50 Effective Time Management Techniques
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Have you ever been overwhelmed by last minute rushes to meet deadlines, scheduled meetings at a time you had already reserved for another activity or attended meetings that achieved nothing? Do you have days that seem to slip by unproductively? Have you dealt with crises that emerged unexpectedly? All these factors can lead to stress and lower levels of performance. In this course you’ll learn 50 effective techniques to control the use of your most important resource—time. Objectives/Learning Outcomes: At the conclusion of this session, participants will: 1. Create, track, and achieve goals 2. Use technology – that’s easy, and mostly free – to manage your time 3. Identify and eliminate time wasting activities
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50 Effective Time Management Techniques
- 1. *50 Effective Time Management Techniques Allan Pressel Use Twitter Hashtag #npweb Special Thanks To Our Sponsors
- 2. Helping ordinary people raise extraordinary amounts for nonprofits is all we do, and we love it. A Proud Sponsor of NonprofitWebinars.com
- 3. Today’s Speakers Allan Pressel CharityFinders Hosting: Sam Frank, Synthesis Partnership Assisting with chat questions: Chris Dumas, FirstGiving
- 4. 50 Effective Time Management Techniques September 1, 2010 Presented by: Allan Pressel, CEO/founder CharityFinders 877-456-3210 www.CharityFinders.com Allan@CharityFinders.com Special Thanks To Our Sponsors
- 5. Exercises © CharityFinders, proprietary & confidential, not for reproduction
- 6. Time management tips 1. Create goals Personal vs. professional SMART goals S Specific M Measurable A Attainable R Relevant T Time-bound Bad example I want to raise more money Good example I want to increase next year’s on-line donations by 15% over this year’s. Personal mission statement Specific/difficult goals lead to better task performance than vague/easy goals © CharityFinders, proprietary & confidential, not for reproduction
- 7. Time management tips 2. Create a to do list Short-term What do I need to do today Medium-term What do I need to do in the next 1-2 months Long-term What do I need to do during the next year/in my career/in my life © CharityFinders, proprietary & confidential, not for reproduction
- 8. Time management tips 3. To do list may include: Task Priority Time required Due date Responsibility Status Notes © CharityFinders, proprietary & confidential, not for reproduction
- 9. Time management tips 4. Factor in contingency time 5. Add up the time make sure it totals to less than the total hours you’ll work that day 6. Review/revise your list every day 7. Periodically coordinate with others (boss, co- workers, spouse) 8. Cross items off © CharityFinders, proprietary & confidential, not for reproduction
- 10. Time management tips 9. Reward yourself (preferably with relevant rewards) 10. Use an online calendar/tickler Outlook Yahoo calendar Google calendar (www.google.com/calendar) 11. Set reminders, especially for recurring events © CharityFinders, proprietary & confidential, not for reproduction
- 11. Time management tips 12. Give others access to your calendar as needed 13. Sync with phone/PDA 14. Use a project plan/project manager – for each client/project Zoho Projects (www.zoho.com) 15. Organize your office, computer 16. Minimize distractions 17. Have a sanctuary © CharityFinders, proprietary & confidential, not for reproduction
- 12. Time management tips 18. Designate certain times/places for work 19. Toggle your brain 20. Be aware of your most productive times 21. Set time limits for tasks 22. Take frequent breaks Short Medium Long © CharityFinders, proprietary & confidential, not for reproduction
- 13. Time management tips 23. Limit computer/TV time TV-freetimes Skip commercials Tivo Record to your hard drive 24. Screen incoming calls 25. Be proactive, not reactive © CharityFinders, proprietary & confidential, not for reproduction
- 14. Time management tips 26. Do as much online as possible Banking Bill paying Charitable donations News RSS subscriptions Research Route mapping, traffic Google alerts (www.Google.com/alerts) Take classes Connect Personally Professionally Share pictures/videos Order/watch movies Fill prescriptions © CharityFinders, proprietary & confidential, not for reproduction
- 15. Time management tips 27. Use time management tools Launchy www.launchy.net Helps launch files, folders, and programs in a single keystroke instead of searching through the start menu or file manager. Hyperwords https://addons.mozilla.org/en-US/firefox/addon/1941 Highlight a word and right click to a world of new options. Autohotkey www.autohotkey.com Helps automating repetitive tasks and assigning shortcut keys to them. © CharityFinders, proprietary & confidential, not for reproduction
