50 Effective Time Management Techniques

*50 Effective Time Management Techniques

Allan Pressel

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Allan Pressel CharityFinders

50 Effective Time Management Techniques

September 1, 2010

Presented by:

Allan Pressel, CEO/founder

CharityFinders

877-456-3210

www.CharityFinders.com

[email protected]


mailto:[email protected]


© CharityFinders, proprietary & confidential, not for reproduction

Exercises

http://en.wikipedia.org/wiki/File:Pennies.jpg


Time management tips

1. Create goals Personal vs. professional

SMART goals

S Specific

M Measurable

A Attainable

R Relevant

T Time-bound

Bad example

I want to raise more money

Good example

I want to increase next year’s on-line donations by 15% over this year’s.

Personal mission statement

Specific/difficult goals lead to better task performance than vague/easy goals

http://www.imdb.com/rg/action-box-title/primary-photo/media/rm351638016/tt0380389



2. Create a to do list

Short-term

What do I need to do today

Medium-term

What do I need to do in the next 1-2 months

Long-term

What do I need to do during the next year/in my career/in

my life

http://office.microsoft.com/en-us/templates/TC300037611033.aspx?CategoryID=CT102530581033



3. To do list may include:

Task

Priority

Time required

Due date

Responsibility

Status

Notes



4. Factor in contingency time

5. Add up the time

make sure it totals to less than the total hours you’ll

work that day

6. Review/revise your list every day

7. Periodically coordinate with others (boss, co-

workers, spouse)

8. Cross items off



9. Reward yourself (preferably

with relevant rewards)

10. Use an online

calendar/tickler

Outlook

Yahoo calendar

Google calendar

(www.google.com/calendar)

11. Set reminders, especially for

recurring events

http://www.google.com/calendar



12. Give others access to your calendar as

needed

13. Sync with phone/PDA

14. Use a project plan/project manager – for

each client/project

Zoho Projects (www.zoho.com)

15. Organize your office, computer

16. Minimize distractions

17. Have a sanctuary

http://www.zoho.com/

http://www.google.com/imgres?imgurl=http://billmill.org/static/refresh-canvas/presentation/pix/iphone_home.gif&imgrefurl=http://billmill.org/static/refresh-canvas/presentation/index-osf.html&h=495&w=300&sz=41&tbnid=AaWJZbhjD6s-CM:&tbnh=130&tbnw=79&prev=/images%3Fq%3Dpicture%2Bof%2Biphone&usg=__MkxQl4OEbyrAmrI5A1odA4qC_Wk=&ei=H_fySsXxN5KasgODlpAM&sa=X&oi=image_result&resnum=2&ct=image&ved=0CAwQ9QEwAQ



18. Designate certain times/places for work

19. Toggle your brain

20. Be aware of your most productive times

21. Set time limits for tasks

22. Take frequent breaks

Short

Medium

Long



23. Limit computer/TV time

TV-free times

Skip commercials

Tivo

Record to your hard drive

24. Screen incoming calls

25. Be proactive, not reactive



26. Do as much online as possible Banking

Bill paying

Charitable donations

News

RSS subscriptions

Research

Route mapping, traffic

Google alerts (www.Google.com/alerts)

Take classes

Connect

Personally

Professionally

Share pictures/videos

Order/watch movies

Fill prescriptions

http://www.google.com/alerts

http://www.ashersarlin.com/archives/2004/09/honestly_who_co.php



27. Use time management tools Launchy

www.launchy.net

Helps launch files, folders, and programs in a single

keystroke instead of searching through the start menu

or file manager.

Hyperwords

https://addons.mozilla.org/en-US/firefox/addon/1941

Highlight a word and right click to a world of new

options.

Autohotkey

www.autohotkey.com

Helps automating repetitive tasks and assigning

shortcut keys to them.

http://www.launchy.net/




http://www.autohotkey.com/



27. Use time management tools (cont.) WakeupOnStandby

http://www.dennisbabkin.com/php/download.php?what=WOSB

Wake up your system from stand-by or hibernation mode and

automatically perform scheduled tasks like running a program or

a process.

RescueTime

www.rescuetime.com

Gives you an amazing analysis of time you spend on your

computer every day.

NowDoThis

http://nowdothis.com/

A super-simple to-do list app.

http://www.dennisbabkin.com/php/download.php?what=WOSB

http://www.rescuetime.com/

http://nowdothis.com/



27. Use time management tools (cont.) Checkvist

http://checkvist.com/

A task list manager which that supports hierarchical lists and it has some cool

keyboard shortcuts which let you edit tasks in a snap.

