Time ManagementTime Management

Questions to Help You Questions to Help You Manage Your Time:Manage Your Time: What has to be done?What has to be done? How much of it has to be done?How much of it has to be done? How fast does it has to be done?How fast does it has to be done? How much does it cost to do?How much does it cost to do?

How the Average How the Average American will Spend American will Spend his/her Lifehis/her Life 7 years in the bathroom7 years in the bathroom 6 years eating6 years eating 5 years waiting in line5 years waiting in line 3 years in meetings3 years in meetings 2 years playing telephone tag2 years playing telephone tag 8 months opening junk mail 8 months opening junk mail 6 months sitting at red lights6 months sitting at red lights

Leisure Time- based Leisure Time- based upon a two year Gallup upon a two year Gallup PollPoll

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5

10

15

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35

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

TV on SundayTV on ThursdaySocializing

3-4 times as many hours per year shopping as do Western Europeans

Question:Question:

CAN YOU REALLY MANAGE CAN YOU REALLY MANAGE YOUR TIME, OR DOES TIME YOUR TIME, OR DOES TIME

MANAGE YOU?MANAGE YOU?

What To Do??What To Do??

Your 10 am doctor’s appointment turns into Your 10 am doctor’s appointment turns into a 10:45 appointmenta 10:45 appointment

Your dinner is interrupted by the Your dinner is interrupted by the telemarketertelemarketer

Your 3 year old decides as you are leaving Your 3 year old decides as you are leaving the house for daycare, that he has to “go the house for daycare, that he has to “go potty”potty”

You are running 15 minutes late for work and You are running 15 minutes late for work and you remember that you forgot to fill the car you remember that you forgot to fill the car with gas last eveningwith gas last evening

Your flight has been delayedYour flight has been delayed

Time Management Time Management TIPTIP

Concentrate you efforts and Concentrate you efforts and energy on those elements of energy on those elements of time management you can time management you can control. Focus on the possible.control. Focus on the possible.

Do you suffer from Do you suffer from speed sickness???speed sickness???

Do you have an endless to do Do you have an endless to do list and feel stressed out list and feel stressed out because the tasks never seem because the tasks never seem to get done?to get done?

Working Under Working Under PressurePressure

Rushing through life suppresses Rushing through life suppresses the immune system. Continually the immune system. Continually driving in the fast lane until it driving in the fast lane until it becomes a way of life, can lead to becomes a way of life, can lead to hypertension, heart disease, drug hypertension, heart disease, drug dependency, and/or stroke. dependency, and/or stroke.

Definition of Time:Definition of Time:

Time is nothing more (or less) Time is nothing more (or less) than a way of measuring out than a way of measuring out your life.your life.* Remember, you can only live * Remember, you can only live in the present moment.in the present moment.

Exercise:Exercise:List 8 items you spend List 8 items you spend time on during the daytime on during the day

1.1.

2.2.

3.3.

4.4.

5.5.

6.6.

7.7.

8.8.

Manage the Moment Manage the Moment

1.1. Decide, don’t driftDecide, don’t drift

2.2. Review your optionsReview your options

3.3. Practice Instant ResponsePractice Instant Response

Review Your OptionsReview Your Options

You always have a choice and you You always have a choice and you always have to pay the price for always have to pay the price for your choice. The existence of that your choice. The existence of that choice becomes clear when choice becomes clear when something happens that something happens that overshadows the importance of overshadows the importance of the day’s work and the the day’s work and the consequences of not doing it.consequences of not doing it.

Practice Instant Practice Instant ResponseResponse

Extreme emergencies give you a Extreme emergencies give you a great gift- the ability to focus great gift- the ability to focus clearly. Smaller choices may clearly. Smaller choices may provide greater difficulty, provide greater difficulty, especially when the especially when the consequences seem to be nearly consequences seem to be nearly equal and nearly equally bad.equal and nearly equally bad.

PracticePractice InstantInstant ResponseResponse

1.1. Read the situationRead the situation

2.2. Reflect on the choicesReflect on the choices

3.3. Respond with a decisive actionRespond with a decisive action

Banish second guessing from your mind, as it wastes your time and energy. The only mistake you can make is not making a decision.

