1. PowerPoint Presentation by Charlie Cook The University of West Alabama Appendix B 5e Copyright © 2011 South-Western/Cengage Learning. All rights reserved. Time Management

2. Copyright © 2011 Cengage Learning. All rights reserved.B–2 Learning Outcomes 1. 1.Explain the use of a time log. 2. 2.List and briefly describe the three steps in the time management system. 3. 3.Explain what multitasking is and how to practice it effectively. 4. 4.Define the key terms listed at the end of the appendix. After studying this appendix, you should be able to:

3. Copyright © 2011 Cengage Learning. All rights reserved.B–3 Analyzing Time Use The Time LogThe Time Log  A daily diary that tracks your activities and enables you to determine how you spend your time each day. Analyzing Time LogsAnalyzing Time Logs  Determine how much time you are spending on your high-priority (HP) and low-priority (LP) responsibilities.  Identify areas where you spend too much time (TT).  Identify areas where you do not spend enough time (NT).  Identify major interruptions (I) that keep you from doing what you want to get done.  Identify tasks that could be delegated to someone else (D).  How much time does your boss control (B)? How much time do your employees control (E)? How much time do others outside your department control (O)? How much time do you actually control (M)?  Look for crisis situations (C).  Look for habits, patterns, and tendencies.

4. Copyright © 2011 Cengage Learning. All rights reserved.B–4 Exhibit A ●Daily Time Log

5. Copyright © 2011 Cengage Learning. All rights reserved.B–5 A Time Management System Key components of a time management system:Key components of a time management system:  Priorities  Objectives  Plans  Schedules The Time Management ProcessThe Time Management Process  Step 1. Plan each week.  Step 2. Schedule each week.  Step 3. Schedule each day.

6. Copyright © 2011 Cengage Learning. All rights reserved.B–6 Exhibit B ●Weekly Planner

7. Copyright © 2011 Cengage Learning. All rights reserved.B–7 Exhibit C ●Weekly Schedule

8. Copyright © 2011 Cengage Learning. All rights reserved.B–8 Exhibit D ●Daily Schedule

9. Copyright © 2011 Cengage Learning. All rights reserved.B–9 A Time Management System (cont’d) Scheduling TipsScheduling Tips  Don’t be too optimistic; schedule enough time to do each task.  Once tasks are prioritized and scheduled, focus on only one at a time.  Schedule high-priority items during your “prime time,” when you perform at your best.  Try to set aside a regular time-slot for activities or events that you cannot anticipate.  Do not perform an unscheduled task before determining its priority.

10. Effective Multitasking MultitaskingMultitasking  The practice or capability of handling more than one task at a time.  Is essentially a form of time management. Multitasking TipsMultitasking Tips  Organize in advance  Know when it is appropriate  Delegate  Limit distractions Copyright © 2011 Cengage Learning. All rights reserved.B–10

11. Copyright © 2011 Cengage Learning. All rights reserved.B–11 KEY TERMS multitaskingmultitasking time managementtime management time management systemtime management system