Managing Your Time: Maximizing Your Potential

Managing Your Time:Maximizing Your Potential Presented by Jeff Becker LCSW-C, CEAP MCPS Employee Assistance Program 240-314-1040

MCPS Employee Assistance Program • Short term counseling , assessment and referral • Cost • Eligibility • Problem types • Referrals (self, supervisor and other) • Confidentiality/records • Other services: workshops, crisis response, newsletter, access point to mediation • Times/location

Workshop Goals • Analyze your present use of time • Identify barriers to effective time management • Examine priorities, values and their relationship to managing time • Learn effective methods for improved time management

Networking Activity

Networking Activity For each conversation, please give your name, position, work location – plus anything else you want to share. • Talk about the most recent thing you procrastinated about. Why did you procrastinate? • Are you a perfectionist or know someone who is? Describe the perfectionist behaviors? • Do cultural differences in regards to time management impact your work? How? • Do you tend to be on time, early or late? Does it matter?

What Do We Do With Our Lives • Spend • 27 years sleeping • 3.3 years eating • 5 months waiting at traffic lights • 8 months opening unwanted mail • 1 year looking for misplaced objects • 2 years attempting to return phone calls • 4 years doing housework • 5 years waiting in lines • 13.8 years working • Watching TV (% of leisure time: males-39%, females 37%)

Fill out your to-do lists! (No more than 8 items – can include tasks from both work and home.)

What are your biggest time management challenges?

Best Strategy: Tell Your Neighbor!

Time Management Strategies • Put 80% of effort into top 20% of responsibilities • Avoid perfectionism/procrastination • Structuring/organizing usual and occasional tasks • Learn to say “no” to unreasonable requests • Organize/schedule activities on the basis of your priorities

80/20 or Pareto Principle • Sorting the critical few from the trivial many • What are the 2-3 most important things you do? Vilfredo Pareto 1848 - 1923

Procrastination • Putting off what needs to be done in a way that results in consequences • Causes? • What to do: • Recognize it – how do you know? • Address why you’re putting it off (unpleasant? difficult?) • Get over it! (create a reward; think about the consequences; have someone check on you; break into smaller units)

Inspiration: “If you can dream it, you can do it” Walt Disney • Disneyland was built in 366 days, from ground-breaking to first day open to the public.

Perfectionism • When is it a problem? • Why is it done? • A form of procrastination; to avoid criticism/rejection; inability to sort priorities • What to do: • What’s the standard? Is it OK not to get an “A”? What else could you be doing?

Structuring and Organizing Usual and Occasional Tasks • “Systems are better than brains” • Cooking shows • What are some repetitive tasks? • Student work; Parent meetings; The classroom; Print and non-print materials; Lesson plans, etc.

Saying No – Setting Limits • Why is it hard to say “no”? • Don’t catch the ball! Think before you respond. • If you are sure you need to say “no”, say it sooner than later. • How should one say no? • Create alternatives if possible. Can you do part of the request ?

Cutting Things Short • “I’m in the middle of something now…” • Start with “I only have 5 minutes” – you can always extend this • Stand up, stroll to the door, complement, thank, shake hands • Clock-watching; on wall behind them

Getting Organized (Clock vs. compass) • First Generation Tools: (reminders) • To-do lists • Checklists • Rubrics • Telephone memo books • Second Generation Tools (planning and preparation) • Calendars • Day planners • Databases (PDA’s, etc.) • Third Generation (planning, prioritizing and controlling)

Values and Priorities

Accomplishment Travel Peace of mind Security Good health Financial security Family Spirituality Altruism Friendship Longevity Free time Values

“Happiness comes when activities align with values, not from one’s ability to control things and be efficient”. Stephen Covey

Prioritizing (Covey Model) Urgent Not Urgent Important I II III IV Not Important

I. Urgent and Important • Crisis • Pressing problem • Deadline driven projects • Preparation for imminent events

II. Important /Not Urgent • Preparation for future events • Values clarification • Increasing personal skills and growth • Relationship building • Healthy recreation • Anticipate and prevent problems

III. Not Important/Appears Urgent • Interruptions to planned work time • Some meetings • Other people’s priorities and expectations

IV. Not Urgent/Not Important • Trivia and busywork • Junk mail • Some phone calls • Escape activities • Time wasters

Name five things you can do this week to help manage your time better?

The “Four Ps" of Effective Time Management • Planning. • Priorities. • Procrastination. • Perfectionism

…..and finally • Learn To Say No • Take Care Of Yourself • Focus On What You Have Control Over • Practice Stress Management Techniques • Know The EAP Is A Support For You

Thanks for coming!For more information about the EAP, contact us at 240-314-1040or visit our website athttp://www.mcps.k12.md.us/departments/eap

Managing Your Time: Maximizing Your Potential