- 16. Time management tips 27. Use time management tools (cont.) WakeupOnStandby http://www.dennisbabkin.com/php/download.php?what=WOSB Wake up your system from stand-by or hibernation mode and automatically perform scheduled tasks like running a program or a process. RescueTime www.rescuetime.com Gives you an amazing analysis of time you spend on your computer every day. NowDoThis http://nowdothis.com/ A super-simple to-do list app. © CharityFinders, proprietary & confidential, not for reproduction
- 17. Time management tips 27. Use time management tools (cont.) Checkvist http://checkvist.com/ A task list manager which that supports hierarchical lists and it has some cool keyboard shortcuts which let you edit tasks in a snap. Evernote www.evernote.com Probably the best note-taking app. Lastpass https://lastpass.com/ Password manager. © CharityFinders, proprietary & confidential, not for reproduction
- 18. Time management tips 28. Use time-efficient means of communication E-mail Text IM Voice broadcasting Social networking © CharityFinders, proprietary & confidential, not for reproduction
- 19. Time management tips 29. Manage e-mail effectively Set e-mail time frames Turn off auto notify Delete! Respond briefly Use labels and folders Don’t leave e-mail for the next day Use a spam filter © CharityFinders, proprietary & confidential, not for reproduction
- 20. Time management tips 30. Minimize computer issues Get high-speed Internet connection Download speed Upload speed Plug into your connection, even if you have wireless Keep virus protection updated Add memory Get a new computer Address computer issues quickly www.geeksquad.com Reboot often Delete unneeded programs/data BACKUP OFTEN www.elephantdrive.com © CharityFinders, proprietary & confidential, not for reproduction
- 21. Time management tips 31. Have a designated place for keys, wallet/purse, remotes, etc. 32. Delegate 33. Challenge wasteful time Meetings Tasks Reports © CharityFinders, proprietary & confidential, not for reproduction
- 22. Free, private website consultation I’d like to offer each of you a free, private website consultation One hour Consultation includes: CharityFinders’ assessment of your site and social media Recommendations Building your nonprofit's most-needed functionality In person or by webinar Include anyone you want (e.g., ED, DD, board members, etc.) In one location or several We’ll contact you in the next 1-2 business days to schedule the consultation © CharityFinders, proprietary & confidential, not for reproduction
- 23. Time management tips 34. Identify helpful resources Friend Co-worker Websites 35. Follow through on commitments 36. Don’t be afraid to say “no” Don’t let others misuse your time © CharityFinders, proprietary & confidential, not for reproduction
- 24. Time management tips 37. Exercise 38. Walk quickly 39. Do high priority and easy tasks first 40. Manage your sleep Turn off all electronic devices Natural sleep aides Melatonin Breathe-right strips Warm beverage Don’t hit “snooze” Nap © CharityFinders, proprietary & confidential, not for reproduction
- 25. Time management tips 41. Use car time (or other “idle” time) effectively (and safely) Blue tooth Charge batteries Voice activation Books on CD Clipboard Satellite radio Call list Online traffic reports/alerts Abbreviated notes Put useful podcasts, webinars, courses, Note-taking space etc. on your ipod Shorthand Voice recorder Leave yourself voicemails Pre-program phone numbers © CharityFinders, proprietary & confidential, not for reproduction
- 26. Time management tips 42. Have filler activities (while waiting on hold, etc.) 43. Have an objective for each meeting 44. Document meeting notes immediately 45. Periodically self-evaluate What have I done? What do I want to do? Issues? © CharityFinders, proprietary & confidential, not for reproduction
- 27. Time management tips 46. Don’t ignore any key area of your life/job 47. Don’t leave things until the last minute 48. 80/20 rule 49. Renew spiritually 50. HAVE FUN! © CharityFinders, proprietary & confidential, not for reproduction
- 28. Contact Information Allan Pressel, CEO/founder Allan@CharityFinders.com www.CharityFinders.com 1-877-456-3210 641 21st St. Hermosa Beach, CA 90254 © CharityFinders, proprietary & confidential, not for reproduction
- 29. Find the listings for our current season of webinars and register at NonprofitWebinars.com Chris Dumas Chris@NonprofitWebinars.com 707-812-1234 Special Thanks To Our Sponsors