Time management btz
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Más de Beenish Tariq Zuberi Federal Urdu University of Arts, Science and Technology
Más de Beenish Tariq Zuberi Federal Urdu University of Arts, Science and Technology (20)
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Time management btz
- 2. Beenish Tariq Zuberi 2
- 3. Aims Identify useful strategies for better time management Examine psychological issues Explore common difficulties with perfectionism and procrastination 3Beenish Tariq Zuberi
- 4. Message from a friend: Failing to plan … is planning to fail 4Beenish Tariq Zuberi
- 5. Introduction How do you go about managing your time? 5Beenish Tariq Zuberi
- 6. Five basic principles Be realistic about the task….how long will it take? Be determined…..limit distractions/displacement Be organised………books, pens, coffee Balance the other parts of your life Be flexible…things may change 6Beenish Tariq Zuberi
- 7. Benefits of time management Efficient Successful Healthy 7Beenish Tariq Zuberi
- 8. Obstacles to effective time management 8 Unclear objectives Disorganization Inability to say “no”Beenish Tariq Zuberi
- 12. Prioritize 1. Address the urgent 2. Accomplish what you can early 3. Attach deadlines to things you delay 12Beenish Tariq Zuberi
- 14. Learn when to say “NO” 14 • You can’t do everything • Don’t undertake things you can’t complete • Remain consistent to your goals Beenish Tariq Zuberi
- 15. Use your waiting time On public transportation At the doctor’s office Waiting for your plane On hold When you are early 15Beenish Tariq Zuberi
- 16. Use your waiting time 16 Correspondenc e Letters or memos Books or tapes Beenish Tariq Zuberi
- 17. Concentrate on the task at hand Focus on your goal Tune out interruptions 17Beenish Tariq Zuberi
- 18. Consider your personal prime time Morning? Evening? Late night? 18Beenish Tariq Zuberi
- 19. Celebrate your success 19Beenish Tariq Zuberi
- 20. Review • Set goals • Prioritize • Organize • Learn when to say “NO” • Use your waiting time • Concentrate on the task at hand • Consider your personal prime time • Celebrate success 20Beenish Tariq Zuberi
- 21. Taking control of time Ask yourself from time to time: How am I using my mental and physical energy now? Is this good use of my time? Identify priorities/commitments for the week ahead and write on blank sheet all sessions/ meetings; leisure activities; paid work; time for self; adequate rest/sleep. 21Beenish Tariq Zuberi
- 22. 22 Personal Timetable Sun Mon Tues Weds Thurs Fri Sat 08:00 09:00 10:00 11:00 12:00 1:00pm 2:00 3:00 4:00 5:00 6:00 7:00 8:00 9:00 10:00 11:00 12:00 Beenish Tariq Zuberi
- 23. Use personal timetabling to: acknowledge what you have achieved save mental energy be purposeful and realistic meet deadlines and keep up with work have effective study time and effective relaxation Enjoy yourself without guilt and worry 23Beenish Tariq Zuberi
- 24. Causal Dimensions of Time Management Problems for Students Intrinsic/Emotive Extrinsic/External 24 • Feel overwhelmed & ‘frozen’ by all the tasks • Anxiety about what is expected of them • Anxiety about writing: worried about the quality of their work • Wanting to live up to other people’s standards • Wanting to live up to their own image of themselves • Bored – motivation is low • Workload is heavy & appears overwhelming • Lack of clarity about what is expected • Student not experienced in managing time independently • Cultural dimensions: come from a society that is relaxed about time • Course is not interesting Beenish Tariq Zuberi
- 25. Tips for avoiding distraction Start with the unpleasant tasks first Set yourself a time limit for reading. Use active reading techniques. Distraction problems can occur when the subject being studied appears totally removed from the real world. If you find a particular recommended or set book hard to follow, try another that offers you a simpler or clearer explanation. If other students are distracting you, go somewhere else. Where others are working quietly, you are likely to do the same. 25Beenish Tariq Zuberi
- 26. Four Tips for Managing Time 1. Start with the unpleasant tasks first – get them out of the way early. 2. Set yourself a short time limit for reading: 40 – 45 minutes tends to be the maximum time most people can read before their concentration slips. At the end of the set time, stop and take a break. 3. Don’t struggle with books you find hard to read. If you find a particular set book hard to follow, try another that offers you a simpler or clearer explanation of the same subject. 4. Keep your working area clear of clutter: the Wall Street Journal reported that typical US Executive wastes 5 hours a week looking for misfiled/mislaid items. (Lindley 2006). 26Beenish Tariq Zuberi
- 27. Writing Strategies Free yourself up Go for a walk; talk it out loud Wait for a structure to arrive Bullet points, mind maps, scribble ideas Give yourself time to work it out – learning and writing involve unconscious processes Imagine looking back at this task in 6 months Work with others, use study groups, etc. 27Beenish Tariq Zuberi
- 28. Common difficulties Perfectionism Procrastination 28Beenish Tariq Zuberi