Create a Healthy To-Do Create a Healthy To-Do ListList

Don’t put too much on itDon’t put too much on it Put some air in it. Overestimate the Put some air in it. Overestimate the

time you will spend in a meeting, ect.time you will spend in a meeting, ect. List possibilitiesList possibilities Don’t carve your list in stone. Keep it Don’t carve your list in stone. Keep it

flexible.flexible. Order creatively. Do the most Order creatively. Do the most

important takes firstimportant takes first

Create a Healthy To-Do Create a Healthy To-Do ListList Break larger tasks into smaller Break larger tasks into smaller

onesones Schedule breaks, time-out timeSchedule breaks, time-out time Schedule for long-range as well as Schedule for long-range as well as

short range goalsshort range goals Be ready to abandon the listBe ready to abandon the list You don’t have to make a list at allYou don’t have to make a list at all

Achieving your GoalsAchieving your Goals

1.1. Work out on treadmill 30 minutes Work out on treadmill 30 minutes 3x per week. 3x per week.

2.2. Ride exercise bike 30 minutes 3x Ride exercise bike 30 minutes 3x per week.per week.

3.3. Do light weight aerobic exercising Do light weight aerobic exercising 30 minutes 3x per week.30 minutes 3x per week.

After identifying your goal, break it into steps.

Example: Exercise Regularly

Achieving your GoalsAchieving your Goals

Now add this to your planner. If you Now add this to your planner. If you have decided to add this exercise have decided to add this exercise program to your daily schedule, you program to your daily schedule, you also need to decide what you will not also need to decide what you will not be doing to free up that time. You are be doing to free up that time. You are not getting a free extra 30 minutes, not getting a free extra 30 minutes, you are giving up something else, like you are giving up something else, like TV or computer time, or sleep.TV or computer time, or sleep.

4 Categories of Life’s 4 Categories of Life’s ActivitiesActivities

Urgent & important – Relates to Urgent & important – Relates to your core values and needs your core values and needs immediate attention.immediate attention.

Important but not urgent. No Important but not urgent. No sense of immediacy.sense of immediacy.

Urgent but not important. Doesn’t Urgent but not important. Doesn’t touch core valuestouch core values

Neither important nor urgent. All Neither important nor urgent. All the other stuffthe other stuff

Is the task really Is the task really important or merely important or merely urgent????urgent????

You have to decide every day You have to decide every day whether or not react to a whether or not react to a situation. You can become situation. You can become the task master, or you can the task master, or you can let situations master you.let situations master you.

Is the task really Is the task really important or merely important or merely urgent?urgent?

Something is important to you if it Something is important to you if it touches your core values, the touches your core values, the basic motivations that guide your basic motivations that guide your life. Something is urgent if it life. Something is urgent if it demands your attention right demands your attention right now. To effectively manage your now. To effectively manage your time, your need to learn the time, your need to learn the difference.difference.

Achieving your GoalsAchieving your Goals

It takes about three weeks for you It takes about three weeks for you to become accustomed to breaking to become accustomed to breaking your old pattern and becoming your old pattern and becoming comfortable with a new routine.comfortable with a new routine.

Urgent and ImportantUrgent and Important

Call from day care – your child is Call from day care – your child is running a feverrunning a fever

Big presentation to make in two Big presentation to make in two hourshours

Car swerves in front of youCar swerves in front of you

Important but Not Important but Not UrgentUrgent

Regular exerciseRegular exercise Long-range financial planningLong-range financial planning Quality time with familyQuality time with family

Urgent but Not Urgent but Not ImportantImportant

A coworker needs to discuss an A coworker needs to discuss an issue with youissue with you

Department meeting started 4 Department meeting started 4 minutes agominutes ago

E-mail icon is blinkingE-mail icon is blinking

Neither Important Nor Neither Important Nor UrgentUrgent

Working a crossword puzzleWorking a crossword puzzle Catching up on office gossipCatching up on office gossip Reading the baseball box scoresReading the baseball box scores

Unless you take a Unless you take a conscious control of you conscious control of you decision making you will decision making you will respond to the urgent, respond to the urgent, even if it is not even if it is not important, and shun the important, and shun the important, unless it also important, unless it also carries a sense of carries a sense of urgency.urgency.

80/20 Principle80/20 Principle

Pareto principle states that 80% Pareto principle states that 80% of the result will come form 20% of the result will come form 20% of the effort.of the effort.

As applied to time management, As applied to time management, 80% of your satisfaction will come 80% of your satisfaction will come from relatively few of the things from relatively few of the things you do.you do.