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Managing Your Time: Maximizing Your Potential

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Title: Managing Your Time: Maximizing Your Potential


1
Managing Your TimeMaximizing Your Potential
  • Presented by
  • Jeff Becker LCSW-C, CEAP
  • MCPS Employee Assistance Program
  • 240-314-1040

2
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3
What Do We Do With Our Lives
  • Spend
  • 27 years sleeping
  • 3.3 years eating
  • 5 months waiting at traffic lights
  • 8 months opening unwanted mail
  • 1 year looking for misplaced objects
  • 2 years attempting to return phone calls
  • 4 years doing housework
  • 5 years waiting in lines
  • 13.8 years working
  • Watching TV ( of leisure time males-39,
    females 37)
  • Social time/surfing on computer?

4
Workshop Goals
  • Analyze your present use of time
  • Identify barriers to effective time management
  • Examine priorities, values and their relationship
    to managing time
  • Learn effective methods for improved time
    management

5
MCPS Employee Assistance Program
  • Short term counseling , assessment and referral
  • Cost
  • Eligibility
  • Problem types
  • Referrals (self, supervisor and other)
  • Confidentiality/records
  • Other services workshops, crisis response,
    newsletter, access point to mediation
  • Times/location

6
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7
Fill out your to-do lists!
  • (No more than 8 items can include tasks from
    both work and home.)

8
What are your biggest time management challenges?
9
Best Strategy Lets share!
10
Time Management Strategies
  • Put 80 of effort into top 20 of
    responsibilities
  • Avoid perfectionism/procrastination
  • Structuring/organizing usual and occasional tasks
  • Learn to say no to unreasonable requests
  • Organize/schedule activities on the basis of
    your priorities

11
80/20 or Pareto Principle
  • Sorting the critical few from the trivial many
  • What are the 2-3 most important things you do?

Vilfredo Pareto 1848 - 1923
12
Procrastination
  • Putting off what needs to be done in a way that
    results in consequences
  • Causes?
  • What to do
  • Recognize it how do you know?
  • Address why youre putting it off (unpleasant?
    difficult?)
  • Get over it! (create a reward think about the
    consequences have someone check on you break
    into smaller units)

13
Inspiration
  • If you can dream it, you can do it
  • Walt Disney
  • Disneyland was built in 366 days, from
    ground-breaking to first day open to the public.

14
Perfectionism
  • When is it a problem?
  • Why is it done?
  • A form of procrastination to avoid
    criticism/rejection inability to sort priorities
  • What to do
  • Whats the standard? Is it OK not to get an A?
    What else could you be doing?

15
Structuring and Organizing Usual and Occasional
Tasks
  • Systems are better than brains
  • Cooking shows
  • What are some repetitive tasks?
  • Student work Parent meetings The classroom
    Print and non-print materials Lesson plans, etc.

16
Saying No Setting Limits
  • Why is it hard to say no?
  • Dont catch the ball! Think before you respond.
  • If you are sure you need to say no, say it
    sooner than later.
  • How should one say no?
  • Create alternatives if possible. Can you do part
    of the request ?

17
Values and Priorities
18
Values
  • Accomplishment
  • Travel
  • Peace of mind
  • Security
  • Good health
  • Financial security
  • Family
  • Spirituality
  • Altruism
  • Friendship
  • Longevity
  • Free time

19
Happiness comes when activities align with
values, not from ones ability to control things
and be efficient. Stephen Covey
20
Prioritizing (Covey Model)
Urgent
Not Urgent
Important
I
II
III
IV
Not Important
21
I. Urgent and Important
  • Crisis
  • Pressing problem
  • Deadline driven projects
  • Preparation for imminent events

22
II. Important /Not Urgent
  • Preparation for future events
  • Values clarification
  • Increasing personal skills and growth
  • Relationship building
  • Healthy recreation
  • Anticipate and prevent problems

