Time Management Principles Customer
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Date and Time
Objectives
Learn the importance of accountability in managing
your time effectively
Identify where you are currently spending your time
Identify where you would like to be spending your time
Identify the time wasters in your day/week
Describe ways to overcome procrastination
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Constant vs. Variable
Time is a constant
• There are 24 hours in a day, 168 hours in
a week and 8,736 hours in a year
Tasks are variable
• Things that fill our time are controllable
• Tasks should be managed
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Where You Are
Make a list of the activities that you are currently using your time for
on a weekly basis (168 hours).
Activity Time Used Activity Time Used
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Where You Are
Graph It: Now use the pie chart to show how much time you are
actually devoting to each activity.
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Where You Are (example)
Yellow: Shopping, Cleaning, Cooking
Blue: Work
Purple: Sleep
White: Commute
Black: Partner
Green: Kids
Red: TV
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Where You’d Like to Be
List the activities that you would like to use your time for in an average
week (168 hours).
Activity Time Used Activity Time Used
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Where You’d Like To Be (example)
Yellow: Shopping, Cleaning, Cooking
Blue: Work
Purple: Sleep
White: Commute
Black: Partner
Green: Kids
Red: TV
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Make Time For Yourself
Identify your goals
• Be specific
• Add action steps
Plan your day
• Set objectives once a day
• Make a daily list that is specific and attainable
• If involving others it should be mutual
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Prioritizing Goals
Importance
Urgency
Resources
Complexity
Habits
Duration
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Overcoming Procrastination
Make a prioritized action list daily
Refer to long range goals in preparing the action list
If your top priority is overwhelming, break it into tasks, then create
a reward for completing the tasks
Anticipate interruptions that could divert your priorities and build
flexibility into your schedule
Select the best time of day for the work required
Do the most distasteful priorities first
Commit to a deadline
Use other people to reinforce the priorities
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Reduce Time Wasters
At work
• Interruptions
• Email and voicemail
At home
• TV
• Internet and email
• Driving
• Over-Committing
• Our Personal Time Wasters
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Desk and Email Management
Use the system below to be as efficient as possible with the
information you deal with daily. Think of it as a raft to keep you
afloat…at your desk!
Refer: Delegate as appropriate.
Act: Respond with appropriate action.
File: Keep irreplaceable documents and those with future value. If
possible, mark a discard date on each piece of paper or email. Use a
tickler file system for short-term tasks—either actual file or scheduler.
Toss: Will this piece of information have future value? If not, discard.
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To-Do List Apps
“To-Do List” For Android , iPhone, Windows
• Organize big projects into smaller,
manageable tasks
• Focus on your most important tasks first with
priority levels
“To-Do List” For Windows and Android
• Create to-do lists or any list you need
• Add Sub-Tasks
“Priority Matrix” For Android , iPhone, Windows
• Arrange tasks by importance and urgency with
a 2x2 matrix
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Replace the Wasters
What would you do if you had all the time in
the world?
Reinvent yourself; identify your dreams and
work towards them.
By minimizing time wasters, you will have
additional time to achieve your dreams.
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Thank You for Attending
Your single source for confidential support, expert
information and valuable resources, when you
need it the most.
Available 24 hours a day, 7 days a week
Online: guidanceresources.com
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