Time Management

By Phuong Huynh, Breanna Jones, Rosy Kreissman, and Lindsey Passmore

Group Questions

Please break into three groups and each group will answer a question to report back to entire class:– Group 1: List five reasons why people do not manage their

time effectively. Which common reasons apply to your group members’ current lifestyles?

– Group 2: Explain the common feelings of stress when your time is not managed as well as you would like it to be.

– Group 3: Think up five new ways to manage your time more effectively.

What is Time Management?

Time management:– The prioritization, scheduling and execution of daily

responsibilities to a level of personal satisfaction. – Effective time management does not mean you have

more time; it means you make better use of the time you have.

Time Management Objectives

Define Time ManagementRecognize the roadblocks to effective time management and advantages of overcoming themPersonality styles and behaviorsSteps to initiate time management techniques

Roadblocks to Effective Time Management

– Rationalization is finding “good reason” for things that we really know we should be doing

• “I won’t know where anything is if I clean my house”– Procrastination is the habit of putting tasks off to

the last possible minute, can be a major problem in both your career and your personal life.

• “I will do it later”

Advantages of Effective Time Management

Reducing stressGaining timeReducing avoidancePromoting reviews and eliminating crammingStaying motivatedAvoiding procrastinationFeelings of confidence and self empowerment

Homework 2 Summary

Self-Scheduling for Hospital Nurses: An Attempt and Its Difficulties

By Lotte Bailyn, Robin Collins, and Yang Song

Personality Styles and Behaviors

Six targeted behaviors“Time Robbers”Combination of one plus behaviors=less efficient time management

Type A Personality

Time urgencyAnger/hostilityLack of planningPolyphasia

Workaholism Personality

“Process Addiction”Spend 10 to 14 hours/day at work compared to average of 8 hours/dayLittle tasks done between 9am to 5pmComplain about long hours, but really enjoys it

Time Juggler Personality

More than one task at a time.Scheduling conflictsOverbooking or double bookingBargainer for time

Procrastinator Personality

Diversion tacticThree factors associated with procrastination:– Laziness or apathy– Fear of failure– Need for instant gratification

Three Types of Procrastinators

1. Straightforward procrastinator: – Knowingly doing something other than the task needed to be

done

2. Deception Procrastinator: – Tries tasks, but finds excuses to leave them until the last

minute

3. Time-trap Procrastinator: – Does easy tasks first, leaving hard ones to gather at the end

Perfectionist Personality

Obsessed with carrying out every responsibility perfectlyCaught up with the detailsPerfection is possible

Lifestyle Behavior Trap Personality

Hard time saying no to othersNice people, co-dependentSelf-validation and self-worth needed by othersFeelings of victimization may result

Group Question

Which personality style are you?

Steps To Initiate Time-Management Techniques

Effective time management can be broken down into three skills:– Prioritization– Scheduling– Execution

Prioritization

Rank tasks in order of importance

ABC Rank-Order Method

Task A highest-priority, B second-priority and C low-priorityRewrite and complete in new order

Pareto Principle

80/20 Rule, focus on 1 or 2 significant tasks 2 out of 10 tasks will produce recognizable gains

Important-versus-Urgent Method

Divide tasks into 4 boxes. Box 1 high importance and urgency. Box 4 least important and urgentStart with Box 1 and work your way to Box 4

Activity

15.1 Activity

Scheduling

Matching a specific task with a designated time periodUse Boxing, Time Mapping and Clustering

Boxing

3 to 5 hour chunks or boxes of timeIn each time do a specific responsibilityGeared toward big projects

Time Mapping

Small blocks of time 15 to 30 minutes Specific tasks (phone call, running errand) for specific times

Clustering

Tasks are listed and then clustered or mapped out by location. (Useful for errands)

Prioritization and Scheduling are Partners

At the end of the each day, look at your list to see which tasks weren’t finished and then reprioritize your responsibilities for the next day

Execution

The implementation of an established schedule

Tips to Improve Execution

Assign a deadline for each tasksBreak projects down into smaller tasks and assign deadline for eachWork on one section until it’s completedReward yourself after accomplishment

Additional Time Management Ideas

DelegationSchedule interruptionKeep a journalStressed out? What to do?

NetworkingOrganizing SkillsRecharge yourselfAdditional tips.

Delegation

Share the responsibility with others.Things to notice when delegating:– Give clear instructions. – Don’t delegate complicated tasks.– Follow up on delegated duties.

Schedule Interruptions

Be flexible with your schedule.Allocate time for possible interruption.Prevent interruption

Keep a Journal

Designate a place to write down important thoughts and or things that you don’t want to forget.

Stressed out and feeling negative?

Feeling overwhelmed by tasks?

What to do?

Rate your tasks. – With 1 being least

important and 5 being most important.

Remove low scored tasks from your to do list and focus on higher scored tasks.

Networking

Keep a list of contacts.

Give out support freely.

Learn to Organize

Designate a place for important documents.Learn about your resources.Make a list of things to do with deadlines attached.Use a daily planner.Learn to make outline.

Learn to Organize (cont.)Keep files of outgoing and incoming letters. Keep a contact list.Learn to say no to people. Delete all unwanted emails.Learn to utilize your free time.

Recharge Yourself

“All work and no play makes Jack a dull boy”.Don’t overwork yourself. Find time to relax.

Additional Tips

Limit cell phone and internet usage.Limit TV time.Keep your surroundings clean and tidy.Get a good night of sleep.

Additional tips (cont.)

Don’t multi-task (I guess if you have that many hands it would be ok)Limit your choices (remember Dr. Kim’s story of the restaurant in Indiana?)

Group Discussion

List the most beneficial time management techniques that you find helpful to manage your time effectively and keep on schedule and explain why.What steps can you take to implement one or more of these time management techniques?

Conclusion

Any questions about time management and how to effectively

use it in your personal life?