Time Management Tips and Tricks Presented By: Donna Holm, CPA, MST Harless & Associates
GOAL OF TIME MANAGEMENT To have control over your life manage your time, don t let it manage you! To be healthier and happier (less stress).
Seven Tips for Effectively Managing Your Time 1. Be Organized Use time saving tools: appointment calendars, "to do" lists, e-mail, answering machines, file folders, etc. Have an organized workplace (don't waste time constantly looking for your work). Use your appointment calendar for everything, including listing study time. Use "to do" lists for both long-term and for each day/week. 2. Plan Ahead (Schedule it and it will happen!) Determine how long your tasks will take (do this before agreeing to take on a task!) Consider whether any activities can be combined. Determine if big tasks can be broken down into smaller tasks that may be easier to schedule (such as studying for exams and visiting the library as part of an assignment to write a term paper). 3. Prioritize Your Tasks Use an A-B-C rating system for items on your "to do" lists with A items being highest priority. Set goals for both the short term and long term as to what you want to accomplish. Look at all of your "to do"s to gauge the time requirement and whether additional resources will be needed to accomplish them (if yes, schedule time to obtain those resources). Don't postpone the small tasks.
Seven Tips for Effectively Managing Your Time (cont) 4. Avoid Overload Include time for rest, relaxation, sleep, eating, exercise, and socializing in your schedule. Take short breaks during study and work periods. Don't put everything off until the last minute (for example, don't cram for exams). Learn to say "no" when appropriate and to negotiate better deadlines when appropriate. 5. Practice Effective Study Techniques Have an appropriate study environment. Split large tasks into more manageable tasks. Read for comprehension, rather than just to get to the end of the chapter. Be prepared to ask questions as they come up during study, rather than waiting until just before an exam. Do the most difficult work first, perhaps breaking it up with some easier tasks. Don't wait until the last minute to complete your projects. Read the syllabus as soon as you get it and note all due dates (and "milestone" times) on your calendar. Be a model student! (be attentive and participative in class, and punctual, prepared, and eager to learn)
Seven Tips for Effectively Managing Your Time (cont) 6. Be Able to be Flexible The unexpected happens (sickness, car troubles, etc.); you need to be able to fit it into your schedule. Know how to rearrange your schedule when necessary (it doesn't manage you-you manage it). Know who to ask for help when needed. 7. Have a Vision (why are you doing all of this?) Don't forget the "big picture" - why are you doing the task - is it important to your long-term personal goals? Have and follow a personal mission statement (personal and career). (Are your activities ultimately helping you achieve your goals?) Know what is important to you. (What do you value most?) Have a positive attitude! Professor Annette Nellen
WORK SMARTER, NOT HARDER!!!
Complete the most important tasks first Devote your entire focus to the task at hand: o No emails o No phone calls Learn to Say No Sleep at Least 7-8 hours Exercise and eat healthy Be conscientious of amount of TV/gaming/internet/texting time and other time wasters Utilize wait times Utilize weekends Eliminate the non-essential Enjoyment should always be the goal. Work can be play!
I GOT AN APP FOR THAT! 9
If you have doubts that you are using your time wisely, this app will send you weekly reports to indicate your time thieves. You may be shocked to discover how much time you are wasting.
If you are struggling to manage everything you have to do and you work with many different devices, this app is for you. It is a great free tool which is compatible with your mobile, computer, gmail, outlook, etc. It helps you to manage your tasks easily and reminds you of them wherever you are.
Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways, eg with voice, notes or images. You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments and share your files with friends. Now you can also sync Remember The Milk with Evernote to really optimize your time.
Check this out if you find it difficult to manage all your tasks, to work with your to-do lists and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.
Dropbox - There are many apps that allow you to transfer content from your computer to other devices, but Dropbox is free and easier to use than others. With the Dropbox app, you can access and share important files on the go. Focus at Will - This amazing app combines neuroscience and music to boost your productivity. It is possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading. Mind 42 - Mindmapping is a great productivity technique. This is the best free app. It helps you to get more organized by focusing your thoughts thereby gaining clarity on what needs to be done. Universal PW Manager - This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them, and also allows you to use passwords so you don t compromise on security.
Contact Donna Holm for copies of this presentation: dholm@harlessandassociates.com 15