, whether opening

mail, working, making coffee, gossiping with colleagues or whatever, note down the time of the change.

• As well as recording activities, note how you feel, whether alert, flat, tired, energetic, etc.


Learning from Your Log

• Once you have logged your time for a few days, analyze the log– You may be alarmed to see the length of time you spend

doing low value jobs!

• You may also see that you are energetic in some parts of the day, and flat in other parts– A lot of this can depend on the rest breaks you take, the

times and amounts you eat, and quality of your nutrition.

• The activity log gives you some basis for experimenting with these variables.


Procrastination• What is procrastination?

• __________________________________________• __________________________________________

• Why do we do it?• ________________ of failure/success• ___________________ behavior

• How can we overcome it?• ___________________ change• ___________________ sheet• ___________________ technique

To postpone or delay needlesslyTo choose immediate satisfaction

FearIngrained

HabitBalance

“Salami”


Characteristics of Good GoalsAll properly established goals, whether organizational, professional or personal, possess certain essential characteristics. Therefore every employee should test the goals of their organization, responsibility area and own life against

these criteria. •_______________•_______________•Effectively _____________________•_________________ regarding time•_________________

Written

Measurable

communicated

Specific

Consistent


Characteristics of Good Goals

• Set by ________________ responsible for attainment

• Approved by appropriate _______________

• ________________ yet ________________

• ________________ yet ________________

• Set __________ in key performance areas

• ________________ components

person

manager

Challenging realistic

Rigid flexible

only

Quarterly


Goal Worksheet

• Write a goal, either business or personal, that you plan to achieve within the next twelve months.

___________________________________

___________________________________

“If you do not know where you’re heading, you’re likely to end up somewhere else.” -Yogi Berra


Understanding How to be Excellent at Your Job

• One excellent way of ensuring that you concentrate on the right things is to agree them with your employer!

• You should ask the following questions:– What is the purpose of the job?

• If possible, express this in a single sentence starting with the word 'To'

• What are the measures of success?– Work out how your employer will decide whether you are

good at your job or not– Find out what the key targets to be achieved are, and how

achievement will be measured.



• What is exceptional performance?– Find out what this is considered to be, and work out

how to achieve it.

• What are the priorities and deadlines?– You need to know this so that when you are overloaded

with work, you know what to focus on.

• What resources are available?– This ensures that you are using all the tools at your

command.



• What costs are acceptable?– This lets you know the boundaries within which you can

move.

• How does this relate to other people?– What is the broader picture within which you have to

work?

• If you have answers to these questions, you will know where to focus. – If you know what exceptional performance is, you can plan

to achieve it using all the resources you have available

•


The Importance of Planning

• Why don’t we plan?• No ____________________ sense of

completion or closure• Never ____________________________ to

plan• Not in the _________________• Don’t see the ________________

immediate

enough time

habit

results

“Every long-term plan should have short-term steps. Yard-by-yard, life is hard; but inch-by-inch, it’s a cinch.” -Robert Schuler



• Five planning questions• _________________ has to done?• _________________ does it have to be done?• _________________ should do it?• _________________ is its priority?• _________________ much time is needed?

What

WhenWho

What

How



• What kind of plans should I do?• ____________________• ____________________• ____________________• ____________________

• __________ should I plan?

• __________ should be included in the plan?

YearlyMonthlyWeeklyDaily

When

What



• How do I establish priorities?• __________________ time needed• __________________ time available• _________ task importance (Lakein system)

» “A” priorities» “B” priorities» “C” priorities

“Time is the scarcest resource we have, unless it is managed, nothing else can be managed.” -Peter Drucker

EstimateConsider

Rank


Weekly Plan Worksheet

• List monthly/quarterly goals/projects

• List activities required to accomplish goals/projects• Assign ______________

• Identify ____________ required

• What day does the task need to be ________________?

