Managing time at work and home.

1. TIME MANAGEMENT
VICTORIA PRESTIA
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2. TIME MANAGEMENT
Who in the audience would like to have more time in
their day, learn to manage their time efficiently, and
have more time to relax?
In our 24/7 world, we are constantly on the go,
technology is moving faster, so many things to get done
and so little time to do all that needs to be done!
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3. TIME MANAGEMENT
Create Your Own Time Management System
1. Set Your Mission. The starting point of any goal and
achievement is to think about your mission or purpose.
What is the point of it all? A mission goes much further
than just a goal. It is about manifesting your own values,
creating something unique and becoming all you, and
your team if you are working with one, can become.
2. Pick your key areas. The gap between dreaming a
mission and achieving it is to break the mission down into
key areas that you need to work on. Tip: stick to no more
than 5 or 6 key areas.
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4. TIME MANAGEMENT
Create Your Own Time Management System
3. Write Down Your SMART Goals. SMART goals are
defined as: Specific; Measurable; Achievable; Realistic;
and Time-bounded.
4. Jot Down To-Do Lists. If you are working in a number of
key areas with a range of SMART goals in each of them,
you could have as many as 15 ongoing activities at any one
time. For example, you are working on getting fit, you
might be exercising, dieting, changing your lifestyle, and
taking time out to relax. Keeping an occasional to-do list is
a way to review all these activities and keep them at the
forefront of your mind.
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5. TIME MANAGEMENT
Create Your Own Time Management System
5. Prioritize Your To-Do List. There are two ways to prioritize
the activities on your to-do list. You can decide if they are
urgent or if they are important. Urgent tasks are those that
have a deadline to them. They are also tasks that we want to
do because the time is right or it feels right. Tasks that are both
urgent and important are the ones you should devote time to.
6. Schedule Your Tasks. It is much better to schedule tasks than
leave them to be done when you feel like it. One of the best
scheduling systems is 60-20-20 system. This means filling up
60% of your journal with important tasks and leaving 20% for
things that crop up and 20% for emergencies.
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6. TIME MANAGEMENT
Create Your Own Time Management System
7. Check As You Go. A time management system should be
a living, dynamic system rather than a dull or repetitive one
cast in concrete. That’s why you should inject into your
system room for surprises, room for learning, and room for
doing what you enjoy. In this way, you’ll not only like the
system, you’ll achieve your goals much more quickly than
you thought possible at the start.
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7. TIME MANAGEMENT
How to manage your time
 Planning
 Milestones
 Learn to say no
 Delegate
 E-mail management
 Estimating
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8. TIME MANAGEMENT
Planning
 Buy a planner
 Plan out your working schedule
 When you plan your working schedule...make sure you
write down your holiday schedule too. That way you can
keep your holidays apart from your working days, and you
can make sure you will finish your work on time
 I use a Palm Pilot for memos, scheduling and lists which
keeps me on track.
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9. TIME MANAGEMENT
Milestones
 Set personal milestones
 Set out your priority task..and complete them one after the
other according to priority
 Don’t take up something which is beyond your schedule. Its
better to take up something which you can finish in a proper
manner and in time rather than take up a lot of things and
submit a shabby job.
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10. TIME MANAGEMENT
Learn to say NO!
 If you think that you cannot complete something which is
assigned to you, please refuse the task in a diplomatic manner
 Admitting that you cannot do the assigned task will not make
you a lesser individual. It will be appreciated rather than
submitting a shabby job done.
 Give a good reason for saying NO. If the person or boss still
insists, leave the decision up to him/her on assigning priority
to your pending tasks
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11. TIME MANAGEMENT
Delegate
 Delegation has become the sacred “Chant” for people who are
hard pressed for time
 When you learn how to delegate, you learn how to use your
time effectively
 Delegating to the right person also matters. Make sure the job
is done properly..that is your responsibility.
