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Optimize Time Management Skills for Efficiency

Learn to manage and use time effectively by setting goals, prioritizing tasks, and delegating responsibilities. Identify time wasters, practice saying no, and align activities with goals. Improve productivity and balance work-life demands.

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Optimize Time Management Skills for Efficiency

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  1. Use Time Effectively Planning and Organizing New Jersey’s Professional Center Training Academy

  2. Time Management = Self Management • Manage ourselves to use the time we do have better. • Skilled (Competency) • Uses his or her time effectively • Values time • Concentrates his/her efforts on priorities • Gets more done in less time than others • Can attend to a broad range of activities

  3. Time Management - Unskilled • Is disorganized and wastes time • Jumps from activity to activity with no reason • Does not set priorities • Can’t say no • Mostly reactive • Doesn’t have or follow a plan or method for his/her time

  4. Time Solutions • Set goals and establish priorities • Link goals together • Short term projects should lead to long term goals • Short range goals lead to what to do today

  5. Set Goals • Six months • Prioritizing is as simple as A-B-C-D • A Goals High value • B Goals Medium value • C Goals Low value • D goals Delegate • Take top goals and prioritize • A-1, A-2, A-3…

  6. Covey’s Time Management Urgent Not Urgent I II Activities: • Crises conferencing • Pressing problems • Deadline driven reports Activities: • Effective conferencing • Prevention • Relationship building • Planning Important IV III Activities: • Trivia, busy work • Time wasters • Some mail and phone calls Activities: • Interruptions, some calls • Some mail, some reports • Some meetings Not Important

  7. To do lists… • You can’t do a goal…establish activities • For each goal, write down the activities you think you need to achieve it • Create a to-do list for the activities (daily and/or weekly) • Prioritize based on goals • A = Must do (critical items) • B = Should do (medium value) • C = Nice to do (low value) • Always ask…What is the best use of my time right now?

  8. Use Time Effectively “Hard work is often easy work you didn’t do at the proper time.”

  9. Time Wasters • Procrastination • Set a self-imposed deadline • Arrange with someone to ask you about it • Do undesirable tasks early in the day • Build in a reward system • “Just Do It” or Do it Now! • Break big jobs in to small pieces

  10. Inability to say No • I’ll be glad to talk with you about that. However, not till I finish what I am doing” • “I will work on that, but what I am doing now will be delayed. Is your request more important?” • “I wanted to talk with you about that. Let’s set up a time.” • “I appreciate your vote of confidence. Let me review my schedule and workload and get back to you. I want to be able to adequately handle the job.”

  11. How’s your energy? • High…complex, important tasks • Moderate…complex…not as important • Low…standard duties, routines

  12. Can you delegate? • Not wanting to burden others…feel guilty • No one else can do it better • They might do it better than you • Not organized enough

  13. Time Management and New Staff • New staff need more time to process policy and procedures • New staff tend to be less efficient • New staff require more of the supervisor’s time

  14. Some additional strategies to balance work and life • Start/End your day with time for yourself • Create more time for yourself to plan and organize • Distinguish between likes and dislikes • Be sensitive to the time of others • Create protected time • Recharge your own batteries

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