The Management Series: Time Management

1. The Management Series:Time Management

2. Objectives • Upon the completion of training, you will be able to: • Understand What Time Management Means • Learn To Efficiently Use Time and Delegate • Prioritize Goals • Use Steps To Improve Time Management

3. Time Management is defined as using methods to record, manage, and consolidate daily procedures to help a person deal efficiently with his or her time. Time Management Using time wisely increases productivity and decrease stress.

4. Advantages of Time Management • Time Management… • Motivates and initiates • Reduces avoidance • Promotes review • Eliminates cramming • Reduces anxiety • Source: http://www.dartmouth.edu/~acskills/success/time.html

5. Time Management Tips • Tips for more effective time management: • Use a daily planner to stay on track • Prioritize tasks • Say no to non-essential tasks • Take the time you need to do a quality job • Break large, time consuming tasks into smaller tasks • Limit distractions • Take a break when needed to avoid burnout

6. Goal Setting allows tasks to be broken up into smaller achievements as progress is made. Setting goals that are specific, challenging and realistic increases motivation and allows for more effective time management. Goal Setting

7. Steps To Setting Goals Step 1: Establish a daily “to-do list.” Step 2: Categorize tasks as either urgent or important. Step 3: Rank order items according to priority. Step 4: Do not over schedule.

8. Urgent v. Important Tasks • “What is important is seldom urgent and what is urgent is seldom important.” – Former President Dwight D. Eisenhower • Determining whether a task is urgent or important is necessary when prioritizing tasks.

9. Urgent v. Important Tasks • Urgent activities demand immediate attention, and are often associated with the achievement of someone else’s goals. • Important activities have an outcome that leads to the achievement of your goals. • Tasks that are both urgent and important should be top priority on your to-do list. • Source: http://www.mindtools.com/pages/article/newHTE_91.htm

10. Prioritizing Tasks • Once you have identified what tasks are urgent, important, or a combination of the two, you can move on to prioritizing. • Rank each item on your to-do list numerically based on priority. • Prioritizing your to-do list allows you to see which tasks need immediate attention and which tasks can wait.

11. Allot Time Correctly If time available to complete a task is longer than needed, the pace will be slowed to fill the allotted time. On the other hand, if the time allotted is minimal, the pace will be adjusted in order to complete the task before the deadline.

12. Consolidating blocks of time provides larger amounts of time for tasks that require extra effort. Concentrating one’s effort eliminates multi-tasking and allows tasks to be completed one task at a time. This is known as single-mindedness, and is highly efficient when maximizing productivity. Consolidate and Concentrate

13. Delegating • If you come across a lower level task that you do not have time for, consider delegating. • When delegating, be sure to follow the chain of command within your department. Be respectful when asking someone to assist you with a task – do not make demands! • Make sure when you delegate a task that the other person has the ability to help. Do not delegate a task to someone who also has a large to-do list.

14. Set hard, feasible goals. Not too many, not too few. Prioritize these goals from most important to least important. Start with your top priorities and work your way down. Give major tasks more time, and minimize excess time. Reward yourself for reaching goals or for almost reaching a goal. Summary

15. Outside Assistance • If you feel you need additional guidance, please consider seeking professional assistance through one of the County’s Employee Assistance Programs. • Contact Human Resources for further information regarding Employee Assistance Programs.