HELPFUL TIPS ON HELPFUL TIPS ON TIME MANAGEMENT TIME MANAGEMENT 1

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1 TIPSMANAGEMENT ON HELPFULHELPFUL TIPS ON TIME TIME MANAGEMENT 1

2 Introduction Time can not besaved, stored, stopped or reproduced. Time is ticking away. That is why effective time management is so important in our personal and professional lives. About Time Management Time management is the act or process of planning and exercising conscious control over theamount of time spent on specific activities, especially to increase effectiveness, efficiency orproductivity. Time management is the ability to plan and control how you spend the hours in your day toeffectively accomplish your goals. Skills involved in managing your time include planning forthe future, setting goals, prioritizing tasks, and monitoring where your time actually goes.if you want to improve your time management skills, you need to set a clear goal. Goals and Objectives The basis of time management is the ability to define objectives. A SMART structure is a popular toolthat helps in setting goals.goal has to be: S = Specific - A specific goal has a greater chance of being accomplished. When thinking of your goal, consider who is involved, what you want to accomplish, when you want the goal accomplished, which requirements/restraints will provide obstacles, and why you want to accomplish the goal. M = Measurable - Establish a concrete means for measuring the progress towards your goal. To determine ifyour goal is measurable, ask the questions: How much? How many, and How will Iknow when it is accomplished? A = Attainable - Identify a goal that is most important because then you ll adopt an attitude and plan proper tomake sure it actually comes true. R = Realistic - A goal must be an objective toward which you are both willing and able to work. Making surethe goal is realistic is up to you. T = Tangible/ Timely - A goal is tangible when you can experience it with one of your senses (taste, touch, smell,sight, or hearing). When your goal is tangible/ timely, you 2

3 have a better chance of making it specific, measurable and attainable. Remember to write down your goal! Share a goal with a friend who will be committed to asking your progress and support you! Methods and Techniques of Time Management 1. ABC analysis This technique is based on your activities which are ranked by following criteria: A the most important and urgent tasks (this activities comprise 15% of all tasks but 65% of all results) B tasks that are important but not urgent (this activities comprise 20% of all effects ) C tasks that are neither urgent nor important. This list could also include tasks thatare urgent but not important. (this activities comprise 65% of all time and only 15% of all effects). Source: L.J., Seiwert, Zarządzanie czasem. Bądź panem własnego czasu, Warszawa The Eisenhower Method The main idea of this method is to give different priorities to different tasks. This methodbased on two paradigms such as: importance and urgency. A basic "Eisenhower box" to help evaluate urgency and importance. Items may be placed at more precise points within each quadrant. - Importance this category is involved with your mission and goals. If something isrelated with your aims it means that it is important to you. - Urgent this category is involved with time of implementation the tasks. Your activitycan be more or less urgent. The Eisenhower method is divided up into four parts which is a result of four different options depending on the characteristic. All tasks are evaluated using the following criteria: 3

4 Sources: S. Covey Najpierw rzeczy najważniejsze. Naucz się określać priorytety i skutecznie zarządzać czasem, Rebis, Poznań The ALPEN method This method helps you to plan your daily activity. It is quite simple and also quick to implement. In the ALPEN method important tasks and information for the day or week are worked out and then outlined in a concrete daily planner. ALPEN is an acronym in which each letter represents the steps that you should follow in order to properly plan your day. A - activities, appointment (make a list of your daily/week activities) L - length (estimate the length (duration) of this activities individual, note down with the number of hours and minutes required on your activity list) P- pause time (never plan the entire time available, always reserve time for pauses or unexpected thing Basic rule of time planning 60:40 You should only have planned 60% of your time for planned activities. The remaining 40% should be kept free for unexpected and spontaneous activities. E evaluating: priorities, shortcuts, delegating N- noting (At the end of the day you should note down whether the tasks you 4

5 should have completed have actually been completed. If not, then you will have to transfer incomplete activities over to the daily plan for the following day. Sources: 4. Pareto analysis If shows that 80% of tasks can be completed in 20% of the disposable time. The remaining 20% of tasks will take up 80% of the time. This principle is used to sort tasks into two parts. According to this form of Pareto analysis it is recommended that tasks that fall into the first category be assigned a higher priority. We can also says that: 80% of the productivity can be achieved by doing 20% of the tasks.similarly, 80% of results can be attributed to 20% of activity. Source: Zarządzanie sobą w czasie Gazeta Prawna (smart education) Time Wasters Lack of planning, prioritizing, procrastination, interruptions (telephone, people dropping into your office, unanticipated events or visitors, anything that stops what you're doing), lack of delegation, meetings without agenda and time frame, crisis management, telephone, and Internet, not saying 'No',lack of organisation and untidiness, not enough time-off or time for yourself. More you can read on website: Time Management Training Tasks Task 1: Wheel of time You have got 24h of your typical day, please divide the wheel into the following areas: -sleeping -family -work -hobby, relaxation -personal growth -personal relations with others -routine activities such as household duties, eating, hygiene -other things Write down how many percent you intend to each of this areas? Now once again divide the new wheel into the same areas. Write down how many percent youwould like to intend to each of this areas. Compare this two wheels. 5

6 Task 2: Make a list of your time wasters. Write down what can you do to limited the time wasters. Task 3: Using the description of each methods of personal time management write down a plan of you week activities. This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein 6