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Time Management

Time Management. Concentrate on results, not on being busy. Importance of Time Management. Difference between productive and unproductive people – Plan your time 15 min planning saves up to 2 hrs execution ‘I am more productive in the last minute – why change?’ Pareto Principle - 80:20 Rule.

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Time Management

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  1. Time Management

  2. Concentrate on results, not on being busy

  3. Importance of Time Management • Difference between productive and unproductive people – Plan your time • 15 min planning saves up to 2 hrs execution • ‘I am more productive in the last minute – why change?’ • Pareto Principle - 80:20 Rule

  4. Goal Setting • SMART goal setting guidelines : • Specific - Have you clearly defined your goal? • 5 W’s • Measurable - How do you know if you are making progress? • How much, How Many, How Often • Attainable - Is your goal really achievable? Be ambitious but honest. • Realistic - Is your goal something you are willing to make sacrifices for? • Resources, Support of people, Knowledge • Timely - Is your goal achievable in a meaningful timeframe?

  5. Goal setting work sheet Goals • Long Term • Personal/Family 1. 2. 3. • Academic/Professional 1. 2. 3. • Short Term/Academic • For each goal: • Time to completion • Resources available • Obstacles anticipated • Follow-up • For each goal: • What did I accomplish? • What remains to be completed? • What helped me to be successful? • What learning can I apply to future endeavors?

  6. Prioritize use of time

  7. Effectiveness & Efficiency

  8. Planning & Scheduling

  9. Time Management Challenges Managing interruptions • Find a hide out!!! • Create visual barrier • Don’t keep extra chairs • Keep standing • Tell them they are interrupting

  10. Time Management Challenges Procrastination • What is procrastination? • Putting off things that we should be doing • Avoid high priority, challenging tasks • Seek comfort in doing tasks you know you're capable of completing • Causes of procrastination: • Have doubt on your skills or resources • Do not know where to begin • Waiting for “right time” or “right mood” • Underestimate the difficulty of the task • Perfectionism

  11. Overcome Procrastination • Recognize that you are procrastinating • Work out why you are procrastinating • Ways to overcome: • Find a small part of the task you can do right now • Identify the emotion associated with doing it • Finish an incomplete • Delete it and move on • Face your fears and the risks head-on

  12. Get organized • Time is saved if you prepare your work environment and equipment beforehand • Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand • Having your appointments, tasks and key notes in one place • Helps you find information faster and also helps prevent stress

  13. Utilize Time Gaps • Time gaps are intervals of time free of activities • E.g. gaps between classes, between meetings, in a queue, waiting in your car • Discover where you are likely to experience small, wasted gaps of time • Utilize them to finish tasks that can fit in • Examples of utilizing them effectively: • Make calls while waiting • Read up something • Prepare for the upcoming activities

  14. Using your time Twice • Doing two activities simultaneously • Productivity and efficiency are not being sacrificed • For example: • Read or study while using public transportation • Listen to the radio while driving • Use home exercise equipment in front of the TV

  15. Learn to say NO • Do not say yes when you don't have the time, motivation, interest or skills to do the task • Say “no” to tasks that have little impact on your targets • Prevent stress • Avoid overworking

  16. Delegation • Assign task responsibility and authority to others • Delegate to the right person • You are still responsible for the completion of the task • Give objectives or expected outcome, not procedures

  17. Courtesy: Teoh Yuan Hui, Time management for Univ Students, BookBooN.com Thank you

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