Evernote

www.evernote.com

Probably the best note-taking app.

Lastpass

https://lastpass.com/

Password manager.

http://checkvist.com/

http://www.evernote.com/

https://lastpass.com/



28. Use time-efficient means of communication

E-mail

Text

IM

Voice broadcasting

Social networking

http://www.facebook.com/pages/International-Dispute-Negotiation-Podcast/57568432234?v=info&viewas=0



29. Manage e-mail effectively

Set e-mail time frames

Turn off auto notify

Delete!

Respond briefly

Use labels and folders

Don’t leave e-mail for the next day

Use a spam filter



30. Minimize computer issues Get high-speed Internet connection

Download speed

Upload speed

Plug into your connection, even if you have wireless

Keep virus protection updated

Add memory

Get a new computer

Address computer issues quickly

www.geeksquad.com

Reboot often

Delete unneeded programs/data

BACKUP OFTEN

www.elephantdrive.com

http://www.geeksquad.com/

http://www.elephantdrive.com/



31. Have a designated place for keys,

wallet/purse, remotes, etc.

32. Delegate

33. Challenge wasteful time

Meetings

Tasks

Reports

http://www.google.com/imgres?imgurl=http://make10kinaweekend.com/keys.jpg&imgrefurl=http://www.make10kinaweekend.com/&h=523&w=800&sz=36&tbnid=_roFK79MHy1a8M:&tbnh=93&tbnw=143&prev=/images%3Fq%3Dpicture%2Bof%2Bkeys&usg=__w09KZ51T3tPvOw-htezZcqM4iVM=&ei=mO3ySsDsCZHwsQO97M0C&sa=X&oi=image_result&resnum=4&ct=image&ved=0CBAQ9QEwAw


Free, private website consultation

I’d like to offer each of you a free, private website consultation

One hour

Consultation includes:

CharityFinders’ assessment of your site and social media

Recommendations

Building your nonprofit's most-needed functionality

In person or by webinar

Include anyone you want (e.g., ED, DD, board members, etc.)

In one location or several

We’ll contact you in the next 1-2 business days to schedule the consultation



34. Identify helpful resources

Friend

Co-worker

Websites

35. Follow through on commitments

36. Don’t be afraid to say “no”

Don’t let others misuse your time



37. Exercise

38. Walk quickly

39. Do high priority and easy tasks first

40. Manage your sleep Turn off all electronic devices

Natural sleep aides

Melatonin

Breathe-right strips

Warm beverage

Don’t hit “snooze”

Nap



41. Use car time (or other “idle” time) effectively

(and safely) Blue tooth

Voice activation

Clipboard

Call list

Abbreviated notes

Note-taking space

Shorthand

Voice recorder

Leave yourself voicemails

Pre-program phone numbers

Charge batteries

Books on CD

Satellite radio

Online traffic reports/alerts

Put useful podcasts, webinars, courses,

etc. on your ipod

http://www.google.com/imgres?imgurl=http://pictures.directnews.co.uk/liveimages/young%2Bwomen%2Bdriver_918_18540026_0_0_7010956_300.jpg&imgrefurl=http://insuranceadvicenet.com/&h=300&w=300&sz=18&tbnid=azquYP0v4z3aSM:&tbnh=116&tbnw=116&prev=/images%3Fq%3Dpicture%2Bof%2Bcar%2Bdriver&usg=__LO3ZRxE5xPtggRrSipwc1dUUDds=&ei=rPXySur7FoesswOVuNwW&sa=X&oi=image_result&resnum=4&ct=image&ved=0CA8Q9QEwAw



42. Have filler activities (while waiting on hold,

etc.)

43. Have an objective for each meeting

44. Document meeting notes immediately

45. Periodically self-evaluate

What have I done?

What do I want to do?

Issues?



46. Don’t ignore any key area of your life/job

47. Don’t leave things until the last minute

48. 80/20 rule

49. Renew spiritually

50. HAVE FUN!


Contact Information

Allan Pressel, CEO/founder

[email protected]

www.CharityFinders.com

1-877-456-3210

641 21st St.

Hermosa Beach, CA 90254


http://www.charityfinders.com/

Find the listings for our current season of webinars and register at

NonprofitWebinars.com

Chris Dumas [email protected]

707-812-1234



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