Course ILT
Time management overview
Unit objectives
 Identify the benefits of time
management
 Evaluate productivity
 Identify goals and set priorities
Course ILT
Time management overview
 Topic A: Principles of time
management
 Topic B: Productivity cycles
 Topic C: Goals and priorities
Principles of time management
Course ILT
 Time management
– What we are able to accomplish
– Breaking old habits
– Enhance your work experience
Course ILT
Benefits of time management
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Controls stress
Balances your life
Increases productivity
Identifies priorities
Accomplishes goals
Course ILT
Activity
A-1: Understanding the benefits of time
Course ILT
Personality types
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Procrastinator
Perpetually late
Perfectionist
Easily distracted
Do-it-all
Course ILT
Activity
A-2: Identifying different personality types
Course ILT
Self assessment
 Do I wait until the last minute to
accomplish a task?
 Do I often arrive late?
 Do I re-work assignments more than
twice?
 Do I often switch between projects
before completing them?
 Do I have difficulty turning down
requests?
Course ILT
Activity
A-3: Assessing yourself
Course ILT
Self assessment questions
1. Do you wait until the last minute to
accomplish a task?
2. Do you often arrive late for work or
meetings?
3. Do you work on an assignment more than
twice?
4. Do you often shift from one project to
another before completing the initial
project?
5. Do you have difficulty turning down
requests even when you do not have the
time for them?
Course ILT
Time management overview
 Topic A: Principles of time
management
 Topic B: Productivity cycles
 Topic C: Goals and priorities
Course ILT
Productivity cycles
 Periods of time when you feel your
energy dips or rises
 Vary from person to person
– Morning person?
– Night owl?
 Recognize personal cycle and try to
schedule tasks accordingly
Course ILT
Pricing your time
 Annual salary  1.5 / working hours
per year = cost per hour
 Cost per hour / 60 = cost per minute
Course ILT
Activity
B-1: Pricing your time
Course ILT
Creating a time audit
1. List daily tasks
2. Set a deadline for each task
3. Record every task, noting
interruptions
4. Note amount of time spent on each
task
5. Evaluate amount of time spent on
priority tasks
Course ILT
Activity
B-2: Creating a time audit
Course ILT
Pareto principle
 80% of group value of activities is
concentrated in 20% of activities
 20% of priorities produce 80% of result
 The first 20% of time spent on an
activity produces 80% of the result
 20% of your employees cause 80% of
the problems
Course ILT
Activity
B-3: Using the Pareto principle
Course ILT
Time management overview
 Topic A: Principles of time
management
 Topic B: Productivity cycles
 Topic C: Goals and priorities
“To do” list
Course ILT
 To-do list should not be:
– A wish list
– Overwhelming
 Not-to-do list helps you:
– Make smart choices about priorities
– Delegate tasks
Course ILT
To-do list guidelines
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Do not include too many tasks
Overestimate time
List the most important tasks first
Schedule the time for breaks
Schedule for long-range and shortrange goals
Course ILT
Activity
C-1: Making a to-do list
Goals and objectives
Course ILT
 Goal
– Focuses on how you spend your time
– Builds your confidence
– Increases productivity
 Objective
– Intermediate step that helps you
accomplish the goal
Course ILT
Characteristics of goals
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Must be specific
Must be challenging
Must be achievable
Must have a deadline
Course ILT
GOALS
 Generate goals on paper
 Organize daily activities
 Align goals with company goals
 Line up tasks according to priority
 Stay focused
Course ILT
Activity
C-2: Identifying goals
Course ILT
Priorities
 Determine how to spend energy
 Schedule days more effectively
 Provide direction
Course ILT
Setting priorities
1. List daily tasks
2. Ask yourself whether you want or
need to accomplish certain tasks
3. Rank tasks in order of priority
4. Match your priorities with those of
your organization
5. Schedule top ranked priorities during
productivity cycles
Course ILT
Activity
C-3: Setting priorities
Course ILT
Time management overview
Unit summary
 Identified the benefits of time
management and the relationship to
personality types
 Calculated the cost of your time and
performed a time audit
 Created to-do lists, identified goals,
and set priorities