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TIME MANAGEMENT

Cathy Cousear

Time Management

• Definition: the management of time in order to make the most out of it.

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Lack of Time Management Causes:

• Failure to anticipate problems• Poor organization • Little time to plan

Inadequate Preparation

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Common Time Wasters• Being reactive- no planning• Procrastination• Frequent interruptions or distractions• A non-effective organizing system• Inability to say no

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Time History

First Generation- Clocks, Watches

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Time History

Second Generation- Calendar

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Time History• Third Generation- Personal Organizer

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Time History• Fourth Generation- efficient and

proactive

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Plan Your Day in Advance• Take 30 minutes day to plan your day.

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Task List• Writing what you do increases your

productivity.• It is a an inventory tool that serves as an

alternative to memory.• ABC Method-tasks to be done within a

day, a week, a month

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Pareto Analysis• 80% of tasks can be completed in 20%

of the disposable time. The remaining 20% of tasks will take up 80% of the time.

• It is recommended that tasks that fall into the first category be assigned a higher priority.

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Time Management MatrixUrgent Not Urgent Status

1. Activities:CrisisPressing problemsDeadline-driven

projects

2. Activities:Prevention, activitiesRelationship buildingRecognizing new opportunities, planningrecreation

Important

3. ActivitiesInterruptions, some callsSome mail, reportsMeetings, pressing mattersPopular activities

Not Important

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Built in Time for the Unexpected• An emergency with the participants’• Phone calls from families, programs, or

residence• Emergency meetings

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Control when Communication with Others• Incoming phone calls• Outgoing phone calls• Visitors• Checking emails

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FIT• “Fit” allows us to maximize our

productivity given constraints.• 15 minutes in your schedule• It is more efficient to complete task that

would require 15 minutes• Than complete a task that can be done

in 5 minutes or 4 weeks.

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POSEC• Prioritize- time• Organizing the family and finances• Streamlining-work and chores• Economizing-pastimes, socializing• Contributing-social organizing

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Suggestions• Set realistic goals• Prioritize• Create an action plan• Don’t give in to distraction• Accomplish your goals• Allow for some down time• Smaller accomplishments=greater

success

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Mental Markers• Make a list• Pay bills all at one(if possible)• Get an engagement calendar• Keep a notebook by your bed• Choose a day or night to do shopping• Buy things in bulk