Time Management 97-03

8/6/2019 Time Management 97-03

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Videos:

Importance of time? I did considered to put this before we start our

presentation :http://www.youtube.com/watch?v=i31vtf22VyY&feature=related

Review of the time management techniques video: [either before/ after

slide 10] http://www.youtube.com/watch?v=rM1A9zFkfHw


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10 common time management

mistakes.

Steps towards better timemanagement skills.

With examples of commonscenarios.

SMART targets


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Reviews: [to be edited]

How long do you spend each day on unimportant things- things that do not

really contribute to your success at school?

How often do you thought, I could achieve so much if I just had another half

hour each day.

Do you often feel overwhelmed by the amount of work you have to do or do

you find yourself missing deadlines? Or do you sometimes just forget to dosomething important, so that people have to chase you to get the work

done?


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Failing to keep a To-Do listFailing to keep a To-Do list

Not setting personal goalsNot setting personal goals

Not prioritising- poor planning and lack of contingency plansNot prioritising- poor planning and lack of contingency plans

Failing to manage distractions people and technologyFailing to manage distractions people and technology

ProcrastinationProcrastination

Disorganisation- Prevents us from being as productive and effective as we could be.Disorganisation- Prevents us from being as productive and effective as we could be.

Multitasking - Several studies have found that multitasking can actually result in us wastingaround 20-40% of our time, depending on what we are trying to do.Multitasking - Several studies have found that multitasking can actually result in us wastingaround 20-40% of our time, depending on what we are trying to do.

Ineffectively scheduling tasks with unrealistic time estimatesIneffectively scheduling tasks with unrealistic time estimates


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People with bad time management skills

often experience the following:

(1) Accumulation of work

(2)Stress and fatigue

(3)Lack of preparation


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Rules fortime savers: Manage the decision making process

Concentrate on doing only one task ata time.

Establish daily, short term, mid-term

and long term goals. Handle correspondence quickly with

short letters/ memos.

Establish personal deadlines.

Maintain accurate calendars andabide by them.

Ensure time is set aside for highpriority tasks.

Use to-do-list.


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Plan activities/ have a to-do-listPlan activities/ have a to-do-list

Start small and be

consistent

Start small and be

consistent

Prioritize on main areas.Prioritize on main areas.

Get the deadlines for all

the work.

Get the deadlines for all

the work.


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Focus on one commitment.Focus on one commitment.

Divide large tasks.Divide large tasks.

earn to recognise eac situationand a attention to detail.

earn to recognise eac situationand a attention to detail.

Set start and sto times.Set start and sto times.


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Case (1) Whenever I see email notifications regarding to anything atall, I will tend to check it by pausing on my work and I ended upspending too much time checking the website/ email.

*NOTE: Maybe we can consider to just say out the way and factinstead of including them in the slides. People may just try to read thewords rather than to listen attentively.*

[Way: Turn off the pop-up or noise which notifies you that you have anew email/ facebook notifications and etc.Establish a new habit of checking your email at certain times a day.

Fact: Involuntary email notification is the single biggest time

management detractor in the world today. ]


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Case (2) I always end up doing my work at the very last moment.

[Way: Review your activities in terms of short-term and long-term goalsand prioritise the activities accordingly. Use a diary/ activity planner toschedule when to do things and try to stick to it.

(It is not necessary to know exactly what will fill each time-slot, especiallyif you are subject to unpredictable demands as most people are. The

important thing is to schedule the time to deal with what arises andactivities that you can predict need to be done at certain times.)

Fact: If you do not plan for the preparation, you will never do it and all thework will get left to the last minute. Usually the short-term urgent taskswill always use up all your time unless you plan to spend it otherwise.Many people find it helpful to spend some time at the end of the day, organising tasks

on their To-Do-List for the next day.]


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Case (3) I do not know where and how to start when I am given a pile ofworks to do.

[Way: Go through them quickly and make a list of what needs doing and when.After this handle each piece of paper only once. Do not start lots of jobs at the same

time. Also, try not to be too obsessive to re-do and re-do a small part of the work.

(At the end of the day, compile a to-do-list for the next day giving each job a priority

and try to note how long you expect to spend on the job.

Try to stick to your list and tackle all the jobs with a high priority first.

Be able to identify a series of jobs which could be done while you are waiting to

complete another task.)

Fact:A job may be terribly important, but may not need doing now. Get thegenuinely urgent jobs out of the way first and do not allow yourself to be distracted

by the bigger jobs that you can do later. ]


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Case (4) Rejecting

Way: Sometimes, it is best if you learn to say No politely and constructively. Be carefulabout accepting sideways delegation by your peers to you.


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S - Specific- e t r et t exactl at eeds t e lear ed rdone.

- easurable- It ust sayexactly ow t iscanbe easured.

- chievable - he tar et ust not be toohardor too lar e, better tohaveseveral small tar ets leading toa largergoal.

- ealistic - It must bepossible toget access toany training, booksorhelp

needed tomeet the target.

- imed - hereshouldbeaset time limit forachieving the target.


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WHYSMART targets? It provides a clear outline of what needs to be done and how the outcome will be

assessed. It helps us to set realistic action plan with the bigger tasks be broken down into

smaller tasks.


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On time management skills:

http://www.slideshare.net/suzimurning/time-management-slides-

presentation

http://www.businessballs.com/timemanagement.htmhttp://www.mindtools.com/pages/main/newMN_HTE.htm

On SMART targets: http://usefulwiki.com/page/SMART_targets

Time Management 97-03

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