 If you are not in a position to delegate, make sure you have
just enough work on your plate and don’t take more than you
can handle
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12. TIME MANAGEMENT
E-mail Management
 Manage your e-mail effectively
 Try maintaining a calendar..its very helpful
 Use Microsoft Outlook
 Lotus Notes
 Calendar
 Schedule meetings
 Publish tasks
 Set reminders
 Set appointments
 Create a junk folder for jokes and chain mails which you can
read when you want a break
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13. TIME MANAGEMENT
Estimating
 Learning how to estimate your work also helps you to work
productively
 Find out how you work best, break down your work till the
last second and then chart out a schedule
 This will help you set your personal deadlines
 Please don’t forget to justify your requirement of whatever
time you have estimated for yourself
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14. TIME MANAGEMENT
Spend Time to Save Time
 T Is for Taking Time to Plan
 Every minute spent planning and organizing will
save at least that amount of time when you
implement your plan
 Shopping trips taken without a list often result in
wasted time
 Errands run without prior planning often means
wasted time
 Tasks not properly organized often means wasted
time
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15. TIME MANAGEMENT
Spend Time to Save Time
 I Is for Involving Others
 Whether at work or at home, involving other crucial
stake-holders in your planning and prioritizing can
help to attend to the essentials first and share the
work
 Others may have good ideas to help you achieve
your goals and others may well spark even more
ideas from you
 Don’t forget to give others a share in the work as
well as the planning
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16. TIME MANAGEMENT
Spend Time to Save Time
 M Is For Meditation
 No matter how busy your life and how hectic your
schedule, you must take time to reflect on your goals and
dreams
 Taking a few moments to clear your mind, focus your
energy, and rebuild your strength can revitalize you and
help you accomplish more
 Allowing yourself this down time may give you the
opportunity to prioritize and brainstorm so you can be
even more productive than before
THE RESULTS: TAKING TIME OUT
WILL GIVE YOU AN ENERGY BOOST!
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17. TIME MANAGEMENT
Spend Time to Save Time
 E Is For Evaluation
It is important for you to regularly evaluate your
priorities and goals
Perhaps you accomplished tasks that can now be
permanently crossed off your list or set aside until a
later date
Perhaps achieving certain goals resulted in changing
other priorities
Evaluation can also give you a sense of
accomplishment if you look back at what you
achieved and the goals you have reached
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18. TIME MANAGEMENT
Simple Ways to Save Time
 The alarm clock is your friend. Don’t ignore your friend!
Your alarm clock is one of the few time management tools
that will actually pester you to stay on schedule
 Make Waiting Productive. You will literally spend years of
your life waiting—in line for appointments and meetings, to
catch the bus or train and the time adds up. Find simple ways
to make this time productive: read a good book or magazine,
check your to-do list, write in your journal, catch up on letter
writing or doing cards (birthday, sympathy, get well or all
occasions).
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19. TIME MANAGEMENT
Simple Ways to Save Time
 Break Big or Difficult Tasks Into Smaller Ones. Getting
started on a challenging problem set, a large research
project or preparing for finals can be difficult because the
task at hand is overwhelming. Use the Assignment
Timeline to break a project down into manageable
components. This will help you in several ways:
you will have a plan for accomplishing the task at hand
you will know at a glance whether you are on schedule for timely
you will have goals and checkpoints toward which to strive; and
lastly your focused attention on each component will help you to
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20. TIME MANAGEMENT
Simple Ways to Save Time
 OHIO: Only Handle It Once. When you sort through your
mail, do you tend to look at everything once, and then leave
it all in a pile, perhaps opening one or two things of interest?
Then when you need to pay bills, you have to look at
everything a second time in order to pull out your
statements. Later, you may go through the same pile a third
time to find a program flyer or the one credit card offer in
which you might be interested. Only handle things once.
When you sort your mail, sort it into bills, items to file/keep,
items to pursue and recycling.
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21. TIME MANAGEMENT
Simple Ways to Save Time
 Organize Your Space. Even a brilliant time
management plan will run aground if you find yourself
constantly looking for misplaced car keys, important
papers, bills, or other information. By keeping your
space organized in a way that makes sense to you, you
can free yourself from interruptions in creativity and
those annoying last-minute searches that make you late.
