Stress Management Unit 12: Time Management

What does the Sand, Rock, Pebble metaphor teach us about time management?

-defined container. -if we put the most important things in first, then we will be able to fit everything else in too -putting the sand in first means that there isnt enough room for all the rocks to get in. -the second illustration is where we put the rocks in first, and we can fit everything else in.

What are the three steps to successful time management?

1. Create goals to help you meet your values 2. Set priorities based on those goals. 3. Plan out time to meet priorities.

Know some of the ways to overcome procrastination that were discussed in the reading (including the boook)?

1. Create your own deadlines. This is helpful if you can hold yourself to the new deadline. 2. Schedule your tasks. By putting tasks into your schedule, you are more liekly to begin working on them. 3. Use a time. Set an amount of tie that you are willing and able to work on it. Set the time for whatever you feel comfortable with and then start working. 4. Do the biggest, ugliest project first. You have the most energy and motivation at the beginning of the day. In addition, subsequent projects look less intimidating after the bigger projects. 5. Get something done from your to do list first thing in the morning. 6. Stop staring and state doing. 7. Use the two minute rule. The two minute rule is that if the task will take less than two minutes to do and its important, then do it now. 8. Break down proects and tasks into smaller pieces. 9 eliminate distractions

What are the five principles that lead to effective goals?

1. Seek divine help. 2. Have clearly defined values so that we start with the end in mind. 3. Write down your goals. 4. Be SMART in goal writing. 5. Frequently review your goals.

What are the time-wasters discussed in the reading? Identify and be able to describe them. (see your reading online and your book under Track and Manage interruptions)

1. Touch each paper once. The idea here is that you deal with papers when you get them and dont just put them in a pile. 2. Touch each email once. When we read an email, the idea is to immediately do something with it.

As you plan, what are some questions that you might ask yourself to plan effectively?

1. What doesnt need to be done? 2. What can someone else do? 3. What can I do more efficientely? 4. How am I wastig other people's time?

Time Management Matrix ( know the four quadrants)

4 quadrants: urgent and important, urgent and unimportant, not urgent and not important, and not urgent but important.

Step 1

A goal is a result that a person envisions, plans out, and commits to accomplish. Goals give life direction.

Principle 5

Frequently Review Your Goals. The more we review our goals, the more they become part of our thinking and decision decision making. It is critical to review your goals frequently. To aid you in this practice, it is helpful to place them somewhere, or multiple places, where you will view them often.

What is the sticky note method of eating an elephant?

How do you eat an elephant? One bite at a time. The whole project looks too big to start but, if you only have to take a bite at a time, then you feel ike it is something that you can do. Steps: 1. identify the project 2. get a pad of sticky notes 3. brainstorm all the steps that it will take to complete the prokect. 4. write each of these steps on a sticky note as you brainstorm 5. organize the sticky notes from what needs to be done first, second, and third 6. start on sticky note one and work to the last sticky note, one at a time

What are the time management planning basics?

In general, to be successful in managing your time, you need a to-do list and a calendar. -Finding what works for you is important. -The idea is to prioritize your to do list and then put the items in the calendar in order of importance.

ABC Method

Once you have your to do list, make sure that your large tasks are broken down in to smaller tasks. A priority tasks are top drawer tasks, B primary tasks are middle drawer tasks and C primary tasks are bottom drawer tasks. -A priority --it might be A priority if.... 1. it supports a specific long term goal 2. you must do this task 3. it is both urgent and important 4. there are serious consequences if you do not do the task B priorty it might be B priority if.... 1. it is important but does not have the urgency of an A activitiy 2. these are asks that you should do 3. time is usualy what elevates a B activity to an A activitiy. If it is important but does not have a deadline, then it is likely a B activitiy. 4. you should never do a B task when there are A tasks left unfinished C priorty it might be a C priority if.... 1. it is a nice things to do, but it really is not important or does not help to meet your long term goals 2. The consequences of not getting these tasks done are generally very mild or nonexistent

What is time?

One definition for time is "the point or period at which things occur" -

What are some guiding principles on when we should plan?

Plan as often as it makes sense to. Every week, it is helpful to look at the week as a whole and to plan what needs to get done. Every evening you should evaluate the day. Look at upcoming events with specific attention to the activites of tomorrow and then begin to plan the best use of your time. Some mix of short, intermediate, long term, and daily planning will help you to be successful

Why is procrastination a problem for stress management? What quadrant does this usually take place in (time management matrix)?

Procrastination is really the thief of time. When we procrastinate, we tend to do trivial or non-important tasks that take less cognitive energy.

Principle 4

SMART goals. S-specific and clear. Your goal needs to be specific to the outcome that you want. They should answer the questions of who, what, where, when, or why. M-measurable-you can track it and identify if it has been completed. A-Achievable. A goal should be one that aligns with your skills, attitudes, and interests. R-While goals need to be achievable, they should still challenge you. Causes you to get out of your comfort zone and work T-Time bound-a goal should have a specific time frame to be completed.

Principle 1

Seek divine help. -we will be helped in identifying the most important and beneficial goals if we first seek his guidance. -Combine scripture study, prayer, and contemplation or meditation. This can be further aided by fasting. -Visit places that help you feel close to your Heavenly Father. -Seek inspiration as you write your goals and then present them to your Heavenly Father when you are finished. -If you enlist the help of your Heavenly Father, your goals will be more meaningful and you will be directed in the path that helps you lead a more fulfilling and happy life.

Step 2

Set priorities based on those goals. Time management is about identifying priorities and scheduling your priorities so that the most important things get done. It is about filling up your time with the things that matter the most. Effective time management adds the aspect of direction to your daily tasks.

Principle 2

Start with the end in mind. -Goals should be a reflection of your values. It is important that you review your values prior to setting goals. -by clarifying your values, you have effectively done this. You have set the direction of your life.

Is multitasking effective or ineffective? What is the truth about multitasking and stress?

The idea of multitasking is a myth We are not capable of giving full attention to two tasks at once. What happens when we try to multitask is that our minds are quickly switching back and forth from one activity to the other. Not only is this difficult to do and do well, but there is an actual psychological cost to doing this-it is stressful.

What is the pareto principle? How does it relate to successful time management?

This principle is known as the 80-20 rule. This principle was built on the observation that 80% of the land in Italy was owned by 20% of the population. The principle states that 80% of the effects come from 20% of the causes. In the context of time management, the Pareto principle states that 80% of the activities that we participate in give us 20% of the outcome or results that we want. The opposite is also true, 20% of our activities give us 80% of the outcome or results that we want. If we maximize time in certain activities then we can get even more results.

Principle 3

Write down your goals. -A goal that is not written down in just a wish. -It is too difficult to keep track of goals when they are only in our mind. -Writing goals down gives them form and permanency. -This step is not just a good idea: it is a requirement of successful goal setting.

What is the value of time? Why is understanding the value of time helpful?

You can never get back wasted time. Once it is gone, it is gone. Understanding how valuabe your time is leads to the desire to manage your time better. Time is far more precious an limited than money. If you really contemplate how precious your time is, you would likely treat it better.