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Making More of Your Time

Time Management in your

Professional Life
 Is this Workshop for you?

• If your answer was

“yes” to any one • Do you procrastinate?
question-- you are
in the right place! • Is your motto, “Better
late than never?”

• Do you wish you were

more organised?
• “Time Management”
is really “Life • Time Management is
Management”. Your
time is your life, and Life Management
to manage your time
is to manage your
life.
• Have you ever • The allocation of
noticed this?
Everyone has the Time is unbiased
same amount of
time each day. and without
prejudice
• Why, then, do
some people get so
much more done
than others? • We all receive 24
hours each day.
No one receives
more or less than
anyone else
 What are we going to Do in
this Workshop?
• Our goal is to assure that
you understand and can • Discuss how Time
apply each concept to
your own time Management is Unique
management plan.
• It is expected that you for professionals
are going to be
“weeding” through the
many ideas and tools
discussed in this session.
As you do this, make
note of the ideas that • Examine a 3 Step Plan
you like and leave those
things that may not work a Professional’s Time
for your plan.
• Your time management Management
will be unique for you.
 New Challenge....
• Let’s start by looking
at those experiences
and demands that Managers are Required to:
are often unique for
managers.
• Demands on - Think at Higher Levels
managers are often
very different from
those experienced
- Process more in less time
staff who report to
them or people in
- Work in high pressure
“the real world”. It’s
a whole new
situations
challenge. - Work with various teams from
other departments
- Resist a wide range of
distractions
 In a new Job you might
find....
• Many of will find that • Less or No Structure
when you start a job
(either for the first • Different Incentive
time, or a new job),
you will be surprised (Financial, Rewards etc.)
• No one to share the
at how challenging
the new lifestyle can
be. You have to
create your own
workload
structure and you
must be organized. If • Many people who want
not, you can drift,
and rather than
your time
managing your life,
other things seem to • Delivering/Managing
“manage you!” demands
 Where is your Time Going?
• We assume that • If you work 8 Hours per Day, your
you will need to weekly Hours:
work 40 to 48
5 Days x 8 = 40 Hours
hours in a week
6 Days x 8 = 48 Hours
depending on if
you work 5 days or
6 days. But for What does your Schedule Look like:
every hour at
work. (You may • How many hrs working: ...........
need MORE time, • Number of hrs in meetings: ...........
depending on your
job.) Do you have • Number of hrs in training: ...........
a pen or pencil
handy? Calculate
• Number of hrs travelling: ...........
your schedule. Grand Total: ...........
 Feeling Overwhelmed?
• ...So what can you
do? Don’t lose You are not alone....
hope-there are lots
of ideas that will
work for you.

Many Managers said that

budgeting time
was a significant
problem for them
 A 3-Step
Time Management Plan
• There are zillions of
ideas, methods and • 1) Set Goals, allow
programs that have
been developed for
managing your
yourself to imagine
time. You might
think of these in
terms of a 3-step
plan. These steps
often work well
• 2) Integrate efficient
because they are organisational tools
flexible and best fit
the needs of
managers.
• 3) Incorporate efficient
business strategies
 Taking Charge
• How would you answer
this question? “Is life
happening to you, or
are you happening to
PROACTIVE
life?” People who are
PROACTIVE take charge
of their time and their
decisions. They are not
just REACTING to the
many distractions that
confront them daily,
vs
they are making
choices to TAKE
CHARGE of their time.
• One of the best ways to
live proactively is to set
goals. REACTIVE
 Your Lifeline
• “A” represents when you
were born, “Z”
represents when you will
die, and “X” marks
today. Start your goal
setting with this
question, “What do you A X Z
want to have done,
been, had and given to
the world before you
leave?”
• As you consider your
goals, we recommend
Birth Today Death
that you start at “Z”,
your life long goals, then
take steps backward,
making sure to set goals
at each juncture that will
lead you toward those
life-long goals.
 Setting Mid-Range and
Short-Term Goals
• Take some time to
record your goals
and do it TODAY.
A X Z
• Studies show that
those people who
write their goals Short Term Mid Term Lifetime
are significantly -Goals -Goals -Goals
- Objective (2-5 Years)
more likely to
- Month
achieve them. - Week
- Day
 Myths about Goals
• 1. Many people think they
have somehow “failed” if
they change or alter a goal.
This is not true. It is a fact
of life that as we grow and
experience life, our
perspectives change. Our
1) You should not Edit
goals may need to change

