THE ESSENTIALS OF TIME MANAGEMENT. A Service of the National Center for Farmworker Health, Inc. 2014

Transcription

1 THE ESSENTIALS OF TIME MANAGEMENT A Service of the National Center for Farmworker Health, Inc. 2014

2 MODULE OVERVIEW Participants will be able to Define time management Identify at least 3 time management techniques Identify at least 2 areas for personal or organizational improvement Implement at least one new time management technique

3 TIME MANAGEMENT Process of planning and exercising conscious control over time spent on specific activities, especially to increase effectiveness, efficiency or productivity. A time management system is a designed combination of processes, tools, techniques, and methods.

4 10 TIME MANAGEMENT MISTAKES 1. Failing to Keep a To Do List 2. Not Setting Personal Goals 3. Not Prioritizing 4. Failing to Manage Distractions 5. Procrastination 6. Taking on Too Much 7. Thriving on Busy 8. Multitasking 9. Not Taking Breaks 10. Ineffectively Scheduling Tasks

5 WHAT IS YOUR TIME WORTH? T H IS CHART SHOWS WHAT YO U R TIME IS WO RTH BY T H E HOUR, B A S ED ON 24 4 EIGHT - H O U R WO RKING DAYS P ER YEAR ( A S S U M ING A FIVE - DAY WEEK LESS VACAT ION AND HOLIDAYS): If Your Annual Every Hour is Worth Each Minute is Earnings: (Rounded to $): Worth: $25,000 $12.81 $.21 30, , , , , , , ,

6 HOW GOOD IS YOUR TIME MANAGEMENT? Conducting a Productivity Assessment

7 TIME MANAGEMENT What does effective mean? Does the right things What does efficient mean? Does things right What does personal management mean? Manages self Is proactive Accepts personal responsibility

8 RESULTS MANAGEMENT 1. Do 2. Manage 3. Communicate 4. Plan and Set Goals Reactive Management What are the results of reactive management? 1. Plan and Set Goals 2. Communicate 3. Manage and Schedule 4. Do in priority order Proactive Management What are the results of proactive management?

9 BIG PICTURE SELF MANAGEMENT TOOLS Planning and Prioritizing Goal Identification Goal Setting Managing Day to Day Activities

10 PLANNING & PRIORITIZING Imperative Important Contacts/Partners High Payoff Activities

11 QUADRANT THINKING I M P O R T A N T URGENT I. II. Crisis Problems Reactive Imperative Must Do NOT-URGENT Opportunities Preparation Planning Prevention Delegation Proactive Relationships Do before becomes urgent N O T I M P O R T A N T III. Busy Work Interruptions Some Phone Calls Time Wasters Some Meetings Some s Some Faxes IV. Irresponsibility Pleasant NO contribution to our goals TV and Games Computer Stuff

12 QUADRANT THINKING I M P O R T A N T URGENT I. II. NOT-URGENT N O T I M P O R T A N T III. IV.

13 GOAL IDENTIFICATION What are your goals? Where do you currently stand and where do you want to be? What is your plan to reduce the gap? What resources will you need? How will you track and manage your success? How will you reward yourself?

14 SETTING SMART GOALS

15 PRACTICAL TIME MANAGEMENT TOOLS Beating Procrastination Activity Logs Prioritized To do Lists Action Plans Effective Scheduling Use small chunks of time to your advantage Communication Expectations: Phone calls, s, meetings, etc.

16 WHAT IS PROCRASTINATION? Failure to set goals Avoidance of the unpleasant Believing that you will have time later Pattern of behaviors Situation Reaction Excuse Alternate behavior Time to eat the frog!

17 BEATING PROCRASTINATION MANAGE YOUR TIME. GET IT ALL DONE. Recognize when you start procrastinating Understand why it happens Take active steps to better manage your time and outcomes. Reward yourself

18 ACTIVITY LOGS FIND OUT HOW YOU REALLY SPEND YOUR TIME Useful tools for auditing the way you use your time. Help you to track changes in your energy, alertness and effectiveness throughout the day. By analyzing your activity log, you will be able to identify and eliminate time-wasting or low-yield jobs.

19 TO-DO LISTS YOUR FIRST STEP IN BEATING WORK OVERLOAD

20 ACTION PLANS SMALL SCALE PLANNING A simple list of all the tasks that you need to carry out to achieve an objective. Wherever you want to achieve something BIG/significant

21 EFFECTIVE SCHEDULING PLAN YOUR TIME. MAKE TIME FOR YOURSELF.

22 I ve only got a few minutes What can you do in 10 minutes? in 7 minutes? in 5 minutes?

23 PERSONAL PRODUCTIVITY TOOLS Planners/organizers Notebooks Color coordination To Do List Templates Online calendars Outlook Google calendar Smart phones/tablets Evernote

24 ORGANIZATION-WIDE PRODUCTIVITY TOOLS Shared Calendars Paper White board Online Google Calendars Outlook Calendars

25 MANAGING EFFECTIVELY Checking When to check? When to respond? Organizing Filing

26 DEALING WITH INTERRUPTIONS Do you track your current interruptions? Are there certain people who interrupt more than others? Are there specific issues that create frequent interruptions?

27 COPING WITH FIRES How much of your time do you spend fire fighting? Are you searching for arsonists? Do any patterns exist? AND EMERGENCIES

28 HABIT

29 HABIT An acquired pattern of behavior that, through repetition, has become completely or nearly involuntary. Habits are formed through Making small changes Repetition Consistency Reward

30 WHAT S NEXT? Establish SMART Goals Take 5-10 minutes to plan and prioritize your day based around SMART Goals Prioritize your imperative and important list Close out each day, record your accomplishments, and track your progress Find ways to have fun!