1. Time Management– 7 Strategies for Better Time Management

2. Agenda What is “Time Management” Avoid Stress Time Wasters
Delegate Tasks
Prioritize Work
Avoid Procrastination
Avoid Multitasking

3. What is “Time Management”
Time Management is the way that you organize and plan how long you spend time on specific activities.
Benefits:
Greater Productivity/Efficiency
Less Stress
Consequences:
Miss deadlines
Inefficient work flow
High stress
Read

4. Stress
What is Stress?
a state of mental or emotional strain or tension resulting from adverse or very demanding circumstances.
Read definition

5. Controlling Stress How do we control Stress? Delegate Tasks
Prioritize Work
Avoid Procrastination
Avoid Multitasking
Learn to say “NO”
Delegate tasks to employees that are trained to do the task you cant get to everything
Prioritize work make a to do list and put it in order by priority from high to low.
Avoid Procrastination: go ahead and get the tough job done first or at least start on them break it up a little at a time.
Avoid Multitasking: instead of doing a little bit on 10 different things concentrate on completing one thing at a time.
Say “NO” don’t take on more then you can handle, avoids distractions and postpone lower priority tasks can wait to a later time.

6. Time Wasters What are your “Time Wasters” Activity Emails Social Media
Meetings
Employee Interruptions/lack of delegation
Phone Calls
Drop-In Visitors
Disorganization

7. How to Manage Time Wasters Activity
Social Media
Meetings
Employee interruptions
Phone Call
Drop-In Visitors
Disorganization
Set aside a specific time to view and respond to your , don’t let it accumulate to the point of no return minimum 3x per day
Social Media: Put your personal phone or electronic device up out of sight while you’re working if its out you will check it more often.
Meetings: Plan ahead when you know you have a meeting you may need to change your schedule so all task you would normally do while you are in the meeting will be done or someone is doing them.
Employee interruptions: make sure all employees know what is expected of them. Take time to train them. Be sure FSII or Asst. Manager feel empowered to answer questions and make decisions. Suggest meet w/lead employee prior to meal prep
Phone calls: Avoid small talk and focus on reason for call. Keep contact numbers at your finger tips, set a certain time to check voice mail, take action immediately following the phone call if need be or write down task to be completed.
Drop in Visitors: Find out the reason for the visit if its just routine ask if they mind if you tie up something and tell the person to make themselves at home, have an employee take them around and introduce them to the staff.
Disorganization: get rid of the clutter/ you have a lot of paper work / there's an old saying “never put off till tomorrow what you could do today” file it,toss it, or hang it up just don’t pile it up.

8. Start Early/Take Breaks
Always take breaks
Most successful managers have one thing in common they start there day early. This gives them time to sit and think and plan their day.
Some benefits are: you’re more calm, your more creative, and clear headed and you will be able to delegate tasks to the person’s ability.
Always take breaks between tasks example: Production to payroll so you can focus better on each tasks and eliminate the mistake that would be made

9. Set up Deadlines Make a Weekly “To do List” Set Deadlines
Learn to say “NO”
At the start of the week make a weekly to do list example orders that have to be completed or maybe its inventory time these are things you want to think or start in advance.
Make sure you use a calendar so you will not over book yourself
Set Deadlines a few days before its due so you will be able to complete task in time, also the deadline will need to be realistic
Don’t take on more than you can handle if things distract you from when you are doing other things either say no or address it to a later time.

10. Prioritize Work/Activity
Make a “To Do List”
Importance
Be Honest
Be Flexible
Cut the apron strings
1Make a List: First thing in the morning, write down everything that needs to get done that day. Once you have everything down, separate the items into urgent vs. non-urgent to determine the top priorities for that day. Carry a planner or notebook with you and write down all tasks that come to mind . You might consider making 3 list and prioritize them Work, home, and personal.
2Assess the Value: Completing certain tasks will offer more benefit than others. For example, take care of customer right away and have them wait. The benefit will be that customer will come back again and again.
3Be Honest: When creating your list of priorities, be realistic about your expectations. Setting unattainable goals will only cause disappointment down the road.
4Be Flexible: To be able to effectively prioritize, you must be able to deal with changing priorities. Take them as they come and decide if they are urgent or not.
5Cut the Cord: As a perfectionist, this is the one that I struggle with the most. When something is really important, it’s easy to get caught up in the details and end up spending way too much time on a project or task. Spending too much time on one priority, however, prevents you from getting other stuff knocked off your list. Acknowledge when you’re doing this and enforce strict deadlines to prevent yourself from going down the rabbit hole.

