7/6/2015 TIME MANAGEMENT AT WORK: MAKING TIME WORK FOR YOU BENEFITS OF TIME MANAGEMENT SO, HOW DO YOU SPEND YOUR DAY NOW?

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1 TIME MANAGEMENT AT WORK: MAKING TIME WORK FOR YOU PRESENTER: Jeff Gushin, LISW-S 2015 Bethesda Healthcare, Inc. All rights reserved. Copying or reproducing this document is strictly prohibited BENEFITS OF TIME MANAGEMENT Efficiency Success in the workplace Lowered stress Improved health Improved interpersonal relationships Better future direction SO, HOW DO YOU SPEND YOUR DAY NOW? It is Easy to Forget How We Spend our Time - Talking to colleagues. Making coffee. Eating lunch. Energy Levels May Vary Through the Day - The amount of sugar in your blood. The length of time since you took a break. Routine distractions. Stress, discomfort, etc. 1

2 OBSTACLES TO EFFECTIVE TIME MANAGEMENT Unclear objectives Disorganization Procrastination OBSTACLES TO EFFECTIVE TIME MANAGEMENT Perfectionism Inability to say no Urgency addiction All work and no play OBSTACLES TO EFFECTIVE TIME MANAGEMENT Interruptions Periods of inactivity Too many things at once Fatigue 2

3 STRATEGIES OF EFFECTIVE TIME MANAGEMENT Goal Setting Delegating Learning to say no Avoiding procrastination Prioritizing- First Things First Balancing Work and Personal Life GOAL SETTING First Things First Stephen Covey, Roger Merrill, Rebecca Merrill Values Personal and Professional Goals Short Term Goals: daily to weekly Medium Term Goals: coming weeks and months Long Term Goal: in the next year or longer Write them down Set time to review Consider sharing with others DELEGATING Find the right person Put your request in positive terms Express your appreciation for their time Don t micromanage Acknowledge their effort 3

4 LEARN TO SAY NO Be assertive State your needs, feelings and thoughts but also acknowledge and reflect the other person s as well Don t be passive or aggressive Offer alternative solutions when possible Who else, not now but later, if it can wait No, not this time because. But maybe another time? AVOID PROCRASTINATION Why do people procrastinate? Discomfort Fear of failure Fear of rejection Anger OVERCOMING PROCRASTINATION Face your fears Break large project into smaller tasks Use self-motivation 4

5 PRIORITIZING How we tend to spend our time vs. how we should be spending our time. Start a daily To-Do A,B,C list A Items: the most essential and most desired i.e. must do s B Items: these could be put off for awhile. They are still important but not the top priority i.e. the desirable to do s C Items are those that could be put off indefinitely with little or no harm. Remember the 80/20 rule MANAGE YOUR URGENCY ADDICTION Covey s Four Quadrants Quadrant One Matters that are both important and urgent. Includes crises, pressing problems, deadline driven projects, meetings, preparations. Quadrant Two Matters that are important and not urgent. Includes preparation, prevention, planning, relationship building, empowerment, personal development, and personal health. Quadrant Three Matters that are urgent but not important. Includes interruptions, mail, reports, and meetings. Quadrant Four Matters that are neither important nor urgent. Includes trivia, busy work, some phone calls, irrelevant mail, excessive TV, escape activities. THE TYRANNY OF URGENCY Urgency is a tyrant. It demands immediate attention or the sky will surely fall. Urgency saps our energy and steals time from what is really important. Truly important matters do not necessarily scream for attention. It is urgency more than importance that usually determines how we spend our time. Urgency may be tense and stressful but it is also exciting and at times exhilarating.. 5

6 Most people need to spend less time on tasks that are neither urgent nor important (quadrant four). But that is the easy part! The tasks that are urgent, but really not very important, present more of a challenge. Quadrant One Matters that are both important and urgent. Includes crises, pressing problems, deadline driven projects, meetings, preparations. + Quadrant Two Matters that are important and not urgent. Includes preparation, prevention, planning, projects, relationship building, empowerment, personal development, and personal health. 6

7 Quadrant Three Matters that are urgent but not important. Includes interruptions, overflow of s, drop in visitors, and meetings without focus. Quadrant Four Matters that are neither important nor urgent. Includes trivia, busy work, some phone calls, irrelevant mail, excessive TV, escape activities. MODIFY YOUR DAILY ACTIONS AT WORK Take Care of Yourself Have a daily routine and rituals. Try to take all of your breaks, and go somewhere else for them. Be aware of the times of day and circumstances when you are most productive. Plan accordingly. Utilize your coworkers for daily renewal and support. Try your best to arrive and to leave work on time. 7

8 Delegate some responsibilities to others. Take measures to control interruptions. Assert your boundaries at work. Use humor to cope with stress. Plan some catch up time at work. If something unexpected happens, you ll have the time to deal with it. MODIFY YOUR DAILY ACTIONS AT WORK BALANCING WORK AND PERSONAL LIFE Separate your personal and work lives. Don t take your work home. Use your commute time to switch gears. Give yourself a relaxed coming home from work ritual, that may include: Fixing a quick, nutritious snack for yourself Giving yourself alone time to unwind and relax before addressing needs of family members Changing clothes to something more casual WITH GOOD TIME MANAGEMENT WE CAN LIVE A MORE STRESS-FREE LIFE AND REACH OUR GOALS 24 8