Oh---I’m late-where are the car keys? What did I do
with the map to the party? Where did I put the card
for the party?
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22. TIME MANAGEMENT
 Consume Information Selectively. You are constantly
bombarded with information, from the Internet, television,
radio, magazines---you name it. Some of it is not
worthwhile, but even putting the quantity aside, there
remains a vast sea of news, events, entertainment and
learning of interest to you. When you are taking in a
program, having a conversation or going through
newspapers or magazines, ask yourself if you need this
information. Will it be useful to you later?
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23. TIME MANAGEMENT
Stop Others From Stealing Your Time. Who interrupts
your work? Well-meaning friends and family can sometimes
be a constant distraction. Pick a quiet comfortable location
(to work, read, meditate or relax), where you are not likely to
be disturbed, and tell only those friends who can preserve
your space where you will be. If this doesn’t work, you
might have to be more direct. Most people will be
understanding about you need to concentrate on your work.
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24. TIME MANAGEMENT
Use Technology to Make Life Easier. Use electronic
planners-more efficient than paper planners because one
schedule is usually integrated in may views. With one
click you can see your daily plan, as well as your weekly
and monthly. Consider getting direct deposit for your
paycheck and online banking for your bills. Medical
prescriptions can be filled through online pharmacies and
shopping is easy over the internet.
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25. TIME MANAGEMENT
Finding Time to Exercise
If you’re in employment
Go for a walk on your lunch break
Have meetings “on the hoof”
Talk to your employers about promoting health at work
Walk to and from work. If you live too far away, park
further from the office or get off the bus or Tube one
stop earlier.
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26. TIME MANAGEMENT
Finding Time to Exercise
If you look after children
Exercise with your child. Take them to the local
swimming pool or play in the garden or local park
Find out which local sports and leisure centers have
childcare facilities, so you can exercise while your
children are being looked after
Walk your child to school
Find out if there are activities available at your child’s
school for the local community. Many schools use their
facilities for sports and exercise classes in the evenings
and on weekends.
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27. TIME MANAGEMENT
Finding Time to Exercise
 If you’re based at home
 Plan your week so you have to walk to the shops
frequently. By going often, you’ll only have to carry
light bags of shopping back
 Look at ways in which you can be more active in and
around the home. Use stairs to exercise, work on the
garden or install some gym equipment.
 Even hiding the remote control for the TV can help
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28. TIME MANAGEMENT
Finding Time to Exercise
If you’re a student
 Go for walks with friends to talk about your
studies
 Spend some time in the learning resource center
reading about sports, exercise and health
 Most colleges run sport and exercise programs
that students can take part in. Find out which
activities are on offer, and try those you think
you might enjoy.
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29. TIME MANAGEMENT
• Take time to relax
• Enjoy life...do what you enjoy
• Don’t try to do everything in one day
• If you don’t get everything done, look at what you did
achieve in one day
• Take time to smell the flowers and enjoy nature
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30. TIME MANAGEMENT RESOURCES
Books
Adams, Bob, THE EVERYTHING TIME MANAGEMENT
BOOK: HOW TO GET IT ALL DONE AND STILL HAVE
TIME FOR YOU! (Everything Series), (Paperback-May
2001)
Cook, Marshall J., TIME MANAGEMENT: PROVEN
TECHNIQUES FOR MAKING THE MOST OF YOUR
VALUABLE TIME, (Paperback-September 1998)
MacKenzie, Alec, THE TIME TRAP: THE CLASSIC BOOK
ON TIME MANAGEMENT, (Paperback-July 1997)
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31. TIME MANAGEMENT RESOURCES
Internet
http://amazon.com
http://www.buzzle.com/editorials
http://www.bbc.co.uk/health
http://www.web.mit.edu/arc/learning/modules/time/savetime.html
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32. THANK YOU!
VICTORIA PRESTIA
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