Time Management

Time Management Strategies to effectively manage your time Presented by: Teoh Yuan Hui

Benefits of time management Reduce stress and frustrations ,[object Object]

Have control over your life through planning

Get a sense of achievement,[object Object]

80:20 Rule Pareto’s Principle: 80% of results are achieved with only 20% of the effort Focus your time and energy on the high impact tasks to achieve the greatest benefit possible If you have achieved your expected outcome and done what needs to be done, then you may not need to do 80% of the task Otherwise break the task down again working out the 20% that will bring the best results

Goal Setting To avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieve SMART goal setting guidelines : Specific - Have you clearly defined your goal? Measurable - How do you know if you are making progress? Achievable - Is your goal really achievable? Be ambitious but honest. Rewarding - Is your goal something you are willing to make sacrifices for? Timely - Is your goal achievable in a meaningful timeframe? Write your goals down and be familiar with them

Planning Write down appointments, classes, and meetings on a chronological log book or chart First thing in the morning, check what's ahead for the day If you fail to plan, you plan to fail and you will waste a lot of precious time while failing “Action without planning is the cause of every failure .” Alex MacKenzie

Prioritized To-Do List Write down all the tasks you need to complete Break large tasks into their component elements Allocate priorities from A (very important, or very urgent) to E (unimportant, or not at all urgent) You need to differentiate between urgency and importance Rewrite the list in priority order Take action immediately and finish them one by one This helps you to focus on the important jobs first

Urgent versus Important Important activities have an outcome that leads to the achievement of your goals Urgent activities demand immediate attention, and are usually associated with the achievement of someone else’s goals, or with an uncomfortable problem or situation that needs to be resolved

Prioritization The Pickle Jar theory: if you start by putting stones into a pickle jar, then pebbles and then sand, you will fit more into the pickle jar than if you do it the other way round focus on the big, important tasks have plenty of time left over to do other less important activities as well as the things that you enjoy

Top Four Identify your top 4 tasks for the week and for each day Physically write them out, to give them a tangible form Put your top four tasks in priority order Complete the first one on the list before starting anything else You need clear goals in your life to decide the top 4, and motivation to complete the task

Procrastination What is procrastination? Putting off things that we should be doing Avoid high priority, challenging tasks Seek comfort in doing tasks you know you're capable of completing Causes of procrastination: Have doubt on your skills or resources Do not know where to begin Waiting for “right time” or “right mood” Underestimate the difficulty of the task Perfectionism

Recognize that you are procrastinating Work out why you are procrastinating Ways to overcome: Find a small part of the task you can do right now Identify the emotion associated with doing it Finish an incomplete Delete it and move on Face your fears and the risks head-on Overcome Procrastination

Get organized Time is saved if you prepare your work environment and equipment beforehand Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand Having your appointments, tasks and key notes in one place Helps you find information faster and also helps prevent stress

Utilize Time Gaps Time gaps are intervals of time free of activities E.g. gaps between classes, between meetings, in a queue, waiting in your car Discover where you are likely to experience small, wasted gaps of time Utilize them to finish tasks that can fit in Examples of utilizing them effectively: Make calls while waiting Read up something Prepare for the upcoming activities

Using your time Twice Doing two activities simultaneously Productivity and efficiency are not being sacrificed For example: Read or study while using public transportation Listen to the radio while driving Use home exercise equipment in front of the TV

Learn to say NO Do not say yes when you don't have the time, motivation, interest or skills to do the task Say “no” to tasks that have little impact on your targets Prevent stress Avoid overworking

Delegation Assign task responsibility and authority to others Delegate to the right person You are still responsible for the completion of the task Give objectives or expected outcome, not procedures

Time Management

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