HChoices Time Management - Amazon Web Services

Optimal wellness through technology, education and social engagement

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Time Management

What is Time Management?

§  Exercising conscious control over the amount of time spent on specific activities

§  Goal: increase efficiency or productivity

§  Activities: o  Plan o  Analyze o  Organize o  Schedule o  Delegate o  Monitor

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Benefits of Time Management

§  Control §  Productivity §  Time §  Motivation §  Direction §  Satisfaction


Self Assessment Questions

§  Are the tasks you work on daily the highest priority? §  Do you find yourself completing tasks at the last minute? §  Do you set aside time for planning and scheduling? §  Do you know how much time you are spending on the various

jobs you do? §  How often do you find yourself dealing with interruptions? §  Do you use goal setting to decide what tasks and activities you

should work on? §  Do you leave contingency time in your schedule? §  Do you know whether the tasks you are working on are high,

medium, or low value?

(Scale: Rarely / Sometimes / Often / Very Often)


Self Assessment Questions

§  When you are given a new assignment, do you analyze it for importance and prioritize it accordingly?

§  Are you stressed about deadlines and commitments? §  Do distractions often keep you from working on critical tasks? §  Do you find you have to take work home, in order to get it

done? §  Do you prioritize your "To Do" list or Action Program? §  Do you regularly confirm your priorities with your boss? §  Before you take on a task, do you check that the results will be

worth the time put in?

(Scale: Rarely / Sometimes / Often / Very Often)


§  Schedule it

§  Daily, Weekly, Monthly, Other o  Bucket List o  Goals: Short Term and Long Term o  Action List

Planning


§  How often do you plan in an effort to keep life from running out of control?

§  Do you put daily plans on paper? §  Do you allow flexibility in your plans? §  How often do you accomplish all you plan for a given day? §  How often do you plan time for what matters most to you? §  How often is your daily plan destroyed by urgent

interruptions?

Planning Quiz (Scale: Rarely / Sometimes / Often / Very Often)


§  SMART goals o  Specific - Who, What, Where, When, Which, Why o  Measurable - Concrete criteria for measuring progress o  Attainable - Ways to make them come true o  Realistic - You must be willing and truly believe that it can be

accomplished o  Timely - Have a time frame

•  Short-term (up to three years) and the long-term (beyond three years)

§  Wouldn’t it be nice to achieve some goals instead of just setting them again and again?

Goals


Types of Lists

§  To-Do list o  Tangible, actionable and measurable actions

§  Project List o  Projects you are actively working on

§  Bucket List o  Activities you want, but don’t require a deadline


Create an Effective To-Do List

§  Print out a copy of your weekly and daily schedules §  Mark in tasks

o  Be specific (exactly what you need to do) §  Break tasks into manageable chunks (feasible)

o  Tangible and achievable action o  Begins with a verb o  Measurable and has a due date

§  Set (realistic) time estimates §  Set priorities using a rating system §  Ask yourself: Want will success feel like?


Techniques for Setting Priorities

§  ABC Analysis o  Rank tasks:

•  A: Urgent and important •  B: Important but not urgent •  C: Neither urgent nor important

§  Prioritize by Organizing, Streamlining, Economizing and Contributing o  Prioritize: Your time & define your life by goals o  Organizing: Things you have to do to be successful o  Streamlining: Things you don’t like, but must do o  Economizing: Things you should do or like, but are not urgent o  Contributing: Pay attention to the few remaining things that make a

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Techniques for Setting Priorities: Eisenhower Method


Productivity

§  How much you accomplish not how busy you are

§  Typical o  Work Longer o  Move Deadlines o  Multi-task o  High Stress

§  Ideal o  Work Less o  Hit Deadlines o  Maintain Focus o  Feel Satisfied


Productivity Quiz

§  I leverage other people's time efficiently. §  I organize/schedule my day to take advantage of my energy. §  I actively look for ways to improve my work flow. §  I can maintain focus on one task for a long period of time. §  I spend lots of time looking for missing items. §  I actively look for ways to avoid wasting time and effort. §  I multitask regularly. §  I delegate effectively.


Productivity Quiz

§  I track how I spend my time. §  I have a plan and use it for dealing with interruptions. §  I feel overloaded by the emails/calls I receive daily. §  I often procrastinate. §  I often miss deadlines or ask for extensions. §  I find it hard to concentrate for long stretches of time. §  I do all of the tasks that are assigned to me.


Increase Productivity

§  Get Organized o  At Home, Work and in Life

§  Improve Your Attitude and Confidence o  Self Motivation

§  Delegate o  Get the right person on the right task o  Learn to trust people and let go

§  Avoid Information Overload o  Scheduling and evaluate necessity

§  Be Concise


Activity Logs

§  Determine how you really spend your time §  Memory is typically a poor guide §  Every time you change activities

o  Record time o  Type of activity o  Importance o  Energy level

§  People tend to be more or less effective at different times of day due to their fluctuating energy level


Scheduling

§  Process which you plan to use your time §  Don’t over commit §  Good scheduling: Reduces stress and increases productivity §  Write it down or use a computer program to facilitate §  Analyze your activity log

o  Determine the time of day when you have the most energy •  Most energy- Schedule important tasks •  Least energy – Check email, but only at set times

§  Read the news at the start of the day §  Review your To-Do list at the start of the day


Scheduling Process

§  Identify the time set aside for work and play §  Designate time as available/unavailable §  Block in the MUST do §  Schedule in contingency time for interruptions §  Schedule in time to get up and move around §  End of the day put together tomorrows task list


Interruptions

§  Keep a log §  Determine if an interruption is valid or not §  Create and abide by a schedule

o  Available/unavailable time o  Schedule contingency time o  Plan the time you will answer the phone and return e-mails

§  Clear your head §  Learn to say “NO” in a courteous and sincere way §  Minimize distractions


Take a Stand Against Interruptions

§  Turn off your phone §  Close your e-mail system §  Close the internet browser §  Close your office door or use headphones §  Don’t multitask §  Determine if a interruption is valid before taking action


Procrastination

§  Avoidance of a specific task or work which needs to be accomplished

§  Habit

§  Why do we Procrastinate? o  Difficulty concentrating o  Feeling overwhelmed or anxious o  Lack of confidence o  Personal problems o  Poor time management o  Task is not interesting/boring o  Unrealistic expectations o  Fear of failure


Overcome Procrastination

§  Set goals §  Create rewards §  Create a To-Do list §  Focus on one task at a time §  Identify the consequences or not completing the task §  Think of how it will feel when the task is complete §  Eliminate or minimize distraction §  Ask someone to check on you


Organization

§  Desk §  Work environment §  Time §  Email


E-mail

§  Use a simple filing system §  Create and use rules §  Flag messages §  Write short succinct messages

o  Over 2 paragraphs: call


Time Tips §  Count all of your time as available time §  Continually look for ways to free up your time §  Examine your habits & continually seek improvement §  Revisit/revise your lifetime goals monthly §  Utilize reminders about your goals §  Plan/prioritize each day the night before §  Reward yourself when you accomplish tasks as planned §  If you catch yourself procrastinating: ask Why? §  Limit your involvement in unproductive projects §  Make time to concentrate on high priority items §  Concentrate on one thing at a time §  Push yourself and be persistent §  Delegate responsibilities


Date post:	18-Dec-2021
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HChoices Time Management - Amazon Web Services

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