- 29. Are you a perfectionist? You are never good enough, whatever you accomplish You can’t complete work or projects, waiting to get them just right You must always give 100% or else be mediocre or a failure 29Beenish Tariq Zuberi
- 30. What is perfectionism? Self-defeating thoughts and behaviours associated with high ideals, not realistic goals. Often mistakenly seen as desirable or even necessary for success. Recent studies show that perfectionist attitudes actually interfere with success. The desire to be perfect can deny you a sense of satisfaction and cause you to achieve far less than people with more realistic goals. 30Beenish Tariq Zuberi
- 31. Causes of perfectionism You may have learned early in life that you were mainly valued for your achievements. You value yourself on the basis of other people's approval. Your self-esteem is based primarily on external standards. You are vulnerable and sensitive to the opinions and criticism of others. To protect yourself you decide that being perfect is the only defence. 31Beenish Tariq Zuberi
- 32. Negative thoughts and feelings • Fear of failure. • Fear of making mistakes. • Fear of disapproval. • All-or-nothing thinking. • Over-emphasis on ‘should’, ‘must’ and ‘ought’. • Never being good enough. 32Beenish Tariq Zuberi
- 33. How is it maintained? Current triggers – eg research pressure Negative predictions – ‘I won’t do it well’ Unhelpful behaviours, eg avoidance of writing, constant checking Confirming negative beliefs Self Critical thoughts – ‘I’ve failed again’ 33Beenish Tariq Zuberi
- 34. Vicious circle Set an unreachable goal. Fail, as the goal was impossible. Constant pressure leads to chronic failure and reduces effectiveness. Self criticism and self-blaming leads to low self - esteem, anxiety and depression. At this point you may give up completely on your original goal and set yourself another unrealistic goal, thinking "This time if only I try harder I will succeed". 34Beenish Tariq Zuberi
- 35. 4 common myths with perfectionism You can’t succeed without it It gets you the best results It enables you to overcome obstacles It helps you achieve and please others 35Beenish Tariq Zuberi
- 36. What can I do about it? Realize that perfectionism is undesirable perfection is an illusion that is unattainable. Challenge self-defeating thoughts and behaviours that fuel perfectionism. Cost benefit analysis of keeping high standards 36Beenish Tariq Zuberi
- 37. Strategies to move forward Set goals realistic, reachable, sequential Experiment with standards for success Try for 80% or even 60% Focus on the process not the end result Evaluate success in terms of what you accomplished and what you enjoyed Celebrate and learn from mistakes 37Beenish Tariq Zuberi
- 38. Common difficulties Perfectionism Procrastination 38Beenish Tariq Zuberi
- 39. What is procrastination? Putting off a task which needs to be done It can affect our study and writing We may disguise avoidance by being very busy We may find things to do that are interesting or even useful, but don't contribute towards the main goal It may involve feelings of anxiety, stress, guilt, shame and depression 39Beenish Tariq Zuberi
- 40. Overcoming Procrastination Use a diary Prioritise and set achievable targets Revise targets Acknowledge progress Stay focussed Avoid avoidant activities! Reward yourself 40Beenish Tariq Zuberi
- 41. Procrastination – so what can you do about it ? Aversion to the task - Develop motivation Find a personal engagement with subject … … how can I use this idea ? … what’s significant in this for me ? Why have I found this difficult in the past ? … … how is this different now ? If I had to explain this to others simply, how would I best summarise it for them ? 41Beenish Tariq Zuberi
- 42. Procrastination – so what can you do about it ? Impulsiveness / distractions - Long term vision - ‘Unpleasant’ tasks first - Short tasks / short term rewards - Involve others in pay-offs - Mix active / passive work e.g. reading - Study groups • sharing research • teaching learning 42Beenish Tariq Zuberi
- 43. Procrastination – so what can you do about it ? Time management issues: Allow more time for assignments … … draft, leave, edit, redraft Simple, realistic, daily goal-setting Link short-term priorities to long-term goals Lower your expectations ? 43Beenish Tariq Zuberi
- 44. Procrastination – so what can you do about it ? Environmental Factors Ask library staff for guidance Find your favourite space Keep it clear, focussed on one activity Symbolise it ? 44Beenish Tariq Zuberi
- 45. 45 Dynamics of study Past relationships My relationship with my studies Current relationships Beenish Tariq Zuberi
- 46. Beenish Tariq Zuberi 46
- 47. What can I do? Look at your internal dynamics Write down any historic messages you carry about yourself Develop a more realistic assessment of your ability and worth as a person 47Beenish Tariq Zuberi
- 48. Conclusions Look after yourself (diet, sleep) Keep a supportive structure for your daily life; have relaxation time See this as a time of discovery Recall past achievements Challenge negative thoughts Imagine looking back at the task from a future vantage point 48Beenish Tariq Zuberi
