Develop Time Management Skill

Time Management Skill Workshop Outline

Time management skill training isn't just a nice thing to do - time management is a LIFE skill that you must have in order to be highly successful.

Follow the outline provided below for greater efficiency in time management!

I. Combine Time-Value Awareness With A Blueprint For Action

Develop and maintain a time/dollar value awareness
Ask yourself: Am I a positive investment or a negative investment?
Create your daily blueprint for accomplishment!

II. Be More Effective. Clear Your Desk For Action

How to fight the battle of a cluttered desk and WIN

III. A "Bakers Dozen" Of Timely T.I.P.S. For Better Time Use

Three Minute Memory Method

IV. Procrastination Is Poison. Problems And Remedies

Why people procrastinate-in-general
The many costs of procrastination
Three Common forms of Procrastination (Poison at your business)
Individuals aren't the only ones who procrastinate

I. Combine Time-Value Awareness With A Blueprint For Action

Time Management Skill #1. Develop and Maintain a Time/Dollar Value Awareness.

Immediately compute a dollar per-hour value for your time, based on gross annual income.

For 3 consecutive days, preferably mid-week, keep a 15-minute segment "time-use log" from 8:00 am to 5:00 p.m.

Tally up the time used for specific work activities performed. Also, include coffee or other break time, plus any additional wasted time. Be as specific as you can. Calculate your dollar/hour value to each group of activities identified on your log. Be as accurate as you can. You may be in for a surprise.

Time Management Skill #2. Ask Yourself, "Am I A Positive Investment Or A Negative Expense?"

Analyze your "time-use/dollar-cost data" and you will discover just how costly time disruptions become per day, week, month, and year. Strive to understand the true costs involved when there is a lack of time management skill training.

Think of it in this manner. No matter what your role in your firm, you actually conduct "your own business" within your organization's business.

Plugging time leaks means "your business (YOU) will be more effective. i.e. A positive investment rather than a negative expense.

Time Management Skill #3. Create Your Daily Blueprint for Accomplishment.

Map out your Daily Work Plan for accomplishment. If you wish, call your plan a "To Do" list.

List no more than 6 "To Do" items. Rate them in importance as "A's" or "B's". A's are "Must-Do" items. B's are "Ought-To-Do" items. Break down major projects into A's or B's and proceed to do them as you would your regular items.

Do your A's first. If B's don't get done, add them to your next days A's list (if the task qualifies as an A).

Develop the habit of doing your "To Do" list everyday. If possible, prepare the list before you go home in the evening. This process gives you a running start on the next day.

If you have a secretary, it is wise to give him/her a copy of your daily list. If you get tied up, he/she can work on the list for you if appropriate.

II. Be More Effective. Clear Your Desk For Action

How to Fight The Battle Of A Cluttered Desk - And WIN!

Get all the "stuff", (I.e., pictures, pens, pen holders, calendars, personal belongings, etc... OFF your desk. Do it immediately!

Set an appointment with yourself for at least 2 hours. Allow NO interruptions. Have a large trash can handy and close your office door.

Put all the papers located on or in your desk in a pile on top of your desk.

Look at each paper in the pile to see if there's any work to be done, or action to be taken, regarding your area of responsibility. If Yes, put the paper in a "keeper paper pile". If No, put it in the "for filing" tray or throw it away.

III. A "Bakers Dozen" Of Timely Time Management Skill T.I.P.S.

Techniques, Ideas, Suggestions For Better Use Of Time

Learn to say "NO" to people whose demands or wants will force you to lose control of your planned time use.

How long should you wait for someone? No longer than 15 minutes. Your time is just as valuable as the other person.

When calling on the phone, especially long distance, don't let people put you on hold for extended periods of time.

Gas up when YOU want to, not just when your car is on empty. This way you stay in control of your time.

Put car keys, billfold, purse, glasses, calendar, etc... in the same place when not in use. Carry an extra set of car keys with you always.

Clip out time management skill related magazine and newspaper articles. Keep the clippings in a file, arranged by topics.

