What is time management?
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Transcript What is time management?
TIPS AND TECHNIQUES
FOR
TIME MANAGEMENT
June 12, 2008
Jeannette L. Gerzon [email protected]
Organization Development Consultant
MIT Human Resources
Candy Weaver [email protected]
Administrative Assistant
Harvard-MIT, Health Sciences and Technology
With special thanks to Jeff Pankin and Judith Stein
for materials utilized in these pages.
June 12, 2008
MIT Human Resources
Organization and Employee
Development
1
Workshop Objectives
Upon completion, participants will be able to:
• Describe some key aspects of time
management
• Practice some practical time management
skills
• Locate helpful resources to continue
learning
June 12, 2008
MIT Human Resources
Organization and Employee
Development
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What is Time Management?
What is time management?
• Do we manage time?
• What can we manage?
When you are managing time well:
• You are organized.
• You are being effective & efficient.
• Your time management techniques are
simple and easy to use.
• You feel calm and in control.
June 12, 2008
MIT Human Resources
Organization and Employee
Development
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Five Keys to Achieving Your
Desired Results
1. Set Goals. Set clear, specific goals.
2. Plan & do. Plan & schedule tasks; carry them
out.
3. Organize. Use effective practices to stay
organized.
4. Focus. Maintain focus on your most important
tasks.
5. Vision. Use the power of your mind to achieve
success.
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MIT Human Resources
Organization and Employee
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1. Set Clear, Specific Goals
Develop SMART goals
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Balance your goals
Short-term and long-term
Areas of life (work and outside of work)
Goals for 2008
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2. Plan and Schedule Your
Tasks & Carry Them Out
1. For each goal, list all the tasks
2. List the tasks you need to do this week
3. Break down large tasks into smaller tasks
4. Schedule blocks of 30 - 90 minutes, if
possible
5. Schedule enough time for each task
6. Plan this week for the following week;
Plan each evening for the following day
6. Schedule blocks of time for thinking and
planning as well as blocks for project work
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MIT Human Resources
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3. Use Effective Practices to
Stay Organized
Collect, Track, Review
Choose a Scheduling tool – use one calendar
When dealing with tasks, Decide how to proceed
1. Do it - if under two minutes
2. Delay it - add to Calendar or Projects or
Actions list
3. Let it go (place in trash, etc.)
Limit collection points: e-mail, lists, phone
Make & use different lists to remind you.
Someday: things you may want to do sometime
Goals and action items lists
Waiting For: you are waiting for others to do
Review your lists regularly, check things off
Write down what is in your memory
TO DO LIST: THINGS ON MY MIND NOW:
_____________________________________
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MIT Human Resources
Organization and Employee
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4. Maintain Focus on Your
Most Important Task
Five ways to remain focused:
1. Schedule the hardest tasks for your
best time of day
2. Gather materials needed before work
3. Schedule a meeting with yourself
4. Work in 30 – 90 minute blocks; group
similar activities
5. Concentrate on the task at hand – jot
down distracting ideas on appropriate
lists
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MIT Human Resources
Organization and Employee
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5. Vision. Use the Power of
Your Mind to Achieve Success
1. Visualize the outcome.
Create in your mind detailed images of the
successful completion of the project.
Focus on this picture or vision.
2. Affirm the results you desire; plan to succeed
3. Give your mind some quiet working time
Exercise – take a walk in nature
Stretch - even at your desk
Breathe – learn about deep breathing
Get away from your desk when possible
4. Create new habits
5. Rearrange your comfort zone
Do something different that works better
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MIT Human Resources
Organization and Employee
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CHECKLIST FOR TIME
MANAGEMENT
•
I schedule a regular planning time on my calendar each week.
•
I write clear goals to help direct my work and my life.
•
I break down large projects to smaller action steps.
•
I schedule sufficient time on my calendar to work on tasks.
•
I use a calendar and lists effectively to track what I am
accountable for
•
I use a few key places to collect new input.
•
I use a specific system for processing new input.
•
I take time to rest enough to be fully rested every week.
•
I take time to relax and do leisure activities I really enjoy.
•
I laugh a lot.
•
I regularly review my goals, projects, and actions.
•
I continuously prioritize work by balancing urgency and
importance.
•
I minimize distractions so I can focus on a single task.
•
I use techniques to get things done on time (and not
procrastinate).
•
I practice and build strong habits to help achieve success.
•
I manage my schedule well.
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MIT Human Resources
Organization and Employee
Development
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Time Management
Web Resources
•
"Time Management" by Randy Pausch, November 2007
http://video.google.com/videoplay?docid=5784740380335567758
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Training at MIT
http://web.mit.edu/sapwebss/PS1/training_home.shtml
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http://web.mit.edu/uaap/learning/modules/time/savetime.html
Great site for time management, brain storming, beating procrastination, etc…
Business Balls website:
http://www.businessballs.com/timemanagement.htm
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MIT’s website for students, but the helpful hints on the time saver page is great for
everyone.
Mind Tools website:
http://www.mindtools.com/pages/main/newMN_HTE.htm
•
very helpful and has free videos regarding time management and goals. Must sign up
for free newsletter to gain access, but no cost.
http://www.goalstoaction.com/subscribers/ProductivityKit/ETMM3Preview/OETMM3PKit.html very good flash presentation on 16 secrets to time management
Time Management & Organization website:
•
Place to sign up for MIT trainings, search the catalog for time management or
anything that will help your work flow more smoothly.
Goals to Action web site: http://www.goalstoaction.com/
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Video of Randy Pausch professor at Carnegie Mellon University, who is battling
metastatic pancreatic cancer
Link to the outline to this talk: http://www.alice.org/Randy/timetalk.htm#Outline
time management skills techniques, free templates and tools, tips and training
Study Guides Website: http://www.studygs.net/timman.htm
Simple guide on time management
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MIT Human Resources
Organization and Employee
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Upgrade from Post-its
to Web Tools
•
Plan your work and work your plan – or let web tools work for you.
•
Doodle Easy Scheduling
http://www.doodle.ch/main.html
•
Monkey on your back http://monkeyon.com/
•
Waiting on someone to do something for you? Send one of our
specially trained monkeys to remind them! Monkey On Your Back is
your to-do list for things that you want other people to do.
Create a monkey for each task you want to delegate to someone
else. We'll send that person email reminders about the task, and
email you a reminder when the deadline for the task has expired.
Sandy: Personal Assistant http://iwantsandy.com/
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Doodle helps scheduling meetings and other appointments. Doodle is
simple, quick, free and requires no registration. Simply set up a poll,
send a link to all participants, watch progress online, and finally
choose the most suitable date. Excellent for coordinating schedules
of people who use different calendar systems.
Life moves too fast for your calendar. Hi! I’m Sandy, your new
assistant. I'll remember the details so you can focus on what's
important. Kick off your morning knowing what's on for the day.
Keep your day moving forward with reminders right when you need
them. Books to read, people to call, your cousin's birthday — I'll
remember it all. Stay organized with everyone in your life —
effortlessly. All without leaving your email inbox.
Survey Monkey http://www.surveymonkey.com/
Survey Monkey is an easy-to-use tool for the creation of online
surveys. Its primary strength is its intuitive Web interface, which
makes it easy for even non-technical folks to create surveys and
export collected data.
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MIT Human Resources
Organization and Employee
Development
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