23
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24
III. Not Important/Appears Urgent
  • Interruptions to planned work time
  • Some meetings
  • Other peoples priorities and expectations

25
IV. Not Urgent/Not Important
  • Trivia and busywork
  • Junk mail
  • Some phone calls
  • Escape activities
  • Time wasters

26
Article Exercise
  • Organization
  • Prioritizing
  • Prep time
  • Grouping activities
  • Bringing too much work home
  • Nine Ways to Save Time

27
..and finally
  • Learn To Say No
  • Take Care Of Yourself
  • Focus On What You Have Control Over
  • Practice Stress Management Techniques
  • Know The EAP Is A Support For You

28
Thanks for coming! For more information about
the EAP, contact us at 240-314-1040or visit
our website athttp//www.mcps.k12.md.us/departmen
ts/eap
29
TIP 1 THE POSITIVE APPROACH TO TIME MANAGEMENT
  • Your prime purpose at work should not be to avoid
    wasting time, but to achieve significant results.
    The former mindset encourages you to keep busy
    the latter encourages you to be productive.
  • LESS IS SOMETIMES MORE

30
TIP 2 HONESTY IS THE BEST POLICY
  • When interrupted by someone asking if you are
    busy or whether they got you at a bad time, tell
    the truth. Don't feel obligated to change your
    schedule unless it's an emergency.

31
TIP 3 ACTIVITY ANALYSIS
  • People have a tendency to take on additional
    tasks during slow periods. This causes problems
    when it gets busy. Continually evaluate your
    activities and eliminate those that are
    unimportant and bring little personal
    satisfaction.

32
TIP 4 PROCRASTINATION IS BAD FOR YOUR HEALTH
  • Tim Pychyl, Ph.D., associate professor of
    psychology at Carleton University in Ottawa,
    found that procrastination is physically harmful.
    College students who procrastinate have higher
    levels of drinking, smoking, insomnia, stomach
    problems, cold and flu. (Psychology Today,
    July/August, 2003.)

33
TIP 5 IT TAKES 21 DAYS TO FORM A HABIT
  • When putting time management ideas into practice,
    give them time. As Dr. Archibald D. Hart claims
    in his book, Habits of the Mind, nothing kills
    motivation like impatience.

34
TIP 6 INADEQUATE SLEEP CAN BE A TIMEWASTER
  • Inadequate sleep reduces innovative thinking by
    60 and flexibility in decision-making by 39.
    (Organizational Behavior Human Decision
    Processes, 1999.)

35
Getting Organized (Clock vs. compass)
  • First Generation Tools (reminders)
  • To-do lists
  • Checklists
  • Rubrics
  • Telephone memo books
  •  
  • Second Generation Tools (planning and
    preparation)
  • Calendars
  • Day planners
  • Databases (PDAs, etc.)
  • Third Generation (planning, prioritizing and
    controlling)

36
The Problem is Severe!
  • By some estimates, people waste about 2 hours per
    day.  Signs of time wasting
  • Messy desk and cluttered (or no) files
  • Can't find things
  • Miss appointments, need to reschedule them late
    and/or unprepared for meetings
  • Volunteer to do things other people should do
  • Tired/unable to concentrate
  • Poor time management is stressful!

37
Scheduling Yourself
  • You don't find time for important things, you
    make it.
  • Everything you do is an opportunity cost.
  • Learn to say "No"

38
  • "Procrastination is the thief of time" 
  • Edward Young, Night Thoughts, 1742

39
Balancing Act "Work expands so as to fill the
time available for its completion" Parkinson's
LawCyril Parkinson, 1957
40
Action Items
  • Get a day-timer (or PDA) if you don't already
    have one
  • Start keeping your TODO list in four-quadrant
    form or ordered by priorities (not due dates)
  • Do a time journal, or at least record number of
    hours of television/week
  • Make a note in your day-time to revisit ideas
    from this talk in 30 days - at that time, ask
    yourself "What behaviors have I changed?"
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