At the end of the skill building each participant will be able to:
- Understand What is time and what control does a person have with time
- Know the consequences of poor time management practices
- What is a priority and the difference between self and boss imposed priority
- Understand time planning principles and steps – use them on a paper day planner
- Understand how to use the time management steps in an electronic format
- How to prioritize, plan and survive multiple priorities
- Use Time Management Steps with project planning
What is Time?
- How can we define time
- Time is a personal thing
- How can we manage time when we can’t control it
- What are the consequences of poor time management (I forgot is not a good answer)
- It is TIME MANAGEMENT – or is it TASK / ACTIVITY MANAGEMENT
Priority Management
- How to define priority
- What is a self-imposed priority compared to boss or situation imposed priority
- How do priorities affect your ability to do task
Using Time Constructively
- How to define time wasters
- Are time wasters actually self-imposed “feel goods”
- How to balance the tasks
Steps to planning task and priorities:
- Review paper day planner (Explain the principles of TM can be used in an electronic format)
- Planning time must happen every day for 15 minutes
- Only ONE time planner (calendar)
- Write all task into the planner
- Using the Priority Matrix, Prioritize each task on the list A-B-C-D
- Starting with the A’s – Rank the task with 1-2-3-4 etc
- Do the same for the B’s and C’s
- Any task that is appointment based, go to the proper day and time and log that task on the time line (Example, a meeting next week Tuesday at 2:00pm – go to Tuesday and block out the meeting time
- Start with the A1 – work on that task as far as possible before starting to work on A2
- Once you have finished with A1 – use one of the 6 symbols for what is the next step for that task (Completed, forward, go to past info, delegated, in progress, deleted)
- Repeat for A2 and so on.
- Once you have completed the A column, move to the B column and so forth
As meetings and other task occur, put them into your day planner immediately. If you have an early appointment for any given day, also put that appointment into the task log for the day PRIOR to the appointment.
Organizing workspace to save time
Tips on how to organize work areas to save time and become more efficient at work.
Planning projects
- Once a work breakdown structure(Task list) is finalized for a project, insert all task that you are responsible for into your day planner
- If you need time to prepare for the task, make sure you block time into your day planner so you are ready for the task
- If you are the project leader – mark any reminders on the calendar for follow up
- MUST – review project task list and compare your list to it, every day
Multiple Priorities
- List ALL task that seem to have the same deadline or priority
- Which task has a true deadline and which have flexible deadlines
- Communicate to others what is happening
- Make a plan on how you would get each task done, and then have a discussion with your boss
- You may have to switch back and forth between 2 – 3 priority task until each is accomplished
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