Time Management

People who experience difficulties managing their time, are often the ones that dispel time management myths.

False

What is the first step in effective time management?

The first step in effective time management is recognizing what parts of life can and cannot be controlled.

People who believe the myth that they must meet every expectation are mistaken.

The wants and needs of others may be ill-timed or impossible to meet. By striving to always meet the expectations of others, people can lose sight of their own needs. People must have a clear understanding of their own needs in order to effectively manage their time.

A to-do list can help people keep their focus on top-priority tasks.

There are several methods for organizing to-do lists. One method is to combine a to-do list with a calendar. When using this method, make a comprehensive list of tasks for the week. Rank the tasks in order of priority and estimate the amount of time needed to accomplish each task. Mark each task's start date and due date on the calendar to provide a clear indication of the task's allotted time frame.

Poor decisions about managing time may cause:

reduced self-esteem, frustration, and anxiety. They may also result in common indicators of poor time management.

Which of the following can cause misuse of time?

*a. Being reactive to correct problems b. Delegating to others c. Planning *d. Not setting priorities

Planning _______ of the day is an effective time management practice.

50%

People must learn to manage interruptions and practice self-discipline in order to effectively manage their time.

Allowing frequent interruptions while working, such as answering e-mails and telephone calls, and pursuing nonproductive activities, such as socializing, running errands, and thinking of all the other things you'd rather be doing, are signs of poor time management.

When striving to manage time effectively, determine what needs to be done, and the order in which tasks need to be completed. Then focus on completing the tasks correctly.

Ask the following questions when setting priorities: Is doing this task the best use of my time? Is it going to help achieve my goals? Is it the highest priority for my company/clients? Could it be done more efficiently by someone else?

Another method is an on going to-do list that is continuously amended. An on going to-do list should include items not accomplished the previous day and items to be completed for the next day, in order of priority. At the end of the day, incomplete items are moved to the next day's to-do list and prioritized accordingly.

At the end of the day, incomplete items are moved to the next day's to-do list and prioritized accordingly.

Banning distractions will help people complete high-priority tasks in a timely manner.

Common distractions include: Daydreaming Gossiping Unexpected cravings

Which of the following physical reactions may be an indication of poor time management?

Exhaustion

Exhaustion may be an indicator of poor time management. If a person attempts to complete a difficult task when his/her energy level is low, it will result in less productivity than if he/she were to attempt the same task during a period of high energy.

Having to put forth greater effort to complete tasks can result in exhaustion. People should remain aware of their energy level when completing tasks and, as much as possible, undertake tasks suited to their current levels in order to be most productive and avoid exhaustion.

A journal can be a useful tool when attempting to effectively manage time. Journal entries should answer questions like:

How valuable is my time? What are my priorities? What is expected of me? Are the tasks I have been concentrating on my top priority? Am I meeting my goals? Have I done sufficient planning? Have I been successfully managing my time? Answering these questions will give people a better understanding of their goals and what they can do to reach them.

Which of the following is a time management myth?

Life is completely controlled by outside occurrences.

Some good time management practices to follow include:

Making good decisions Breaking tasks down Creating a comfortable work environment Overcoming procrastination Banning distractions Learning to say no Banning perfectionism Managing disruptions and distractions Making time for rewards

Scheduling inadequate time for tasks is also an indication of poor time management.

Not allowing enough time to complete tasks can be a source of frustration and anxiety. In order to properly manage their time, people must estimate how long their tasks will take to complete, then to schedule sufficient time for task completion.

Time misuse can occur so naturally that people may not even realize that they are doing it. Being aware of situations that lead to misusing time, and knowing how to avoid or correct these situations, can result in better time management. Possible causes for misusing time include:

Not planning, because it does not seem worth the time and effort Not setting goals or priorities Being reactive in attempting to correct problems, rather than being proactive to prevent them Delaying communication of bad news, allowing a situation to worsen Recurring interruptions, such as answering telephone calls and e-mails as they occur Being unable to say no to visitors or other unnecessary distractions, even when too busy for them Calling and/or attending meetings that are often unnecessary Not allowing sufficient time for successful completion of a task, or being impatient with details, leading to mistakes through haste Trying to do everything oneself, rather than delegating to others Socializing instead of working

Learning to say no is one of the hardest time management skills for people to master.

People must recognize that they cannot do everything that is asked of them. Focusing on goals, not committing to low-priority tasks, and blocking time for high-priority tasks may help. Learn to say no to the project, not the person, by using phrases like, "I can't do that right now."

Feeling overwhelmed is another sign of poor time management.

People who feel overwhelmed by the demands placed on them, and bogged down by the details of those tasks, often end up completing only the most urgent tasks, leaving no time for other pressing responsibilities.

There are three principles of time management:

Planning takes time but pays off in the long run It takes less effort to prevent a problem than it does to find a solution Interruptions cannot be stopped, but they can be managed Being aware of these time management principles helps people to be more effective.

Inexperienced time managers spend most of their time in quadrants 1 and 3.

Poor time managers prioritize tasks by focusing on the urgent. Spare time is typically spent in quadrant 4, and the least amount of time is typically spent in quadrant 2.