- 49. Beenish Tariq Zuberi 49
- 50. Beenish Tariq Zuberi 50
Notas del editor
- So, you need to be honest with yourself and make realistic plans which you can stick to. Talking to yourself will help clarify your priorities and making a list is just the beginning: Try a diary, a wall planner, a wipe board, a journal or the electronic calendar and tasks on Outlook. It is sometimes helpful to think of the waking day in three chunks: morning, afternoon and evening, with study taking up any two of those chunks. Just knowing that you have parcelled up the day to allow legitimate time for various activities can reduce your stress. Remembering to look at your plan is also vital: you need an overview of the term, month, week and each day. When unavoidable events interrupt your plan, you need to be able to respond creatively. You can move things around and adjust your plan, but you will feel more in control. Ticking things off on your list or plan can also underline your sense of achievement.
- Don’t panic. Ask for help and listen to advice. Sometimes, other people can see when the spiral is beginning which leads to plans being unmade and can even make useful suggestions. Recognise the signs which warn you need to get a grip! And remember ‘quality’ not ‘quantity’. Concentrated, ‘engaged’ work will be much more useful than hours of fighting to keep your eyes open, not really taking in what you are reading.
- If you can manage your time more effectively, you will be rewarded in a variety of ways: You will be more efficient in serving your district and will be able to support your clubs better You will achieve greater success in your very important, and highly visible, role as a Lions Leader On a personal level, you will certainly feel healthier, more energetic, and in a generally better mood
- Note: You may wish to add personal experiences as examples of one or more of the obstacles to enhance the presentation. There are a lot of things that make it difficult for us to manage our time effectively. Let’s consider some of the most common ones, and see if they apply to us: Unclear objectives – It’s hard to hit a target with your eyes closed, and it’s just as hard to accomplish something when you aren’t exactly clear about what you want to achieve Disorganization – It’s easy to see when your desk is too messy, but sometimes you have to step back and ask yourself if you are taking an organized approach in completing all of your tasks Inability to say “no” – We all want to be as helpful as we can when others need us, but this can mean taking time away from other priorities to do something we may not have planned
- The first, and most important strategy you can employ to manage your time is to set clear goals for yourself. As a Lions leader, you will want to accomplish many things in your time of office. The best favor you can do for yourself is to determine what those goals are and make sure your efforts are always directed toward their achievement. Effective goals share a number of characteristics in common. Effective goals are: Specific – When a goal is too vague, you may never know how to reach it or even when you have reached it. Make sure that you know exactly what you hope to achieve Measurable – When you have a goal that is measurable, you will know how far you have to go to reach the goal, and when you get there Note: You may wish to provide an example of a vague, unmeasurable goal, and then a specific, measurable goal here. For instance, “I will support extension in my district” is a vague goal, while “I will establish five new clubs in my district is both specific (new clubs) and measurable (five).
- Achievable – It is commendable to set your sights high, but sometimes we try to accomplish more than we can actually do. Training and certifying ten Certified Guiding Lions in your district in one year may or may not be achievable at this time for a number of reasons. Your goals should be such that, if you “extend yourself” you can just reach them. Realistic – Can you establish a program in your district to help everyone with vision problems? It is certainly a worthwhile goal, but it may not be realistic at this time. It might be better to work on setting up a program with schools to provide vision testing and eyeglasses for disadvantaged children. Note: You may wish to provide an example of an achievable, realistic goal that you have achieved or observed in your own club or district. Time-based – Most of the goals that you establish in your position as a Lions leader will not be long-term. It is important to set time guidelines for your goals, so that you can keep track of your progress as you are going along and can be alert to when you are falling behind schedule. Note: You may wish to state a goal that meets the five characteristics, and ask participants to explain how each characteristic is met. For example, “We will increase retention of current members in my district by reducing the dropout rate to X % by the end of the fiscal year.” Further, you may wish to provide a non-example and ask participants to restate it to meet the five characteristics. For example, “We will improve the service we provide to our community.”
