TIME MANAGEMENTPART 1“HE WHO GAINS TIME GAINS EVERYTHING.”

–BENJAMIN DISRAELI

ORGANIZATION AND TIME MANAGEMENT

SESSION 5

ACTIVITYBEFORE WE START!Here are some new words you will see in this session. Take a few minutes to look up the definitions and write them out. If you come across other words that are new you can add them to the list.

New Words

• Prioritize• Maximize • Efficiency• Effectiveness• Procrastination• Management• Priority• Multi-tasking

ACTIVITY

Complete the “Time Management Inventory”.

WHAT IS TIME MANAGEMENT?Time: A point of time measured in hours and minutes.

Management: The act of organizing, handling and directing situations.

Time management… is the understanding of how the hours in our day are spent and the prioritization of task to maximize personal efficiency in the workplace.

ACTIVITY

Do the “How much time do you really have?”activity.

E & E

Efficiency Effectiveness

Good Time

Management

Good time management boils down to having two things: E & E

Efficiency

Completing a task with minimum expenditure of time and effort

Are you planning and structuring your time strategically?

Are you making intelligent and thoughtful decisions about what tasks to do when it is

easiest to do them?

Effectiveness

How well you are producing the desired result

How well are you using the time you have?

Does the quality and quantity of your work justify the amount of time you have spent

on it?

ACTIVITY

Do the “E & E Fact Chart” activity.

PRIORITIZINGPrioritizing is a skill that will be mentioned a lot in this session.

To prioritize is to decide what the most important jobs are. Your priority is the task that is most important.

Prioritizing is the key to time management. To manage your time you should always prioritize your tasks and accomplish them in the order of priority.

PRIORITIZINGHere are some examples of prioritizing…

Example 1Marcus has to prepare a speech for his parents 50th wedding anniversary next month. However, he also has to finish a report for his job that is due by the end of the week. Marcus decides to finish the report before he starts thinking about the speech because it is due first.

PRIORITIZINGHere are some examples of prioritizing…

Example 2Clara has two projects on the go at work. She has to finish a budget summary and and inventory report in two weeks. The budget report is essential to the company’s upcoming meeting and can only be completed by her. The inventory report can be done with her co-workers and is an important topic of interest at the meeting. Clara decides to start the budget report first. She also asks her co-workers to start the inventory report on their own; she will join them later.

ACTIVITY

Complete the “Ali’s Calendar” activity.

URGENT VERSUS IMPORTANTAlthough we try to prioritize, many people end up filling their day with urgent tasks instead of important tasks. Then they realized they have not accomplished anything.

Urgent Jobs are jobs that need to be done as quickly as possible

Important jobs are necessary to reach your goals

REMEMBER!

Not everything is urgent!

Not urgent!!!

URGENT VERSUS IMPORTANTWhen faced with urgent tasks you must decide if they are also important tasks. If they are not, then you should say no.

Daily Work

Urgent

Important

Urgent and

Important

Not urgent but important

URGENT VERSUS IMPORTANTIm

po

rta

nt

Urgent Not UrgentN

ot

Imp

ort

an

t

• Deadline-driven projects

• Meetings• Emergencies• Commitments• Health

• Planning• Self-development• Relationships• New opportunities• Recreation

• Junk mail• Social media• TV• Shopping• Unfocused net surfing

• Interruptions• Unimportant mail and

calls• Unnecessary reports• Other people’s

unimportant requests

ACTIVITY

Complete the “Urgent versus Important Checklist”.

MILESTONE 60

Complete milestone 60 to show your progress!

QUESTIONS?

CREDITSThis Power Point was created by Laubach Literacy Ontario.

The resources can be downloaded free of charge at www.laubach-on.ca.

This Employment Ontario project was funded by the Ontario Government. 2015

All website links were accurate at the time of original distribution-March 2015.

All of the images and clip art used in this Power Point are from Clipart.com and Microsoft Office.com.