• What if I have scheduled too much?• ______________ plan

• ______________

• ______________

• Work extra

priority

timecompleted

Revise

Delegate

Reschedule


Daily Plan Worksheet

• ____________ should I complete my daily plan?• Identify what portions of your ___________ plan

you want to achieve?• _______________• Identify specific _________ needed to

accomplish activity• Estimate __________ needed to complete

activity

When

weekly

Prioritize

steps

time


Good Time Management Habits

• ________________ similar tasks

• ________________

• Tackle tough jobs _____________

• ________________

• Use ____________ time

• Avoid the ________________ desk

• Get started ________________ on important tasks

Consolidate

Prioritize

first

Delegate

idle

cluttered

immediately


Good Time Management Habits

• ______________ meeting time• Learn to say __________• Avoid the ___________________ policy• Optimize your ______________ time• ____________________ paperwork• Keep a written ___________

“Time is on my side, yes it is.” -Mick Jagger

Reduce

no

“open door”

“prime”

Streamline

log


To Do List Tips

1. List everything you need to do today - in order of priority.

2. Make time for important things, not just urgent ones.

3. Write your goals. Then write the steps to your goals.

4. Set a starting time as well as a deadline for all projects

5. Slice up big projects into bite-size pieces. (This is the salami technique.)


To Do List Tips

6. If you run out of steam on one project, switch to another.

7. Say no to new projects when you're already overloaded.

8. Trim low-payoff activities from your schedule.

9. For each piece of paper that crosses your desk: act on it, file it, or toss it.


Student Time Management Tips

• As a student, there are some basic Principles of Time Management that you can apply.

• Identify "Best Time" for Studying: – everyone has high and low periods of attention

and concentration

– Are you a "morning person" or a "night person".

– Use your power times to study; use the down times for routines such as laundry and errands.



• Study Difficult Subjects First: When you are fresh, you can process information more quickly and save time as a result.

• Use Distributed Learning and Practice: – - Study in shorter time blocks with short

breaks between– - This keeps you from getting fatigued

and "wasting time." – - This type of studying is efficient

because while you are taking a break, the brain is still processing the information.



• Make Sure the Surroundings are Conducive to Studying: – This will allow you to reduce

distractions which can "waste time." • If there are times in the residence halls or

your apartment when you know there will be noise and commotion, use that time for mindless tasks.



• Make Room for Entertainment and Relaxation: – College is more than studying. You

need to have a social life, yet, you need to have a balance in your life.



• Make Sure you Have Time to Sleep and Eat Properly: – Sleep is often an activity (or lack of activity)

that students use as their time management "bank.“

– When they need a few extra hours for studying or socializing, they withdraw a few hours of sleep.

– This is not a good way to manage yourself in relation to time.



• Try to Combine Activities: Use the "Twofer" concept– If you are spending time at the

laundromat, bring your psychology notes to study

– If you are waiting in line for tickets to the concert, bring your biology flashcards to memorize.


1. Number of hours of sleep each night____ X 7 = _____

2. Number of grooming hours per day _____ X 7 = _____

3. Number of hours for meals/snacks per day - include preparation time ______ X 7 = _____

4. Total travel time weekdays ____ X 5 = ____

5. Total travel time weekends ____

6. Number of hours per week for regularly scheduled functions (clubs, church, get-togethers, etc.) _____

7. Number of hours per day for chores, errands, extra grooming, etc. _______ X 7 = _______

8. Number of hours of work per week _______

9. Number of hours in class per week _______

10. Number of average hours per week socializing, dates, etc. Be honest! _______

11. Now add up the totals: _______

12. Subtract the above number from 168 - _______ = _______

The remaining hours are the hours you have allowed yourself to study.


Credits“Managing Time, Work and Family” ME 2252, Kansas State University

Cooperative Extension Service, December 1997

“Tips on Effective Time Management” CDFS-1006-94, Ohio State University Cooperative Extension Service

“Leadership Excellence and Dynamic Solutions” April/May/June, 1999, Kansas State University

“Time and Meeting Management Skills” University of Nevada Cooperative Extension Service

“Time Management: Managing Multiple Priorities Effectively” Change Dynamics, 1999

“Making Every Minute Count” Ohio State University Cooperative Extension Service

AEB 4931, Lecture notes, Dr. Karl Kepner

york college of pennsylvania time management steve jacob, associate professor of sociology...

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