11. Schedule Tasks Carry a planner Time Management Matrix/ Activity
Carry a planner or notebook with you and write down all tasks that come to mind.
Prioritize the tasks keep in mind that they need to be attainable
Important and Urgent task: These are the tasks that must be done now. These tasks should be cleared away as soon as possible, as they are often not relevant to the actual work (day to day work) that is most important to us.
pressing issues that arise-request from the principal
Emergencies and crises-Not having enough milk or bread
Deadlines- your ordering
Scheduled appointments and meetings-manager meeting
2. Important but not Urgent task: These are the most important tasks of all. They are the activities that allow us to reach our goals and objectives. They should be scheduled and worked on every day.
Working on specific projects or goal tasks-rearranging the store room, freezer
Planning and scheduling-when would be a good time every day to work on the project
Personal development-you should always take time out to educate yourself on a certain procedure or project before your start
Crises prevention- make sure your staff is train so you can prevent accidents.
3. Urgent but not important: These activities can take up a large proportion of our time if we let them. They are often avoidable by delegating the job to others, or by ignoring them altogether.
Daily unscheduled tasks-school on lock down
Interruptions-Parents calls
Maintenance work-call someone to fix it don’t
Regular correspondence- s or phone calls set a certain time in the day to return calls and s.
4. Not urgent and not important: These are the activities that we let creep into our day. They are often tasks we shouldn’t be doing at all, but we often use them as an excuse to escape the drudgery of other tasks.
Time wasting-idle chatting, long breaks
Irrelevant distractions- internet surfing, socializing online, texting friends, personal phone calls
Trivial work- busy work, pushing paper, other procrastination tasks

12. Delegate Tasks Don’t think you need to do everything…
job duties with time limits
Consolidate Similar Tasks
Delegate work to employees as per their skills and abilities.
Benefits:
Minimize interruptions
Taking time to train employees
Read slide and explain
Make individual time schedules for each employee with times when they should do what
Consolidate similar tasks together example: if one person is doing the vegetable for that day give them the salads to make as well.
Always make sure the employee knows how to do the task they are assigned to.
Delegating tasks is not dumping your work on someone else, but you have to be sure that your employees are trained to do the job that needs to be done example some employees have more skills and abilities do to the job more efficiently putting that person on the task will insure that it gets done and you don’t have to worry about it.
*On the time management Matrix pick one thing you can delegate.
*Discuss w/students what jobs are good to delegate and who can do them?
Remember: Still responsible and accountable for work that has been delegated out and
Remember Team work is the key.

13. Procrastination Define Why you procrastination?
Put off task you should be focused on
Why you procrastination?
Dread doing certain task
Effects of procrastination
Feeling guilty
Effects your productivity
Failing to complete work on time
Read silde:
Efficient person is a person that works hard and is well organized but spends all their time on unimportant tasks.
Effective person: is a person that decided what tasks are urgent and important and focus on them this is called priortizing
Differentiate also between urgent and important tasks: an urgent task may not necessarily be important. Refer back to your Matrix

14. Avoid Multitasking Does multitasking make us more productive?
Studies show that 20-40% of our time is wasted when we multitasking
Do you multitask?
Do you get a lot accomplish?
Most people feel that multitasking is an efficient way of getting things done but the truth is that we do better when we focus and concentrate on one thing and finish it and go to the next thing.
The reality is that multitasking lowers the quality of our work, reduces our ability to focus, and can actually cost us time.
The simple reason that multitasking doesn't work is because we can't actually focus on more than one task at a time. But we think we can – so we multitask to try and get more done.
The biggest problem with multitasking is that it can lower the quality of our work – we try to do two things or more things at once, and the result is that we do everything less well than if we focused properly on each task in turn.

15. Learn to Say “No”

16. Learn to Say “No” Tips for Saying NO without feeling guilty
Take a look at your “To DO List”
Politely refuse
If you cant say no without feeling terrible afterwards, then you have a hard time prioritizing your needs over the needs of others
tell yourself that it's impossible for you to say "yes" when you don't feel right about it.
Tell yourself that you're not being selfish
Think of all of the things you're saying "yes" to when you say "no.
You're saying "yes" focusing on the food order/payroll/ production, and doing a better job on it..
You're saying "yes" to having a reasonable workload instead of burying yourself in hours of extra work because you couldn't turn someone down.
Understand the different tactics people use to get you to say "yes.“Bullying/Whining/Guilting /Complementing
How to Politely refuse
Talk in a calm, even voice. Be firm, calm, and clear Have assertive body language. Stand tall and keep your arms at your sides or use gestures to emphasize your words. Make eye contact with the person as you say "no" to show that you mean business
Don't apologize too much. If you do feel sorry that you can't do the work, then you can say a simple, "I'm sorry," but the more you keep repeating that you're sorry, the less firm you will sound. 
Explain why you can't do it. Giving a brief explanation can make the person understand why you can't do the things he wants you to do. Reasons: against policy/procedure or not a enough time at that moment, have something scheduled that day.
Give the person some alternatives

17. This session provides one (1) CEU
Key Area: Administration Program management– 3200
Key Topic: Manage staff work including scheduling-3210