Time Management

Introduction

Symptoms of Poor Management Too much work, not enough day Never getting ahead Constant Pressure Stressed Out

Goals Learn strategies to find time in your day. How to prioritize one client's needs over another's. How to identify when a task is taking too long. How to work ahead to save you time later.  When is multitasking appropriate. What options exist for tracking projects and what strategies work best for you.  How job-aids benefit your work and how you can create your own. 

Class Exercise Time Bandits: Electronic Communication Unproductive Meetings Interruptions at your desk  Telephone calls - taking longer then needed Disorganized work space  Lack of organized system for tracking tasks Lack of planning or prioritizing Procrastination  Person use time (email, errands, web surfing etc.) Inefficiencies in work processes. 

Prioritizing Identify your tasks Categorize verses urgent and non urgent Assess value Order depending on time required Accept uncertainty Be adaptable

Identifying Time Sinks Set a time limit Reward Yourself Reduce the Scope Focus on what you can do, not obstacles Switch Tasks

Multitasking Considerations Brain can only focus on 9 Items at a time Switching tasks consumes time Difficult to refocus for each switch Uses different mindsets Increases mistakes Increases missed details When is it appropriate? Utilize downtime between tasks Client phone calls

Job Aids Reduce rote memorization Increase performance Standardize services provided Reduce errors Increased productivity Increased effectiveness

Strategies

If it takes less than 2 minutes, do it now

Control Your Time Bandits

Assign Deadlines

Set Realistic goals

Assist others, don’t own their problems

Leave space in your day for the unexpected

Reduce Interruptions / Disconnect

Move

Relax: Don’t add Stress

Summary Would the following tips improve or reduce your workday productivity? Use lunch or dinner to catch up on work. Eating and checking emails is a timesaver. Think big, let go of past mistakes, embrace the uncertainty, and think positively. Allow yourself 30 minutes for social media to give yourself a fixed amount of time for indulgences. Release stress by complaining to coworkers who are undergoing similar situations. Slow down and be mindful and aware of what you’re working on. Being a perfectionist now will prevent you from having to re-complete it later. Working on three important projects at once is a good use of time.

Next Steps: Create your own task management system Take the Assessments