•
as well.
2. There are some goals
or Alter your Goals
that do not require 100%
perfection. Your goal may
be to learn Japanese.
Depending on how you
plan to use this skill, you
may do fine to just learn
some conversational skills,
rather than seeking to
2) You must achieve
speak fluently. On the
other hand- if you are
studying brain surgery-
perfection
seek perfection!
 More Myths......
• 3. There are times
when there are just too
many things going on--
3) Maintenance of
something has to
“give”. At times like this
the Status quo is not
we need to allow some
goals to be put on hold an acceptable goal
for a while. This is not
failure, it is a
temporary period of
for a period of time
maintenance.
• 4. There is very little, if
any, luck involved in
the achievement of
goals. Again, those
4) Achievement of
people who attain their
goals are those who set
goals is a just matter
them, write them and
then pursue them in of luck
little ways each day.
 Now that we have
examined our Goals-
• Next, take a look
at some of the HOW DO WE ACHIEVE THEM
organizational
tools that can
help you manage
your life as a
student...
Time Management

&

Organisational Tools
 Tools for Organizing your
life
• As you examine • Fixed Schedules
each of these
tools, think about - “Week-at-a-Peek”
those you want to
implement in your - “Quarter-at-a-Peek”
personal time
management • Planners
strategy.
• The first tool is • To Do Lists
“fixed
schedules”...
- Today
- This Week
- Sticky Notes
 The “Week at a Peek”
Schedule
• A fixed schedule includes
those items that, for the
most part, do not change--
they are “fixed”. For
example, most students
complete a “Week-at-a-
Peek” schedule (see
example) at the beginning
of the semester. It includes
their classes and club or
organizational meetings
that are constant
throughout the semester.
• Again, this type of
schedule is particularly
important at the beginning
of the semester, but you
won’t probably need it
after a few weeks. By then
you have memorized your
“fixed” weekly schedule.
• Another fixed schedule we
recommend you create at
the beginning of the
semester is the “Semester-
at-a-Peek” schedule...
 The “Quarter at a Peek”
Schedule
• While referring to each task
from your working day, mark all
major due dates, meetings,
seminars, exhibitions, special
events, and other deadlines on a
calendar that shows the whole
quarter at a glance. It is one of
the best ways to keep mindful of
the BIG PICTURE. You will start
to notice certain weeks that will
be very busy-- and those weeks
that are not as crazy. This
overview is extremely important
for you to plan your professional
life.
• The quarter schedule is an
excellent tool. Most managers
find it helpful to complete each
quarter. This overview of your
entire quarter is essential to
good planning. Deadlines and
other due dates will not sneak
up on you when this is hanging
on the front of your work
station, tacked over your desk,
or taped to your front door for
easy and frequent reference.
• Now that you have a good idea
of what your overall schedule
looks like for the quarter, the
next step is day-to-day
organization. Using a planner is
a good approach to keeping
track of your overall schedule
and appointments. But how do
you decide which planner will

