Time Management

Updated 06/2014

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What is time management?

• Exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency, or productivity

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"Don't say you don't have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da

Vinci, Thomas Jefferson, and Albert Einstein." -- H. Jackson Brown

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Techniques to Manage Time

• Use one calendar or system to plan and organize all items

• Plan ahead• List tasks and appointments• Create a schedule• Prioritize• Update daily

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Planning Ahead

• Determine a task in advance and schedule it• Ensure deadlines are met by scheduling tasks

in advance of the deadline• Review appointments and determine tasks

necessary to be prepared

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Tasks and Appointments

• TIME is the difference• Appointments – time-specific

• Tasks– time-flexible– part of a “to do” list– Performed around appointments– Helpful to estimate time tasks will take

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Prioritize Tasks

• Easy as A-B-C, 1-2-3• Determine which days tasks should be completed• Rank daily tasks by importance– A – Vital. Must be done today.– B – Important. Should be done today.– C – Optional. Can be done whenever.

• Determine an order– Number all A tasks starting with 1, then B, then C– Complete all A tasks first, in order

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Update Daily

• Each task should be updated based on completion cycle:– Check mark – “I did it” Task completed– Circle – “I’m doing it” Task in progress– Arrow – “I’m going to do it” Task is reassigned to

another day. Be sure re-schedule this task.– X – “I’m not going to do it” Task deleted– Circle with initial – “Mr. Jones will do this” Task

delegated

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Plan Your Plan

• Schedule one week, two, weeks, or a month at a time– Be consistent. If you plan by the month, then

always plan by the month• Organize your day– First 15 minutes of the day• Review plan for the day

– Last 15 minutes of the day• Plan the next day

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Signs of Wasting Time

• Messy desk and no files• Can’t find things• Missed appointments• Always late• Unprepared for teaching• Tired• Unable to concentrate• Excessive personal conversations with co-workers

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Time Management Tips

• Reduce clutter to reduce time spent searching• Focus on one thing at a time• Develop a filing system• Touch everything only once – email,

paperwork, etc.• Don’t procrastinate• Plan everything – time, travel, purchases,

lessons, evaluation

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Complete Time Management Activity

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