There are many indicators of poor time management:

Procrastination Exhaustion Hurrying from one thing to another Poor scheduling Feeling overwhelmed Allowing interruptions

Procrastination :

Procrastination is the most common indication of poor time management. People procrastinate because they are afraid, bored, or too concerned with achieving perfection. An overwhelming task may result in fear of doing it incorrectly. A task may be boring and put off until the last minute, or the person performing the task may be too concerned with attaining perfection to complete it in a timely manner. There are many reasons that people procrastinate, but it is important to realize that when people procrastinate, they make a conscious decision to do so.

Using the following strategies can help minimize or eliminate time misuse:

Recognize that planning takes time and effort, but saves time in the long run Set goals and priorities to keep on track and minimize straying from the task, which can cost time Become proactive and prevent problems before they occur, rather than jumping from crisis to crisis Communicate all information, even bad; quicker communication leads to quicker problem resolution Screen telephone calls and e-mails, then group all replies in to one time segment when convenient, keeping them as brief as possible Meet with visitors after work or at lunchtime to avoid getting off task Call or attend meetings only when absolutely necessary; have an agenda and stick to it Allow adequate time for task completion, and pay attention to details to avoid having to redo work done incorrectly in haste Delegate tasks to subordinates in equal amounts to ensure that no one feels overwhelmed or has to rush Finish the task, then reward yourself by relaxing and socializing

Time management experts recommend planning 50 percent or less of one's day and allowing the rest of the time for disruptions and distractions.

Schedule everyday tasks for times of high disruption and save priority tasks for larger blocks of uninterrupted time. When disrupted, people can ask questions like "What should I be doing right now?" to get back on track.

Which of the following indicators of poor time management is a source of frustration and anxiety?

Scheduling inadequate time for tasks

To better manage time, people should become aware of their natural biological rhythms and learn to use them.

Start by identifying the times of day when energy levels are lowest and highest. Schedule the most difficult and important tasks at times when energy levels are highest. Knowing and using optimal work hours for top priorities is a large part of effective time management.

Setting goals and priorities also helps people effectively manage time. Setting goals gives the day direction. Remember to set goals that are measurable, specific, achievable, and realistic.

Start by making a to-do list of goals to be accomplished, then number the tasks on the list in order of importance. Make sure that all the tasks can be completed in one day's time, and give each task an estimated time limit. Remember not to underestimate the amount of time it will take to complete the tasks.

To effectively manage their time, people must first determine how long it takes them to complete tasks.

They can gain an understanding of how long tasks take to complete by using a time inventory chart and keeping a journal of their daily activities.

Hurrying can be an indication of poor time management. People who hurry through one project and on to the next never get a feeling of satisfaction or accomplishment.

They know that they have not allotted themselves enough time to review their work or take a break to refresh their minds between tasks, which often results in mistakes. People must schedule the proper amount of time needed to complete tasks in order to avoid hurrying.

Another time management myth is that people should not set limits.

This is unhealthy. People have to set limits. Failure to set limits and boundaries will lead to procrastination, feelings of being overwhelmed, and self-doubt.

time management

Time management is defined as the use of tools and systems to manage daily activities.

Being able to judge whether a task is urgent, important, both, or neither is crucial to good time management. A time management matrix can help people determine that call.

Time management matrix charts are broken up into quadrants and categories, including urgent and nonurgent tasks and important and nonimportant tasks. Quadrant categories include 1. Do immediately, 2. Plan to do, 3. Reject and clarify, 4.Dispute and discontinue.

Overcoming procrastination is a big part of learning to effectively manage time.

Tips to avoid procrastination include: Do not overplan Do not let boredom become a distraction Admit the difficulty of the task and move on to complete it Focus on the reward Set realistic goals

When developing a time management schedule, why is it important to allow time for rewards?

To help maintain a healthy balance between work and play

Effective use of time management tools and practices can help dispel time management myths.

True

Learning to say "NO" is one of the hardest time management skills for people to master.

True

The time management myth that people should NOT set limits is unhealthy.

True

The time management myth that people should not set limits is unhealthy.

True

Breaking down large, seemingly overwhelming tasks into smaller steps is an effective time management tool.

When dealing with an intimidating task, start early and break it down, allotting plenty of time to complete all the parts. Work on these smaller steps daily for short periods of time, perhaps 10 to 15 minutes. When a large task is broken down into smaller steps, it becomes less overwhelming—and less likely to be left until the last minute, then rushed through.

Which of the following are good time management practices?

a. Blocking time for low- and high-priority tasks *b. Banning perfectionism c. Scheduling more tasks than can be accomplished *d. Planning 50% of the day

Which of the following are time management myths? Select all that apply.

a. Everything in life is based on decisions *b. People must meet every expectation placed upon them *c. Life is completely controlled by outside occurrences d. People must learn to set limits

Which of the following are indications of poor time management?

a. Feeling overwhelmed *b. Using a time management matrix *c. Allowing frequent interruptions d. Scheduling activities in order of priority

Which of the following are elements of a time management matrix?

a. Low-priority tasks *b. Urgent tasks c. High-priority tasks *d. Important tasks

A time inventory chart :

lists a person's daily activities, including the number of hours spent performing tasks at work, eating, traveling to and from work, planning, and sleeping. In addition to giving people an understanding of how long it takes them to complete tasks, time inventory charts can help them set goals. People can set and prioritize goals using the dedicated time and free time they find in the chart. Priority ranking starts with the most important tasks, followed by tasks which can be delayed for short periods, and ending with tasks that can be delayed for longer periods of time.