FHS Time Management

FHS Time Management

Poll

How important is time management?

• Not very important.

• Somewhat important.

• Fairly important.

• Very important.

What is time management?

• Defined - A system of practical skills that allows a person to use time in the best way possible.

How time management helps prevent or reduce stress

• Putting the individual in charge

• Keeping things in perspective when events are overwhelming

• Increasing productivity

• Using time more effectively

• Improving enjoyment of activities

• Providing time for relaxing and enjoying life.

First step in time management

• Keep an activity record for a period of several days.

• This allows a person to determine how he/she actually uses the time available.

How to keep an activity record

• Note activities as they are performed

• List the amount of time each activity takes

• Note how effective the activity was

What an activity record reveals

• This will show certain periods of the day are more productive.

• Wasted time will become apparent.

• Time spent looking for objects, talking on the phone, playing games, and doing things that are not worthwhile becomes apparent.

What to do next

• Once a person determines how they are spending their time, they can begin to organize their activities.

• Important projects can be scheduled during the periods of the day when energy levels are high.

• Rest or relaxation periods can be schedules when energy levels are low.

Setting Goals

• A goal can be defined as a desired result or purpose toward which one is working.

• Goals allow you to know where you are going and provide direction to your life.

• Everyone should have both short and long - term goals.

Short-term Goals

• Usually take days, weeks, or months to accomplish.

• Small steps that are taken to reach the long-term goal.

• Short-term goals will change constantly as one set is completed and a new set is established.

Long-term Goals

• Usually achievements that may take a period of years or even a lifetime to accomplish.

• Short-term goals should be steps taken to meet long-term goals.

Poll

Do you make short-term goals?

• yes

• no

Poll

Do you think making short-term and long-term goals are helpful with time management?

• yes

• no

Helpful Tools for Creating a Time Management Plan

• Daily planner

• Calendar

• Organized schedule

7 Steps of an effective time management plan

• Step 1 - Analyze and prioritize

• Step 2 - Identify habits and preferences

• Step 3 - Schedule tasks

• Step 4 - Make a daily "to do" list

• Step 5 - Plan your work

• Step 6 - Avoid distractions

• Step 7 - Take credit for a job well done

A Deeper Look Into These 7 Steps

• 1- Analyze and prioritize: review and list established goals, determine what tasks must be completed, list tasks in order from most important to the least important or chronologically if appropriate

A Deeper Look Into These 7 Steps

• 2 - Identify habits and preferences: know when you have the most energy to complete work and when it is best to schedule rest, exercise, or social activities.

A Deeper Look Into These 7 Steps

• 3 - Schedule tasks: Use a daily planner, calendar or schedule to write down all events.

• Include time for rest, exercise, meals, hobbies, and social activities.

• Look for conflicts in scheduled events and reschedule as needed.

A Deeper Look Into These 7 Steps

• 4 - Make a daily "to do" list: list all tasks on a daily basis, enjoy the sense of satisfaction that occurs as you complete each job.

• If some things on the list are not completed add them to the next day's list or determine if they should be eliminated.

A Deeper Look Into These 7 Steps

• 5 - Plan your work: work at a comfortable pace, do one thing at a time whenever possible so you can complete it and cross it off the list.

• Make sure you have everything you need to complete the task before you begin.

• Ask for assistance when needed.

A Deeper Look Into These 7 Steps

• 6 - Avoid distractions: make every effort to avoid interruptions, use a telephone answering system and screen calls, avoid procrastination, learn to say "no" when asked to interrupt your work for something that is not essential.

A Deeper Look Into These 7 Steps

• 7- Take credit for a job well done: when a job is complete, recognize your achievement; cross the completed work off the list.

• If you completed a particularly hard task reward yourself.

Poll

Ways that you have rewarded yourself for achieving a goal.

• Bought yourself something.

• Free time.

• Social Activities

• Special Foods

• Other

Understand That Things Sometimes Don't Go As Planned

• Even with careful planning, things do not always get done according to plan.

• Unexpected emergencies, new assignments, complications, over-scheduling and other things happen in life.

• Try to determine the reasons for failure.

• Reevaluate goals and revise the plan.

• Patience, practice, and an honest effort will eventually produce a plan that provides less stress and quality time management.