Title: Managing Your Time: Maximizing Your Potential
1Managing Your TimeMaximizing Your Potential
- Presented by
- Jeff Becker LCSW-C, CEAP
- MCPS Employee Assistance Program
- 240-314-1040
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3What 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
5MCPS 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
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7Fill out your to-do lists!
- (No more than 8 items can include tasks from
both work and home.)
8What are your biggest time management challenges?
9Best Strategy Lets share!
10Time 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
1180/20 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
12Procrastination
- 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)
13Inspiration
- 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.
14Perfectionism
- 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?
15Structuring 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.
16Saying 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 ?
17Values and Priorities
18Values
- Accomplishment
- Travel
- Peace of mind
- Security
- Good health
- Financial security
- Family
- Spirituality
- Altruism
- Friendship
- Longevity
- Free time
19Happiness comes when activities align with
values, not from ones ability to control things
and be efficient. Stephen Covey
20Prioritizing (Covey Model)
Urgent
Not Urgent
Important
I
II
III
IV
Not Important
21I. Urgent and Important
- Crisis
- Pressing problem
- Deadline driven projects
- Preparation for imminent events
22II. Important /Not Urgent
- Preparation for future events
- Values clarification
- Increasing personal skills and growth
- Relationship building
- Healthy recreation
- Anticipate and prevent problems
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24III. Not Important/Appears Urgent
- Interruptions to planned work time
- Some meetings
- Other peoples priorities and expectations
25IV. Not Urgent/Not Important
- Trivia and busywork
- Junk mail
- Some phone calls
- Escape activities
- Time wasters
26Article 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
28Thanks 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
29TIP 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
30TIP 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.
31TIP 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.
32TIP 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.)
33TIP 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.
34TIP 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.)
35Getting 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)
36The 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!
37Scheduling 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
39Balancing Act "Work expands so as to fill the
time available for its completion" Parkinson's
LawCyril Parkinson, 1957
40Action 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?"