1440 minutes in a day Managing Your Time

1440 minutes in a day: Managing Your Time Presented by Michele Guerra, MS, CHES Director UI Wellness Center

Steps to managing your time well • • • Prioritize tasks Get Organized Overcome procrastination Let go of perfectionism Manage disruptions Avoid taking on too much

Take the quiz! http: //www. mindtools. com/pages/article/new. HTE_88. htm

Scoring the quiz Questions 1, 3, 4, 6, 7, 8, 9, 13, 14, 15 Points Questions 2, 5, 10, 11, 12 Points Not at all 1 Not at all 5 Rarely 2 Rarely 4 Sometimes 3 Often 4 Often 2 Very often 5 Very often 1 Score Comment 46 -75 You're managing your time very effectively! Still, see if there's anything you can tweak to make this even better 31 -45 You're good at some things, but there's room for improvement elsewhere. 15 -30 Ouch. The good news: you've got a great opportunity to improve your effectiveness. However, to realize this, you've got to fundamentally improve your time management skills.

Understanding your score (and improving your time management skills) Areas needing improvement Goal setting Prioritization Managing interruptions Related questions 6, 10, 14, 15 1, 4, 8, 9, 13, 14, 15 5, 9, 11, 12 Procrastination Scheduling 2, 10, 12 3, 7, 12

Organizing: The to-do list • Helps you prioritize • Helps you overcome procrastination • It’s a critical starting point – not a stand–alone tool

ABCs to Prioritizing 1. 2. 3. 4. Write to-do list Review list: Break large tasks into smaller tasks Prioritize by ABCs Delegate those tasks more appropriate for someone else 5. Schedule your day (week). Assign a deadline for each task. 6. Consider your daily cycle (most demanding tasks when you are most focused/ energized)

A Priorities Urgent AND important Support a long term goal Support others you work with Ask: What terrible thing would happen if I didn’t do this today? • Only top priorities get A category • •

B Priorities • Important but not urgent • Mild consequences for not doing this (e. g. some may be unhappy or inconvenienced) • Time (waiting period) usually elevates to A or drops to C • Never do a B task when there is an A task the needs to be finished

C Priorities • Not important or urgent – Sometimes are not important but are urgent • No consequences for not doing this • Nice to do

Important Prioritization Grid URGENT NOT URGENT A B Deadline Paper due next month Presentation tomorrow Planning Scheduled at work Some calls or requests Not important Pick child up at daycare Rejuvenation time C C Interruptions Disruptions Some calls Trivia Busy work Time wasters Friend asks favor Gaming, Facebook

Organizing: schedules • Get the big picture (semester, work cycle, vacations) • Know your schedule (weekly calendar) • Determine how much time it takes to complete various tasks (double your estimates) • Plan a balanced schedule (fixed and flexible tasks) • Identify odd hours and small bits of time – plan how you can use them • Schedule time for prioritizing • Schedule breaks and time for rejuvenation • Enter all this somewhere (paper, outlook, phone app)

Overcoming procrastination • Recognize that you are procrastinating • Evaluate and diagnose your procrastination: e. g. reasons, what parts of the task, • Take counter-measures against procrastination: – use to-do list – break large tasks into smaller parts – schedule specific times to do things you are mostly likely to put off – address reasons (e. g. don’t like the task, hard to start, fear of failure) – reward yourself for starting and finishing

More procrastination busting tips • • Create the Right Environment Set Up the Task Post Your Deadlines Do the Fun Stuff First Start Somewhere, Start Anywhere Beware of Multitasking Know That You Can't Do Everything Perfectly! From ADDitude magazine http: //www. additudemag. com/slideshow/99/slide 1. html? utm_source=eletter&utm_medium=email&utm_campaign=August

Perfectionism • • • Be aware of your tendencies Take an honest look at how you spend your time Analyze & reframe your self-talk Focus on the big picture Ask “what’s really needed in this situation? ” – Is perfection necessary or even better? • • Maintain high but attainable standards Be realistic about what you can accomplish Seek help when needed Don’t throw work away – replant it

Managing disruptions • Disruptions are often urgent (at least in the mind of the person presenting them) but not important • Identify recurring interruptions and distractions – Keep a log • Learn to say no: Be polite but assertive • Other tips: Establish available/not available hours, turn off IM Chat; use Outlook to identify uninterruptable time • Set limits with necessary interruptions – e. g. I have five minutes, I can do this tomorrow

More disruption diffusing tips • Remind yourself: Your Availability ≠ Your Importance • Develop phrases that deflect the “Got a minute? ” intrusion to a later time • Use “modified” open door policy • Consider working in another location sometimes • Configure your office so your desk faces the door • Stand up on the entry of intrusive visitors • Schedule meetings in other person’s office

Avoid taking on too much • Learn to set limits and say no thank you • Learn to delegate, share work, let others help

Creating SMART goals • Specific: Precise statement of what needs to be • • accomplished: exactly what are you going do, how much? When? How often? Measurable: Concrete criteria for gauging progress. Helps you manage and evaluate your goal. Attainable: Assurance your goal fits your ability. Something you can accomplish. Not too easy or too hard Relevant: Personalization of your goal. Supports your interests, values, needs and talents. Critical to motivation. Timed: Beginning point and deadlines. Gets your started and keeps you on track.

Final tips • • • Use small bits of time, odd hours, waiting time Handle paper (email, etc. ) only once Use automatic systems when possible Get enough rest, eat well, exercise Ask for advice when needed

Make a plan today! • Managing your time increases your success – In school, at work , in life • Managing your time well reduces stress • Managing your time well enhances work-life balance The bad news is time flies. The good news is you're the pilot. -Michael Althsuler

Thanks for participating! For more info contact Michele Guerra 244 -2205 or mguerra@illinois. edu