- As a leader in your club or district, you will be faced with many tasks. It is safe to say that you will not be able to do everything, so it is wise to periodically make a list of the tasks that confront you and prioritize them. The following technique may be helpful in prioritizing: Note: You may wish to provide examples of tasks that you have placed in each of the four categories that follow. Explain why you made the decision, and how it positively impacted your time management. Do – Determine from the list the things you think are most important to accomplish, and are things you should do yourself. Delegate – Remember that there many Lions within your district with skills, experience, and motivation to carry out a wide variety of tasks. A truly effective district governor understands that real leaders do not try to accomplish everything themselves and recognizes that some things are better handled by others. Delegating not only frees up your time for other things, it ensures that resources are used wisely and that Lions who want to help are motivated and involved. Delay until another time – Some things can wait. The danger is delaying too many things until deadlines are near. The best policy here is to consider when things are due, how long it will take to accomplish them, and what your current workload will allow. For instance, registrations and request forms that are not yet due could be sent to LCI earlier if you have time. It makes sense to delay things that are not due when your are “overburdened” and to accomplish them ahead of time when you can. Delete – If you have set goals using the guidelines we mentioned earlier, you may recognize that some of them are not achievable or realistic, or that they are just not important. A good leader knows when to concentrate on the important and eliminate the rest. Note: As time allows, you may wish to: Ask selected participants to share tasks that they will prioritize into the four categories Break participants into small groups and ask them to create a list of DG tasks that could be prioritized using the four categories
- It is important when you have prioritized your tasks that you: Address the urgent – Take care of things with short-term consequences as soon as possible. Accomplish what you can early – Reports, registrations, requests that can be handled early should come next. Don’t put off until tomorrow what you can do today. Attach deadlines to things you delay – When you have determined that something can definitely wait, don’t just toss it aside until later. Establish a deadline for the task in your schedule, and make a note to remind you to begin working on it. Note: You may wish to emphasize the 80/20 rule here. (20% of your tasks can take 80% of your time.) This is a good point to keep in mind as you prioritize tasks.
- As you prioritize tasks and set deadlines, you will want to organize your plans and actions. Some of you may be more comfortable using paper and pencil, so I urge you to make use of a planner with a calendar and plenty of space to make notes. Many planners contain not only calendar space, but also room for daily activities, contact information, and “to do” lists. Find a planner that fits your needs and use it. You will find this to be an indispensable tool for managing your time. Maybe you use, or would consider using, a computer to help in organizing your time. Today’s computers often come equipped with software programs that include calendars, task lists, reminders, and contact information. If your computer does not have such a function, software is readily available that you can install. You may also consider a small personal digital assistant, or PDA. These devices are small enough to fit in your hand, and use the same software your home computer uses. PDAs are helpful tools when you are away from your computer during the day or are traveling on business. Note: This would be a good opportunity to share whatever tools you use to stay organized. If you use a planner, bring it out and show how you use it. If you use computer software, explain the program and how it helps you. You may also ask participants if they have any other organizational ideas, like reminder files for each week or month. Whatever method you choose, make sure you organize your tasks so that you can stay on track.
- The strategies we have mentioned so far have all concerned common business practices. Now I would like to address some more “personal” strategies that you can apply to your life. These also have a great impact on how effectively you manage your time. The first of these strategies is being able to say “NO” when it is appropriate. Your life in Lions has always been about giving all that you can to serve your community. That doesn’t change, but as your duties expand as a Lions leader you will find you are called on to do much more than you have ever been asked to do before. When you learn to say “NO” you are not closing the door on your responsibilities, but rather you are making sure that you can meet your commitments and accomplish the maximum possible in the time available to you. To be able to say “NO” you will have to accept these three principles: I realize that I can’t do everything I won’t agree to undertake a task or project that I know I will not be able to complete in the timeframe required I will not make commitments that are not consistent with the goals and objectives I have set for myself If you keep these principles in mind, you will find it easier to justify (and explain) why some requests must be turned down. You will also find that you are better able to accomplish the things that you have prioritized as “must do.”
