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Slides from a quick Time Management workshop I facilitated for Special Olympics volunteers in January, 2012. Very high-level content (I only had an hour!), but there are some interesting statistics nonetheless.
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Time Management Essentials
Michelle BakerJanuary 2012
“The surest way to be late is to have plenty of time.”
- Unknown
Today’s To-Do List:
-Common Time Wasters
-Assessing Your Time
-The Energy Cycle
-Personality and Time Management
-Tools and Resources
With your group, discuss a time when you had a “time management challenge”.
• Personal or professional
• How did you overcome it?
Choose one experience to share with the
group!
People working in an office setting are interrupted about 7 times per hour. That’s 56
times per day!
People spend an average of 11 minutes on a project before being distracted. Once distracted, they don’t return
to the project for 25 minutes…if they return at all.
Using time-diary studies, people claiming to work 60-69 hours per week clocked an average of 52.6 hours, while those who believed they worked 70-, 80-hour or greater weeks totaled 58.8 hours.
Prof. Robinson, 2006-2007 comparisons, American Time Use Survey, Bureau of Labor Statistics
How do you spend your time?
Common Time
Wasters
Common Time Wasters
Focusing on the wrong tasks
Misjudging time
Socializing
Procrastinating
Focusing on the wrong tasks…
Focusing on the Wrong Tasks Spending more time on
enjoyable, but non-essential tasks
Focusing on tasks that don’t help you reach your goals
Spending time in unnecessary meetings
Underestimating time spent answering personal email or on social media
Misjudging time…
Misjudging Time
Spending more time waiting around before you can continue the task
Underestimating commute time…are you always running late?
Scheduling too many tasks in a day, taking work home, or over-booking your calendar
Socializing…
Socializing
In person
On the phone
Email, IM, text
Social media
If you find yourself spending
a lot
of time socializing, you may s
truggle
to complete more necessary tas
ks!
Procrastination
Putting off important things until later…even with long deadlines
Focusing on other tasks that aren’t as important (or totally unrelated)
Reasons We Procrastinate
1. Not knowing where to start.
2. Avoiding unpleasant tasks.
3. Being afraid of failure.
Overcoming Procrastination Consider the consequences
of procrastinating!
Identify and remove obstacles
Setting a deadline and stay accountable (make it public!)
Prioritize tasks
Reward yourself for completing tasks
…and other time wast
ers!
The Key?
Baby steps.
Create a Time Journal for one week:
• Write it down.
• Categorize.
• Prioritize.
• Summarize!
Look for opportunities to
become more productive!
Using time-diary studies, people claiming to work 60 to 69 hours per week clocked an
average of 52.6 hours, while those who believed they worked 70-, 80-hour or greater weeks totaled 58.8 hours.
Prof. Robinson, 2006-2007 comparisons, American Time Use Survey, Bureau of Labor Statistics
Not everyone is a morning person. And that’s okay.
The Energy Cycle
MorningEarly
Afternoon
Late Afternoo
nEvening
The Energy Cycle
Morning Early Afternoon
Late AfternoonEvening
•Energy levels at their highest
•Best time for decision making
•Best time to schedule meetings and conference calls
•Good time to focus on reading, problem solving, and handling difficult issues
The Energy Cycle
Morning Early Afternoon
Late AfternoonEvening
•Energy levels begin to dip
•Pain threshold highest – ideal time to schedule dental visits!
•Avoid mentally challenging tasks and work that requires short-term memory or quick thinking
The Energy Cycle
Morning Early Afternoon
Late AfternoonEvening
•Energy levels at their lowest
•Avoid mentally taxing work or meetings
•Ideal time to work on creative or reflective projects that utilize long-term memory:• Reading• Writing• Preparing for
presentations
The Energy Cycle
Morning Early Afternoon
Late AfternoonEvening
•Energy levels begin to increase, but still not at the same level as earlier in the day
•Focus on repetitive work, foll0w-up calls, or physical exercise
•Work should require concentration, but not analytical skills
Use your Time Journal to assess the time of day you work on tasks.
Can you adjust your activities to
match your energy levels?
Personality & Time Management
Introvert or
Extrovert?
Personality & Time Management
Introverts:
Work best when not distracted by others
Usually able to stay focused for lengths of time
May neglect or overlook new developments or projects
Personality & Time Management
Extroverts:
Good at multi-tasking
Enjoy collaboration
May forget to plan ahead or clarify goals
More easily distracted
•The Pomodoro Technique www.pomodorotechnique.com
•MindTools www.mindtools.com
•Time Management Blog www.timemanagement.com
•Time Management Statistics www.keyorganization.com
•YouTube (search: “Time Management”)
•Julie Morgenstern (Facebook, Twitter (@JulieMorgenstrn, web, books, etc)
•Twitter #timemanagement
Tools and Resources…
Key Messages:
•How we manage time affects us in our personal and professional lives.
•Knowing how you use your time can help you identify wasted time.
•Finding a good time of day to complete tasks can help you be more productive.
•Your personality can affect how you manage time.
“Time is the scarcest resource of the manager; If it is not managed, nothing else can be
managed.”
-Peter F. Drucker
Any questions?