Published on May 14, 2009
Time Management : Time Management UCDC Training Activity Introduction : Introduction Time management is essential for effective people Time mgt is the ability to take control of workload, elaborate intense stress of work overload, and function exceptionally well. 80:20 Rule “Concentrate on results, not being busy” Tools for Effective Time Mgt : Tools for Effective Time Mgt Beating Procrastination Activity Logs Action Plans Prioritized To-Do-List Personal Goal Setting Effective Scheduling Beat Procrastination : Beat Procrastination If you’ve ever procrastinated, you’re not alone! It disrupts you from achieving what you’re capable of. How to combat this habit: Knowing why Knowing how Beat Procrastination (cont.) : Beat Procrastination (cont.) Why do we procrastinate: Doing other thing which is more enjoyable and comfortable Urgent tasks Vs Important tasks Big tasks Vs Important tasks Feeling overwhelmed by workload Beat Procrastination (cont.) : Beat Procrastination (cont.) Why do we procrastinate: Waiting for Mr./Ms. Rights Fear of unknown Indecisiveness Poor organizational skills Perfectionism Beat Procrastination (cont.) : Beat Procrastination (cont.) How to Overcome Procrastination: Recognize procrastination Realize by yourself Aware of Prioritization & Procrastination Use the “Action Priority Matrix” Identify your reasons for it Unpleasant or Overwhelming Beat it Beat Procrastination (cont.) : Beat Procrastination (cont.) Action Priority Matrix Beat Procrastination (cont.) : Beat Procrastination (cont.) How to beat it: Make up your own rewards Peer pressure works Realize the unpleasant consequences of NOT doing tasks Work out the cost of your time Break the project into a set of smaller Start by doing what is necessary, then what is possible, finally you have done the impossible Create Activity Logs : Create Activity Logs Why Activity Logs? Find out how and at what you really spend your time Identify and eliminate time-wasting or low-yield job Figure out the times of the day which you are most effective Create Activity Logs (cont.) : Create Activity Logs (cont.) Note down the things you did Note down the changes you made Note down how you feel Analyze your daily activity logs Learn from your logs Create Activity Logs (cont.) : Create Activity Logs (cont.) How to learn from the logs: Eliminate jobs that your common sense does not appreciate you to do Schedule your most challenging tasks for the times of day when your energy is highest Try to minimize the number of times a day you switch between types of task Reduce the amount of time spent on legitimate personal activities such as making coffee Propose Action Plan : Propose Action Plan Definition: A list of things that you need to do to achieve a goal Or simply means the actions planned for attaining goal Benefits: Provide help where you need it and monitor your progress Learn from existed Action Plan Propose Action Plan (cont.) : Propose Action Plan (cont.) How to make it: List the tasks that you need to carry out to achieve your goal Think of all the steps in your head right now Ensure that you really have covered everything Back up the tasks and ensure the flow and timing Propose Action Plan (cont.) : Propose Action Plan (cont.) How to use it: Commit to complete the tasks and activities in the list Keep the Action Plan by your side and update it if additional activities come up. If you are to achieve a similar goal again, just revise your previous Action Plan Prioritize To-Do-List : Prioritize To-Do-List Definition: Prioritized lists of all the tasks that you need to carry out Benefits: A method of organizing yourself A way of reducing stress An avoidance of being unfocused and unreliable to your bystanders Prioritize To-Do-List (cont.) : Prioritize To-Do-List (cont.) How to make it: Write down the tasks that face you If they are large, break them down into components, until you have listed everything that you have to do Allocate priorities from A (very important) to F (unimportant) If too many tasks have a high priority, run through the list again and demote the less important ones Rewrite the list in priority order Prioritize To-Do-List (cont.) : Prioritize To-Do-List (cont.) How to use it: Check out your first setout tasks Mark the importance of the tasks next to it Redraft the list into this order of importance if necessary Keep in mind that carry out the jobs at the top of the list first, “the most important, most beneficial” Decide Personal Goal Setting : Decide Personal Goal Setting Live Your Life Your Way Decide what is important for you to achieve in your life Separate what is important from what is irrelevant, or a distraction Long-term vision & short-term motivation; and Build your self-confidence, based on successful achievement of goals Decide Personal Goal… (cont.) : Decide Personal Goal… (cont.) Five Golden Rules of Goal Setting: Set goals that motivate you Set SMART goals Set goals in writing Make action plan Stick with it Decide Personal Goal… (cont.) : Decide Personal Goal… (cont.) Having achieved goals: Reward yourself appropriately If you achieved the goal too easily, make your next goals harder, and vice versa. If you learned sth that would lead you to change other goals, do so. If you noticed a deficit in your skills despite achieving the goal, decide whether to set goals to fix this. Effective Scheduling : Effective Scheduling Definition: The process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified. Scheduling is where these aspirations (goals and priorities) meet reality. Effective Scheduling (cont.) : Effective Scheduling (cont.) Benefits: Understand what you can realistically achieve with your time Plan to make the best use of the time available Leave enough time for things you absolutely must do Preserve contingency time to handle 'the unexpected' Minimize stress by avoiding over-commitment to others Effective Scheduling (cont.) : Effective Scheduling (cont.) How to use tools: Identify the time you want to make available for your work Block in the actions you absolutely must take to do a good job Review your to-do-list and schedule in the high priority, urgent tasks Block in appropriate contingency time Set discretionary time Schedule the activities that address your priorities and personal goals Summing Up : Summing Up Realize the value of your time. Reduce procrastinating. Understand the reasons of your procrastination and conquer them. Learn from mistakes and do planning ahead. Set priorities and develop your to-do-list to keep a “can-do” attitude. Decide your goal of life (short & long term) Always do schedule. Attribute your planning and to-do-list therein. Maintain commitment and flexibility.