Training Presentation Time Management
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The document discusses strategies for managing time effectively to reduce stress. It identifies common "time bandits" like social media and breaks that waste time. Effective time management techniques are presented, including prioritizing tasks, saying no to nonessential work, focusing on quality over quantity, using a 10-minute rule, and monitoring time usage. The importance of a healthy lifestyle to improve efficiency is also emphasized.
Training Presentation Time Management
- 1. TIME MANAGEMENT What About it Causes Stress & Strategies to Fix It PRESENTED BY: Cara Grassie, President Cara A. Grassie Communications, Inc.
- 2. Be a Difference Maker http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=U Lv7aWEKn_RKk&index=18
- 3. Introduction • Service driven offices often have challenging demands on staffs’ time • Do you have days when you are overwhelmed by your daily to-do list & can’t complete the necessary tasks? • How often does this happen? • By managing time wisely you can reduce your general stress level and positively impact your health
- 4. Agenda • Define areas where time stressors build • Share strategies to avoid these stressors • Open discussion • Tips to reduce the stress of time management
- 5. Vocabulary • Stress (noun) − the physical pressure, pull, or other force exerted on one thing by another; strain − physical, mental, or emotional strain or tension • Time (noun) − the system of those sequential relations that any event has to any other, as past, present, or future; indefinite and continuous duration regarded as that in which events succeed one another − a limited period or interval, as between two successive events • Manage (verb) − to handle, direct, govern, or control in action or use Reference: http://dictionary.reference.com/
- 6. Time is Fixed – How We Use it Is Not • There are seven days in a week • 28-31 days in a month, depending on the year and month, and • Approximately 365.24 days in a year. http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPdrrlho • 1 day= 86,400 seconds • 1 week=604,800 seconds • 1month=2,629,743.83 seconds • 1 year=31,556,926 seconds http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1IPdaq9br
- 7. Exercise – Part 1 • Take a moment to think about ALL your tasks during your day • Write down on a sheet of paper: − things you do on a daily basis aside from tasks you are supposed to carry out as part of your job − i.e. classes, tea/coffee breaks, social media, etc. • Scribble on different parts of the sheet rather than making a list
- 8. Exercise – Part II • Now start tearing off bits of paper each containing one “time waster” • What is left of the paper after tearing off all the “time wasters” is the actual time to carry out your tasks
- 9. Exercise – Part III • How does that make you feel? • Which of the slips of paper on the table are your worst time bandits? • Why? • What are some possible solutions?
- 10. Tips to Reduce Time Management Stress • What are these areas? • Incorporate one of these strategies for 2-4 weeks Prioritize Delegate • Does it work? Plan Say No • No? Quality 10 min. Time Sleep, Diet, Exercise • Try another (Mayo Clinic, 2008)
- 11. Simple Stress Test • Hand out • Stress Test Scores 1. you could be stressed 2. you are probably stressed 3. you are almost certainly stressed 4. or more - you are definitely stressed NOTE: If you score high in this simple test you should seek help. It's a simple test which for some people will be a bit of fun. If it's not fun for you do something about it.
- 12. Effective Time Management • By managing your time more wisely, you can minimize stress and improve your quality of life. • How do you stay on track when organizational skills don't come naturally?
- 13. PLAN each day • Accomplish more, feel more control of your life • Write a to-do list, putting the most important tasks at the top • Keep a schedule of daily activities • One project on your desk at a time (Mayo Clinic, 2008)
- 14. PRIORITIZE your tasks • Spend time on what’s important • Time-consuming, but relatively unimportant, tasks can consume your day • Block out time on your calendar for big projects • Close your door, turn off your phone, pager and e-mail (Mayo Clinic, 2008)
- 15. Say NO to nonessential tasks. • Consider your goals and schedule before agreeing to take on additional work • DELEGATE − Take a look at your to-do list and consider what you can pass on to someone else − Be thoughtful in what you delegate and who you delegate it to (Mayo Clinic, 2008)
- 16. QUALITY over Quantity • Take the time needed to do a quality job • There’s never time to do it right – But there’s always time to do it over • Break large, time-consuming tasks into smaller tasks (Mayo Clinic, 2008)
- 17. 10 MINUTE Rule • Commit to giving 10 minutes to the projects you don’t want to start • That’s usually enough to get interested in a project • You may find you can finish it (Mayo Clinic, 2008)
- 18. Where is your TIME spent? • Log everything you do for three days to determine how you're spending your time • Look for time that can be used more wisely and free up time to exercise or spend with family or friends (Mayo Clinic, 2008)
- 19. Pay Attention to Your Health • Simple steps lead to great strides − Get plenty of sleep, have a healthy diet and exercise regularly − A healthy lifestyle helps improve your efficiency • When you need a break, take one. − Take your lunch away from your desk − Take a walk − Do some quick stretches at your workstation. (Mayo Clinic, 2008)
- 20. Summary • Know where your “time bandits” are lurking • Once identified apply one or more of the strategies to take the knock them out of your day • Be assertive and mindful of your personal needs
- 21. STAY FOCUSED http://www.youtube.com/watch?v=8- EpuP8p870&feature=related
- 22. References Answers.com. (2011). How many days in a week month and year? Retrieved from: http://wiki.answers.com/Q/How_many_days_in_a_week_month_and_year#ixzz1IPfyfAn6 Answers.com. (2011). How many seconds are in a day a week a month and a year? Retrieved from: http://wiki.answers.com/Q/How_many_seconds_are_in_a_day_a_week_a_month_and_a_year#ixzz1I PgFShrs Be a Difference Maker. YouTube. 12 Jan. 2011. http://www.youtube.com/watch?v=eqX7pShNrt0&feature=BF&list=ULv7aWEKn_RKk&index=18 Chapman, A. (2006). The “Poor Workplace Health”. Retrieved from http://www.businessballs.com/stressmanagement.htm#stress%20test%20questions Dictionary.com, LLC. (2011). Retrieved from http://dictionary.reference.com/ Hicks, T., & Miller, E. (2006). College Life Styles, Life Stressors and Health Status: Differences along Gender Lines. Journal of College Admission, (192), 22-29. Retrieved from http://www.nacacnet.org Mayo Clinic. (2009). Being assertive: Reduce stress, communicate better. Retrieved from http://www.mayoclinic.com/health/assertive/SR00042/METHOD=print# Mayo Clinic. (2008). Time management: Tips to reduce stress and improve productivity. Retrieved from http://www.mayoclinic.com/health/time-management/WL00048/METHOD=print Slater, R. (2006). Time Bandits. Retrieved from http://www.trainingzone.co.uk/item/149676 Stay Focused. YouTube. 26 Aug. 2007. http://www.youtube.com/watch?v=8-EpuP8p870&feature=related