•
work best for you?
One way is to look at trends in
your schedule. How many
“How do I decide
unique appointments or
meetings do you have each
week? Unique meetings are
which Planner to
those appointments, meetings
or things you do that change
from day to day or week to
use?”
week. An example might be a
job schedule that changes or an
occasional meeting with the
Board of Directors. The more of
these kinds of items on your
schedule, the more space you
need for organizing your day.
 Which Planner is for You?
• Most managers find the
weekly planner is ideal
for their lifestyles. BUT, if
you are just starting in a
junior managerial role,
• Daily - For people with 20 or more
keep a planner in the past unique appointments or
start with a monthly
planner. This way you can meetings in a week
keep track of those
occasional “unique”
appointments or
• Weekly - For people who have 7 to
meetings, yet keep major 20 unique appointments or
projects, finish dates and
execution dates for the meetings in a week
month on one page.
• If you are very involved-- • Monthly - For people who have fewer
go with the daily planner,
but be sure you keep than 7 unique appointments
your eye on the quarter or meetings in a week
schedule. It is easy to get
caught up in all the
details; however,
important due dates can
creep up on you!
 Example of a Monthly
Planner
• Although there may
not be much room for
recording lots of notes,
a monthly planner
gives you an overall
picture of your
activities. The biggest
problem in using a
monthly calendar
occurs if you turn the
page and find that you
have a major project
or test due on the first
or second day of the
following month. Look
ahead to keep track of
future commitments.
 Example of a Weekly
Planner
• Weekly planners
come in a variety
of sizes and
formats--from
very small
(pocket sized) to
those that will fit
in a notebook.
 Example of a Daily Planner
• You may want to
look for a daily
planner that
starts early in the
morning, and
allows for
scheduling late
into the evening,
depending upon
your schedule.
They can go from
6:00 a.m. to 12:00
p.m. if needed.
 “The Jar of Rocks”
• Look at this jar of
rocks- is it full?
 “The Jar of Rocks & Gravel”
• Now gravel has
been added to fill
in the spaces in
between the large
rocks. Is it full?
 “The Jar of Rocks, Gravel &
Sand”
• Now sand has
been poured to
the top. Is it full
now?
 “The Jar of Rocks, Gravel,
Sand & Water”
• You probably
guessed it. When
water is poured
into the jar- it is
full!
• The question is
this: “What is the
point of this
exercise?”
• You may be
tempted to think,
“you can always
fit more things
into your
schedule”. But
this is NOT the
only point...
 “Are you Missing a Point?”
• This is particularly
important for The Point I was Trying to
managing your
time as a manager. make was:
When you are
writing out your
To-Do Lists, make
sure to put your
big rocks in first.
Prioritize the many
things that you
need to do. This
way “small rocks”
don’t crowd out If you don’t put the big rocks
the important
things that need to in first, you will never fit
be done.
them in.
 “To Do List”
• Many people like to
organize their “tomorrow”
the night before. They write
their “To-Do” Lists just
before bed. It makes for a
good night’s sleep when you
know your day is set.
• Other people like to write a
single To-Do List for the
whole week. This list is one When to do a, “To Do
from which you can add and
delete items throughout the
week. Sunday evening is a
good time to make a new
List”
list-- put those things
remaining from last week’s
list on your new list, and
throw away or file the old
list.
• Regardless of the To-Do List
you choose, you will find it
feels good to see all those
check marks over the things
you have completed!
 “Types of Organisers”
• Generally, there
are three kinds of
• How do you organise
people: your Day or Week?
• - “Time Oriented”
organizers,
• -“Task Oriented”
organizers
• -and those who
use both. • Task oriented or Time
oriented?
 “Task Oriented Organisers”
• Task oriented
organizers like to • Manual organisers
write WHAT they
are going to do,
but they may not
necessarily write
WHEN they are
going to
accomplish their
tasks.

