Time Management By Phuong Huynh, Breanna Jones, Rosy Kreissman, and Lindsey Passmore

Group Questions Please break into three groups and each group will answer a question to report back to entire class: –Group 1: List five reasons why people do not manage their time effectively. Which common reasons apply to your group members’ current lifestyles? –Group 2: Explain the common feelings of stress when your time is not managed as well as you would like it to be. –Group 3: Think up five new ways to manage your time more effectively.

What is Time Management? Time management: – The prioritization, scheduling and execution of daily responsibilities to a level of personal satisfaction. –Effective time management does not mean you have more time; it means you make better use of the time you have.

Time Management Objectives Define Time Management Recognize the roadblocks to effective time management and advantages of overcoming them Personality styles and behaviors Steps to initiate time management techniques

Roadblocks to Effective Time Management – Rationalization is finding “good reason” for things that we really know we should be doing “I won’t know where anything is if I clean my house” – Procrastination is the habit of putting tasks off to the last possible minute, can be a major problem in both your career and your personal life. “I will do it later”

Advantages of Effective Time Management Reducing stress Gaining time Reducing avoidance Promoting reviews and eliminating cramming Staying motivated Avoiding procrastination Feelings of confidence and self empowerment

Homework 2 Summary Self-Scheduling for Hospital Nurses: An Attempt and Its Difficulties By Lotte Bailyn, Robin Collins, and Yang Song

Personality Styles and Behaviors Six targeted behaviors “Time Robbers” Combination of one plus behaviors=less efficient time management

Type A Personality Time urgency Anger/hostility Lack of planning Polyphasia

Workaholism Personality “Process Addiction” Spend 10 to 14 hours/day at work compared to average of 8 hours/day Little tasks done between 9am to 5pm Complain about long hours, but really enjoys it

Time Juggler Personality More than one task at a time. Scheduling conflicts Overbooking or double booking Bargainer for time

Procrastinator Personality Diversion tactic Three factors associated with procrastination: –Laziness or apathy –Fear of failure –Need for instant gratification

Three Types of Procrastinators 1.Straightforward procrastinator: –Knowingly doing something other than the task needed to be done 2.Deception Procrastinator: –Tries tasks, but finds excuses to leave them until the last minute 3.Time-trap Procrastinator: –Does easy tasks first, leaving hard ones to gather at the end

Perfectionist Personality Obsessed with carrying out every responsibility perfectly Caught up with the details Perfection is possible

Lifestyle Behavior Trap Personality Hard time saying no to others Nice people, co-dependent Self-validation and self-worth needed by others Feelings of victimization may result

Group Question Which personality style are you?

Steps To Initiate Time-Management Techniques Effective time management can be broken down into three skills: –Prioritization –Scheduling –Execution

Prioritization Rank tasks in order of importance

ABC Rank-Order Method Task A highest-priority, B second-priority and C low-priority Rewrite and complete in new order

Pareto Principle 80/20 Rule, focus on 1 or 2 significant tasks 2 out of 10 tasks will produce recognizable gains

Important-versus-Urgent Method Divide tasks into 4 boxes. Box 1 high importance and urgency. Box 4 least important and urgent Start with Box 1 and work your way to Box 4

Activity 15.1 Activity

Scheduling Matching a specific task with a designated time period Use Boxing, Time Mapping and Clustering

Boxing 3 to 5 hour chunks or boxes of time In each time do a specific responsibility Geared toward big projects

Time Mapping Small blocks of time 15 to 30 minutes Specific tasks (phone call, running errand) for specific times

Clustering Tasks are listed and then clustered or mapped out by location. (Useful for errands)

Prioritization and Scheduling are Partners At the end of the each day, look at your list to see which tasks weren’t finished and then reprioritize your responsibilities for the next day

Execution The implementation of an established schedule

Tips to Improve Execution Assign a deadline for each tasks Break projects down into smaller tasks and assign deadline for each Work on one section until it’s completed Reward yourself after accomplishment

Additional Time Management Ideas Delegation Schedule interruption Keep a journal Stressed out? What to do? Networking Organizing Skills Recharge yourself Additional tips.

Delegation Share the responsibility with others. Things to notice when delegating: –Give clear instructions. –Don’t delegate complicated tasks. –Follow up on delegated duties.

Schedule Interruptions Be flexible with your schedule. Allocate time for possible interruption. Prevent interruption

Keep a Journal Designate a place to write down important thoughts and or things that you don’t want to forget.

Stressed out and feeling negative? Feeling overwhelmed by tasks?

What to do? Rate your tasks. –With 1 being least important and 5 being most important. Remove low scored tasks from your to do list and focus on higher scored tasks.

Networking Keep a list of contacts. Give out support freely.

Learn to Organize Designate a place for important documents. Learn about your resources. Make a list of things to do with deadlines attached. Use a daily planner. Learn to make outline.

Learn to Organize (cont.) Keep files of outgoing and incoming letters. Keep a contact list. Learn to say no to people. Delete all unwanted s. Learn to utilize your free time.

Recharge Yourself “All work and no play makes Jack a dull boy”. Don’t overwork yourself. Find time to relax.

Additional Tips Limit cell phone and internet usage. Limit TV time. Keep your surroundings clean and tidy. Get a good night of sleep.

Additional tips (cont.) Don’t multi-task (I guess if you have that many hands it would be ok) Limit your choices (remember Dr. Kim’s story of the restaurant in Indiana?)

Group Discussion List the most beneficial time management techniques that you find helpful to manage your time effectively and keep on schedule and explain why. What steps can you take to implement one or more of these time management techniques?

Conclusion Any questions about time management and how to effectively use it in your personal life?