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Managing Your Time Effectively
This document discusses managing time effectively and avoiding procrastination. It examines characteristics of time and consequences of misusing time. It explores how organized individuals are through habits, personality types, and priorities. Planning tools are introduced like to-do lists, calendars, and identifying urgent vs important tasks. Common time wasters are also listed.
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Managing Your Time Effectively
- 1. MANAGING YOUR TIMEEFFECTIVELY Part I
- 2. I N TR O D U C T I O N This course looks at the use of our time, we look at the problems of mismanagement of time. We will examine what type of person we are and why people PROCRASTINATE. We look at some useful planning tools and examine the time matrix. We will identify areas we can control.
- 3. CHARACTERISTICS OF TIMETime is the Scarcest resource we have and unless it is managed effectively, nothing else can be managed.
- 4. CHARACTERISTICS OF TIMEIt is free We all get the same amount We all start equal each day We all use it at the same rate We cannot turn time off We cannot replace it We cannot put it in a box for later
- 5. CONSEQUENCES OF MIS-USINGTIME Highly Active Reacting To Living in the Present Overloaded Stressed Out Ineffective
- 6.
- 7. HOW ORGANISED AREYOU? Are you a tidy or messy worker Does your tidiness vary Do you plan ahead for things Do you make lists and use them Do you not make lists Do you establish priorities Are you systematic? Do you have a system
- 8. WHAT ARE YOURHABITS Do you complain a lot but do nothing Are you punctual? Do you always keep appointments Do you do a lot of unimportant tasks Do you prefer to leave things as they are Do you find it difficult to keep on track What is your best time
- 9.
- 10. What is yourPersonality? Are you a loaner or a team player. Have you ever wondered how people see you. Do you promise to change, but never do. Are you stuck and will not change. Do you think positively or negatively Are you “Optimist” or “Pessimist” Are you perfectionist. Do you worry much. Do you have trouble in making up your mind.
- 11. The Two Extremesof People SEQUENTIAL PEOPLE
- 12. The Two Extremesof People (1) SEQUENTIAL PEOPLE Doing one task at a time Concentrating always Taking time seriously Keeping to schedules Emphasizes promptness Prefers adherence to plans
- 13. The Two Extremesof People SYNCRONIC PEOPLE
- 14. The Two Extremesof People (2) SYNCRONIC PEOPLE Trying to do too much Easily distracted Says time is other people concern Changes things frequently Does unnecessary work Goes into too much detail Can’t hold effective meetings
- 15. Procrastination Time Procrastinationis to put off doing things we could (and should) do now. We all procrastinate at one time or other. When procrastination becomes a persistent habit, it is a serious threat to professional and personal success.
- 16. Why Do WeProcrastinate? Some Excuses are… Leave it and it will go Not my job I will be only criticized No resources I am too tired right now I am a perfectionist It is not important It is too simple for me No enough time The boss will only change it.
- 17. PLANNING TOOLS Theyearly planner Good for long term projects and commitments The monthly planner Good for production Schedules Appointments Self time Various other activities The TO DO List Can be used daily (prepared before hand) Or used weekly Or just as a list of objectives. Tasks to Handle Got to Do (A) Ought to Do (B) Nice to Do (C)
- 18. A TA S K L I S T Can be used to look at an overall picture of what needs doing. Items then can b prioritized in urgency of time or resources available.
- 19. P L AN N I N G A I D S The wall chart Holidays, sickness, skills, etc. The Diary Day to day activities The Address Book Names, addresses, clients, etc. Phone numbers The digital diary
- 20. Lesser Greater GreaterZONE A ZONE C ZONE D ZONE B CRITICAL ZONE ACTION ZONE INEFFECTIVE ZONE PLANNING ZONE URGENT IMPORTANT
- 21. URGENT IMPORTANT LesserGreater Greater “ A” INEFFECTIVE ZONE Do only if nothing else at all to do “ C” PLANNING ZONE Plan them, work out strategies “ D” CRITICAL ZONE We live here most of the time. High standards needed, work under pressure and stress – errors made here “ B” ACTION ZONE Do as soon as possible. Routine / easy jobs. Keep up to date. If put off they become a crisis job.
- 22. PRINCIPLE TIME PROBLEMSVisitors Writing The telephone Filing systems Reading Making notes Meetings Traveling Handling information Communicating Socializing Delegating Other people time We can call them… Time Wasters
- 23. How to Attackand Overcome Time Wasters … … This will be covered in Part II