Write down time management ideas that come to you on a notepad or 3x5 cards for future reference. Keep a notepad by your nightstand because many ideas come to you just before going to sleep. Remember, "an idea in the head may as well be dead."

Carry writing paper, pen. envelopes, and stamps with you in your briefcase or purse.

Confirm time and place for appointments or meetings, especially those out of town, at least a day in advance. Ask for directions if you don't know how to get there.

Set aside a specific time period of 20 minutes each day for creative thinking or career enhancement reading. It's a fantastic investment in time.

Have you ever said, "If only I could remember his name." Now you can with this easy "Three Minute Memory Method."

Time Management Skill
Three-Minute Memory Method

Review intently the information on a business card you wish to remember. Place the card in your Day Planner for review the very next day.

Next day review the card information again. After review, file the card in your day planner one week ahead.

When the week comes around, review the information again, and advance it one month.

When the month comes around, review again, and then advance it three months.

When three months time comes around, review again. By this time, the information you wish to remember should be firmly planted in your long-term memory. It will be available to you whenever you need it.

IV. "Procrastination Is Poison. Problems And Remedies"

Time Management Skill Problems & Remedies

"Procrastination stops success cold.
It is an absolute destructive state of mind and being."
- Russ Von Hoelscher

Why People Procrastinate - In General

Fear of failure

Lack of self-confidence and self-esteem

Being unwilling to take risks

Worrying about what others will say or think

Saying and convincing themselves that they are: Too old, too young, inexperienced, or lack of education

The Many Costs of Procrastination

Procrastination occurs at a very high cost, in time and money.

Various forms of procrastination in the work place can result in the loss of customers.

Procrastination by one person, or a team, can create havoc for an entire organization. It can disrupt managerial or operational work-flow.

Continued procrastination, if not nipped in the bud, tends to snowball and can severely weaken an individual or company.

Three Common Forms of Procrastination In The Work Place and The Remedies

PROBLEM: Thinking, "I'll have plenty of time to do it tomorrow."

TIME MANAGEMENT SKILL REMEDY: Recall from past experience how, "Tomorrow always present their own batch of problems."

PROBLEM: Believing, "This is an overwhelming task, I can't possibly get it done on time."

TIME MANAGEMENT SKILL REMEDY: Know that, The biggest project in the world is, in reality, no bigger than the smallest project in the world."

The world's greatest structures were put together one brick, one stone, one beam, one board at a time. Break big jobs into smaller chunks. Don't be afraid to ask for help.

PROBLEM: Agonizing, "Oh boy, this is tough. I can't decide what to do. Anyway, it shouldn't be my decision to make."

Note: Many people hate to make decisions, so they procrastinate in doing so. Procrastination, in itself, is a decision. Usually, a very poor one.

TIME MANAGEMENT SKILL REMEDY: Accept responsibility for making decisions.

Learn and apply the "Ben Franklin Method" for making decisions.

Adopt and practice the following three-step time management skill tactic for taking action on you decisions:
- Do what you've determined needs to be done.
- Do it when it needs to be done.
- Do it whether you like it or not.

Individuals Aren't the Only Ones Who Procrastinate - Companies Are Guilty Too

Here are some typical examples:

"We can't do it now, our people are in the midst of vacation season."

"Let's wait until after the Holidays."

"It's a bad time right now, tax season, you know."

"Next year will be a more appropriate time for this."

"Gosh, something like this just isn't in our budget, sorry."

"Times are bad. We're cutting way down on our advertising, training, inventory additions, new products, additional personnel, blah, blah, blah..."

Remember, whether you are inside a company or on the outside of a company, and you're trying to get something done - a company CAN do something quickly if it really wants to.

Be persistent, restate your case, sell the benefits your idea will bring to the company - if acted on right away.

If you feel you're getting the runaround, seek out the man or woman in the organization who has the authority to make a decision.

Conclusion: Time Management Skill Quotes

"Time. What we want most, but what we use worst."
- William Penn

"Time. The most valuable thing a person can spend
- Theophrastus

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