- Another personal time management skill is to make good use of your “waiting time.” Have you ever thought about how much time you spend doing nothing during an average day? Usually this is not a situation where you planned to do nothing…it just happened. Think about all of the things you could accomplish if you could make use of this time. For instance: Time you spend commuting on a train or bus Time you wait at the doctor or dentist office for your appointment Time you spend on a plane, waiting for your plane, or the time you spend waiting for your baggage Time you spend “on hold” on the telephone Time you spend when you arrive at work or at a meeting earlier than you had anticipated Note: You may include other examples or ask participants for their own ideas. There are two ways to look at these periods of time. You can either consider them as “wastes of time” or as “gifts of time.” If you choose to think of them as gifts of time, you can use them as opportunities to accomplish routine tasks that are necessary, but don’t require large periods of time. Most successful people have already found that there are a number of things that they can accomplish while they wait.
- The trick to making use of your waiting time is to always make sure you have something with you that you can accomplish in the event that you are kept waiting. For instance: Reading correspondence – Take your mail with you and read it while you are waiting or traveling. Some PDAs have e-mail capability, so you can read your e-mail on a train or plane or at the doctor’s office Writing letters or memos – While you wait, you can take out a notepad or use a PDA to write letters or memos. This could also be a good time to update your planner Reading or listening to tapes – Carry a book or magazine or a tape with you. You can also download books and articles to your PDA. There is often no time in your schedule to keep current on books or articles related to your business or to self-improvement. Instead of being impatient when you are delayed, this could be a perfect time to advance your own knowledge and skills. Note: This would be a good time to describe some ways you personally fill the “waiting times” in your schedule, and how you feel it has helped you manage your time overall.
- You will be juggling many tasks while you serve as a Lions leader. There is no way around this fact. But one important strategy to keep in mind is to concentrate completely on the current task. Concentration can be difficult when you have a lot on your mind. Your time will be better spent if you are able to: Focus on your goal – You may have many commitments and many concerns, but you will accomplish more when you keep focused on the one task you are performing at the moment Tune out interruptions – You will find your concentration is at its highest level when you can set aside times during the day when you will not answer the phone or schedule visitors. You can’t isolate yourself all of the time, but by avoiding interruptions for specific periods of time, you may find you can accomplish tasks successfully in far less time than you anticipated. When you must respond to phone calls, be assertive in minimizing interruptions by asking if you can call back at another time or meet another day.
- Are you one of those people who gets up before the sun rises and starts working? Is the early evening, after the evening meal, your time to work? Or are you someone who prefers to wait until the quiet of the late night hours to do the really hard tasks? Everyone is different. Most research shows that tasks that take the most mental concentration are most effectively accomplished early in the day, but even these studies acknowledge that this is not always true, and that everyone has a “personal prime time.” When you plan your tasks, think about your own “prime time.” If you do your best work early, plan to do the routine tasks later in the day and concentrate on the more challenging tasks when you are at your best. If you don’t really get going until later, handle the routines in the morning and save the more difficult tasks for later.
- Celebrate the achievement of your goals to maintain a healthy balance in life between work and play. Reward yourself when you complete a task or finish a project. If you worked in a team setting, or delegated some tasks to others, reward the efforts of all involved. Celebration is a vital part of all project management. No matter how tight your schedule looks, this is TIME WELL SPENT!
- Note: Review the strategies for time management that you have presented.
- So which are You – X or Y. If time use write on OHP – Ask for audience suggestions of motivators and discuss how successful they may be. e.g. Supervision and training. Conditions – amount and urgency of work Interpersonal relations Salary Status Job security
- So which are You – X or Y. If time use write on OHP – Ask for audience suggestions of motivators and discuss how successful they may be. e.g. Supervision and training. Conditions – amount and urgency of work Interpersonal relations Salary Status Job security
- So which are You – X or Y. If time use write on OHP – Ask for audience suggestions of motivators and discuss how successful they may be. e.g. Supervision and training. Conditions – amount and urgency of work Interpersonal relations Salary Status Job security
- So which are You – X or Y. If time use write on OHP – Ask for audience suggestions of motivators and discuss how successful they may be. e.g. Supervision and training. Conditions – amount and urgency of work Interpersonal relations Salary Status Job security