Time Management

Time management means planning how you can best use
your time.
You will not be an expert right
away; it is a continuous, lifelong
process of discovery,
experimentation and reflection!
Time is what we want
most, but what we use
- William Penn
 To escape an unpleasant task
 To get someone else to do the job
 To gain sympathy for an overwhelming assignment
 To avoid change
 Over-commitment – we don’t know where to start
Action Type:
 Tend to concentrate on the present and what needs to
be done. Have a good grasp of time and how much
will be needed to do something.
 May have problems with:
 Unexpected change
 Crisis situations
 Being stalled by outside circumstances
 Not having time to plan
 Idea Type
 Have lots of ideas and suggestions, but not as
interested in how they actually get accomplished.
Often have a good sense of time but may
underestimate how long it will take to do something.
 May have issues with:
 Lack of follow-through
 Missed deadlines
 No internal clock, no sense of time passing
 Boredom with routine or dull tasks
 Logic Type:
See the whole picture. Generally great planners and
good at organizing tasks into time sequence
 May have issues with:
 Having to make quick judgments
 Making a decision without enough information
 Having to rush to produce something
 You probably noticed that one or more seem to fit your
 Knowing your type and having an understanding of all
types will help you understand why some people
around you have such different ways of managing their
 Deal with tasks as they arise - prioritize and delegate
 Eliminate “wasted time”
 Keep interruptions to a minimum
 Keep your door closed when you need to concentrate
 Don’t always be available. It’s ok to say NO.
 Win the paper chase. 1. Don’t keep anything unless
you are certain you are going to need it later and no
one else has it. 2. The first time you touch a piece of
paper, do something with it.
 Ask for time to think about it
 Don’t give excuses
 Refuse with tact
 Don’t procrastinate – make a completion date and
stick with it.
 Limit the number of times a day you check your email.
 Make printouts only of emails that require it.
 Use personalized form responses.
 Remember that you don’t have to respond to every
 Clear your inbox of all messages regularly.
 Consider whether email is the most effective way to
deliver you message.
 The only reason for time is so that everything doesn't
happen at once.
- Albert Einstein
 The time you spend waiting to go to meetings, waiting
for appointments, standing in line or stalled in traffic
can be used to your benefit.
 Keep a list of small tasks that have to be done
 Give yourself a break – relax, stretch, get up and walk
 Use a to do list
 Get set in your ways
 Break it up – divide large tasks into small ones (get a
better sense of accomplishment!)
Pick up good habits
Big messes start with little piles – finish your tasks
Start for tomorrow tonight
Don’t forget….write yourself a note
First things first – prioritize your tasks
 Learn to say NO!
 Be flexible – effective time management will take some
time to get used to. No matter what you did or didn't
get done today, there is always tomorrow!
 Create an activity log
 Keep your desk clear of all but current projects and the
items you use on a daily basis
 Clean out your files, shelves and drawers regularly.
 Create a monthly and daily tickler file
 Do quick tasks immediately
 Return items to their place when done using them
 Keep workspace supplied with the things you need to
do you job
 Use your free time wisely. When on hold on the
phone, sort the papers on your desk or make your
grocery list
 Do a quick pickup each night before bed or leaving
 Stick to a healthy diet
 Stay away from too much caffeine
 Build time for relaxation
 Take short breaks, stretch, get some fresh air
 Seek support
 Work together with everyone in your household
 Share chores and responsibilities
 Cut down on other commitments during a work
 Don’t be afraid to ask for help
 Get organized at home – sell, donate, throw away what
you don’t use
When opening your mail – toss junk mail and old
newspapers in the recycle bin
Plan meals for a week or two – make a complete list for
grocery shopping
Cook double batches
Pack lunches and lay out clothes the night before
Keep your workspace supplied with the thing you need
to do your job
 Clean out files and draws
 Keep a single calendar at home
 Cut back on commitments
 Look at your daily routines and what changes you
could make to save time