• Computerised
Organisers
• Time oriented Time Oriented Organiser
organizers like to write
the specific times that
they plan to
accomplish the items
on their To-Do List.
Many task oriented
people will use this
during very busy times
in their quarter
(month ends & quarter
ends) for just a week
or two-or just until
things cool down.
• Other people use a
combination of these
styles throughout the
year.
 Sticky Notes
• Many people put
their To-Do Lists on
sticky notes. These
little notes can be
great reminders,
but they are not
recommended for
important lists.
They are easily
displaced!
• You can also use
these in addition to
your lists to either
note an important
task or to mark
progress on a
unfinished task.
• The Master To Do List is
where you can keep “Take Time to Make Time”
track of items that you
need to accomplish but
do not have a specific • Managing Up
time frame for
completion. For • Business Planning
example, "Organising
your storage area” or • New Business Development
“Cleaning of your desk”
would be good Master • Employee Development
To Do list items, since it
does not have to be • Customer Relations
done on any specific
day, you just want to • Investor Relations
remember that you do
need to organize these • Media Relations
task too. • Financial Oversight
 Tips to Remember.....
• It’s true for most
people, so try to
get your done
during the day.
Those small 15-30
minute “free
moments”
between meetings
or seminars are
valuable for short,
yet important
review sessions.
 Set Intermediate Deadlines
• Intermediate deadlines
keep you on-task and they • Write these in your
help you break large
projects into smaller “Day Planner”
pieces.
• Example: If you have a
project delivery deadline
due in 3 weeks and can’t
seem to get started, try
• Post Sticky Notes
this: “Create rough
outline”, Write: “Task 1 around your PC
out of 6 to be completed
in 2.5 days” on your to-do
list. After this is
and Telephone
completed, write, “Task 2
out of 6 to be completed

•
by end of first week”.
Continue to break apart • Write on “To Do”
the project until your task
is completed. Lists
• Break all large projects
into smaller, more
tangible tasks. This is one
of the BEST ways to
combat procrastination!
 Once a Week, Review your
entire week’s work
• This is a great way
to get, “The Big
Picture”, or an
overview of what
you have been
doing. This review
also keeps your
“To Do” list fresh
in your mind
ready to review.
• There is just one
more thing to
consider about
time
management…
and that is your
thought life.
 What are you thinking
about?
• Have you ever
thought about
what you are
thinking about?
• The thoughts you
dwell on have a
Did you know your
profound effect on
the way you feel. thought life can affect
And the way you
feel affects the
things you say and
your “Time
do. So an
important part of
Management”
managing your life
and your time is
managing the
things you think.
 Self-Talk/Inner Dialogue
• If you let CHILD type thoughts
control your thinking, you will
quickly find you don’t get
much done. This type of
thinking focuses on just doing
fun things and seeking
pleasure. As everyone knows,
working is not always “fun”
and it takes a more “adult”
approach to thinking to
discipline ourselves to work.
We even get paid to work.
• The ADULT type of thinking is
your more rational
perspective. When you think
within this realm you are
more reality based and utilize
the skills needed to do your
work--even when the work
may not be your first choice
of things to do. You
understand the consequences
of your actions, and are quick
to make rational choices
based on this understanding.
 Self-Talk/Inner Dialogue
• The CRITIC outlook is the
negative voice or thought
that can undermine an
individual’s life and time
management. This voice is
fearful and is full of worry
about the past and the
future. This type of
thinking can immobilize
you. Although self-
reflection can be very
useful, the critic goes
beyond constructive
analysis and is full of
criticism.
• Which “voice” do you
most often hear and dwell
on? The ADULT voice is
most important for the
discipline of work, yet
everyone needs to fun and
find balance in life. So
don’t forget to set aside
time for fun and pleasure!
 What will you Do?
• Take a few minutes
to review what you
• What are the three
just learned. What things you learned today
are 3 things you
plan to use? Write which you plan to
them, then integrate into managing
implement them
within the next 24 your own time?
hours. If you don’t
try it soon, you will
probably never do
it! • Try to start these within
the next 24 hours!
• “To waste your
time is to waste
• “Time is your Life”
your life, but to
master your time is
to master your life
and make the most
of it”

• “No one can control life

or time but can simply
manage it”
• You have just
completed the
“Time
Management”
Workshop.
Contact Us
2 The Park
Orlyn Park
Lusk, Dublin
IRELAND

Tel: +353 1 843 842 0

Email: rahat.kazmi@CareersAndCareers.com