TIME MANAGEMENT

VeLonda Dantzler, M.A.

Learning and Talent Development

University Human Resource Management

MEDICAL UNIVERSITY OF SOUTH CAROLINA

Attitudes Toward

Time Management

“I haven’t got time to use all this time management stuff”

“The people I work with won’t let me manage my time the way I want”

“How I manage my time is just part of my personality”

Learning Objectives

Explain the benefits of having an effective

Time Management process

Identify major obstacles to effective Time

Management in your daily role

Identify strategies on how to overcome

barriers to Time Management

Understand a range of tools, techniques,

and concepts for Time Management

Benefits of Time Management

1. Less Stress

2. Get More Done

3. Less Rework

4. More Free Time

5. Less Wasted Time

6. More Opportunities – Being on top of your time and work produces more

opportunities. The early bird always has more options.

7. Improves Your Reputation – Your time management reputation will proceed

you. At work and in life you will be known as reliable. No one is going to

question whether you are going to show up, do what you say you are going to

do, or meet that deadline.

8. More Time Where it Matters –Time management allows you to spend your

time on the things that matter most to you.

ACTIVITY

TIME MANAGEMENT STYLE

DIRECT

SPIRITED

SYSTEMATIC CONSIDERATE

Time Style Strengths

Time Style Trouble Spots

Informed Workplace

Biggest Employee Time Wasters http://www.youtube.com/watch?v=5_OdZq_hCnM

Signs of Time Wasting….

Messy desk and cluttered (or no) files

Can’t find things

Missed appointments, need to reschedule them later and/or unprepared for meetings

Volunteer to do things other people should do

Tired/unable to concentrate

By some estimates, people waste about 2 hours per day

What Can We Do?

Recognize that obstacles exist

Identify them

Employ strategies to overcome

Obstacles to

Effective time management

Unclear objectives

Disorganization

Inability to say “No”

Obstacles to Effective

Time Management

Interruptions

More interruptions

Periods of inactivity

Obstacles to effective

Time Management

Too many things at once

Stress and fatigue

ACTIVITY

List your Time Management

Obstacles (problem areas)?

Know your problem areas and Implement Solutions

Work Environment

Problem: The smell of coffee leads to the break room Solutions: Recognize environmental cues that distract you from your task Lack skills to manage time effectively

Problem: You aren’t able to say “no” when you already have

too much to do.

Solutions: Know your time limits. You can say no gracefully.

“I am flattered that you asked, but I am already so busy, that if I say

yes, I would not be able to do it as well as both of us would want.”

Poor scheduling

Problem: Forgotten appointments. You are often late to meetings or

you miscalculate how much time it will take you to get there Solutions: Use a calendar that works for you.

Reserve enough time for each activity (travel time, etc)

Constant Interruptions

Problem: Your phone rings throughout the day or chatty colleagues

Solutions: Give people cues about when the best time to reach you.

Have calls screened, Set regular times for calls

Disorganization causes you to waste time

Problem: You cannot locate necessary forms in a timely manner

Solutions: Develop a filing system that works for you.

Pre- Task Avoidance Rituals (PTA) are rituals we perform before getting down to

work…tidying the office…getting a cup of coffee...making phone calls… There is

nothing wrong with them, just recognize them and make sure you allow time for them.

Procrastination

Set SMART Goals

•Specific

•Measurable

•Achievable

•Realistic

•Time-based

Prioritize

Address the urgent

Accomplish what you can early

Attach deadlines to things you

delay

Use the first 5 and last

10 minutes every day to

organize/prioritize

Find your most productive times

And utilize them

Realize your time is not always

yours to schedule and deal with it

Organize

When using a “To Do” List

Break down complex tasks into

smaller manageable items

Focus on one item at a time

Give higher priority to the task

that get you closer to your goals

Learn when to say “NO”

You can’t do everything

Don’t undertake things you can’t complete

Remain consistent to your goals

Organize your desk

Clutter is death; Keep desk clear:

focus on one thing at a time

A good file system is essential

Touch each piece of paper once

Touch each piece of email once;

Remember your inbox is not your

“TO-DO” list

ACTIVITY

LIST SOLUTIONS TO YOUR

TIME MANAGEMENT

PROBLEM AREAS

Set goals

Prioritize

Organize

Learn when to say “NO”

Concentrate on the task at hand

Celebrate success

Review

Scott, Dru, Ph.D. How to put more time in your life. New

York: The New American Library, Inc., c. 1980.

Maher, CA, & Cook, SA Time management. Baltimore:

Brooks., 1985

www.organzieanything.com

Covey, S. R. The 7 habits of highly effective people.

Simon & Schuster: New York. 1989

HRDQ Research and Development Team Training Activities

Bolton, R. and Bolton, D.G. Social Style/Management

Style: Developing Productive Work Relationships. New

York: American Management Team, 1984

References/Resources

Thank you

VeLonda Dantzler, M.A.

Learning and Talent Development

University Human Resources Management

Medical University of South Carolina

http://youtu.be/woYLYe91VtU

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