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Time Management

Time Management. Connections. Collaboration. Communication. Ohio Association Of Student Financial Aid Administrators 2011 Spring Conference “Collaboration, Connections, Communication”. 80:20 Rule.

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Time Management

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  1. Time Management Connections Collaboration Communication Ohio Association Of Student Financial Aid Administrators 2011 Spring Conference “Collaboration, Connections, Communication”

  2. 80:20 Rule • Pareto Principle, or the '80:20 Rule'. This argues that typically 80% of focusedeffort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort. While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-scalar returns recurs so frequently as to be the norm in many areas. • The average person today receives more information on a daily basis, than the average person received in a lifetime in 1900.

  3. Defining Time Management • Time management - is a set of principles, practices, skills, tools, and systems working together to help you get more value out of your time with the aim of improving the quality of your life.

  4. Agenda • Activity • Goal Setting • Prioritization • Focus • Multitasking • Concentration • Managing Interruptions • Email • Tips - Discussion

  5. Activity - Handout

  6. Discussion

  7. Goal Setting • Goal setting is an import part of time management. • Taking a few minutes to set goals can save a lot of time . • Figure out what you need to get done and in what order.

  8. Prioritization • pri·or·i·tized, pri·or·i·tiz·ing • Definition of PRIORITIZE: to list or rate (as projects or goals) in order of priority. • Prioritization is often difficult – what you consider important and what others consider important can be completely different. • Example – you need to package 1,000 freshman but the family in the lobby wants their package NOW

  9. Flow Model • The model shows the emotional states that we're likely to experience when trying to complete a task, depending on the perceived difficulty of the challenge, and our perceptions of our skill levels. • To find a balance, and to perform at our best, we need a challenge that is significant and interesting, and we need well-developed skills, so that we're confident that we can meet the challenge. This moves us to a position where we can experience "flow" (being totally involved and engaged in the activity). • This state of flow is often observed in people who have mastered their business, art, sport, or hobby. They make whatever they're doing look easy, and they're totally engaged with it.

  10. Well Oiled Machine also know as Flow 10 Components of Flow – How do you know when you're experiencing flow? Csíkszentmihályi identified 10 experiences that go with the state of being in flow: • Having a clear understanding of what you want to achieve. • Being able to concentrate for a sustained period of time. • Losing the feeling of consciousness of one's self. • Finding that time passes quickly. • Getting direct and immediate feedback. • Experiencing a balance between your ability levels, and the challenge. • Having a sense of personal control over the situation. • Feeling that the activity is intrinsically rewarding. • Lacking awareness of bodily needs. • Being completely absorbed in the activity itself.

  11. Achieving Focus Amid Distractions All of the following can effect an individuals Focus • Environment • Nutrition • Mindset

  12. Environment Here are some ideas for improving your physical environment: • Make sure you're comfortable – Start by ensuring that your chair and desk are at the right height for you to work comfortably. If your chair is too high or your desk is too low, you'll be uncomfortable, and you'll be tempted to use this as an excuse to get up and walk away. • Put up pictures – Viewing a natural scene or watching wildlife can help improve concentration. If you're able to put up pictures in your office or work area, then choose landscapes or natural images that you enjoy. This can help your focus, especially if you can see the pictures from your desk. • Shut out distractions as much as possible – Listening to music can help, especially if it's instrumental music. Some people even use noise machines in their offices – these produce a steady "white noise," like ocean waves or falling rain. This steady background noise can drown out other noise, helping you focus better and ignore distractions.

  13. Nutrition • Drink water – • Eat breakfast – • Get up and move around –

  14. Mindset • Set aside time to deal with worries – • Focus on one task at a time – • Close your email box and chat program – • Switch between high- and low-attention tasks – • Prioritize – • Limiting distractions allows you to get into the flow of your work –

  15. Multitasking – Not always a good thing • Multitasking and the Myth of Productivity • Many people have studied multitasking. The conclusion: Multitasking doesn't make you more productive! • Often multitasking leads to: mistakes, poor work and irritability.

  16. Concentration Tips • Take short breaks • Do your hardest tasks when you're most alert • Use a phone headset • Reward yourself • Schedule email downloads

  17. Interruptions • Almost everyone has to deal with interruptions. • The “Time Waster” • Employees / Students • Phone calls • Other Departments • Meeting / Conference Calls

  18. Interruptions Cont. • We all have to deal with interruptions - some need to be handled immediately and others can wait.

  19. Tips to handle the Interruptions • The Time Waster – tell them you would like to talk and will stop by their office when finish. • Let your voicemail do its job. • Do not have a meeting just because it is on the schedule – if there is nothing to discuss cancel it. • The emails will still be there evenafter the notification goes off.

  20. Email • Email can be the biggest waste of your time • Just because your computer makes a noise does not mean you need to quit everything else and check it. • When you check it you realize it is just another lender wanting to hock their goods. • Do not let email / instant messaging become your down fall.

  21. Email Tips • Schedule times during the day to check email. • Ask team members / staff to email only when needed and keep it short. • Deal with emails once – every time you go back you often reread, spending more time on that one email. • Anticipate responses and answer possible questions. • Use additional files to organize emails that may need to be kept – use labels that make sense.

  22. Things that Help with TM • Create TO DO LISTS – they’renot just for the kids. • Prioritize • Set Goals • You feel good marking items off • Don’t procrastinate – get it done and off your mind. • Stay organized. • Environment • Emails

  23. Conclusion • Effective time management is different for everyone. What works for some does not work for all. • Managing time will help reduce stress and provide more “me” time at the end of the day.

  24. Resources / References • "Flow: The Psychology of Optimal Experience.“ by Mihaly Csíkszentmihályi • Pareto Principle, or the '80:20 Rule‘ • http://lessemailsplease.com • Time Management Facts and Figures By: Dr. Donald E. Wetmore • PNC University

  25. DiscussionQuestions

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