Empower Denver - 5 Time Management Tips That Really Work
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This document offers five time management tips to enhance productivity by promoting organization and prioritization of tasks. It highlights common sources of disorganization and emphasizes the need to optimize areas such as to-do lists, workspace, time, activities, and information. The document concludes by posing a thought-provoking question about how one would utilize an extra hour each day.
Empower Denver - 5 Time Management Tips That Really Work
- 1. How To Be More Productive: 5 Time Management Tips That REALLY Work Nancy Gaines, Founder Gain Advantages, Inc.
- 2. My Goal for You Use proven productivity techniques so you work Smarter, NOT Harder!
- 3. In this session you will learn …. Accomplish more by being laser focused on the right things Say ‘no’ to work that won’t create real value for your company Implement simple systems that improve, not stifle, your efficiency Leverage your resources to organize, prioritize, and streamline your day 3
- 4. The Problem: Overwhelm Happens! We live in a fast paced world filled with info-besity! Time is limited – always trying to get it ‘all’ done
- 5. The Solution: Use Time Management and Organizational Skills
- 6. Did you Know … The average American wastes 55 minutes a day looking for things they can’t find (that’s 12 days/year) - Newsweek Disorganization at work means working longer hours - SimplyOrderly.com 1 in 4 Americans would like to be better organized with their time - National Association of Professional Organizers
- 7. Why Implement These Skills People skilled in time management who are organized: Can earn more and be more successful in life Have more free time to do things they enjoy Have higher self esteem and do things calmly It’s possible!
- 8. 50% of Workers Admit … Disorganization and poor use of time causes them to work late at least two to three times a week and they miss critical deadlines - Esselte Corporation
- 9. Causes of Disorganization/Lack of Time Temporary (short term situation) New projects Short on staff New hire learning curve Life events
- 10. Causes of Disorganization/Lack of Time Habitual (ongoing) Choices that don’t support you and cause stress Lack of good systems, tools, routines, and habits This can be solved!
- 11. 5 Areas for Eliminating Overwhelm You must optimize these areas: To-Do List Space Time Activities Information
- 12. 1) Consolidate Your To-Do List Where do you keep your action items?
- 13. Tips to Organize Your To-Do List Choose ONE method – and commit to that method Group ‘like tasks’ together Group tasks by duration – 1, 5, 30, and 60 minutes Follow the 180* rule Identify priorities - Does it support key company initiatives, add value, or lead to systems/automation? Most people have a priority problem, not a time problem
- 14. 14 Exercise – To Do List Share: 1)Your ONE tool/method 2)Favorite tip you will implement
- 15. 2) Organize Your Space The top four items men look for at home: Clean socks, remote, car keys, and driver’s license The top four items women look for at home: Shoes, a child’s toy, wallet, and lipstick - IKEA
- 16. Tips to Organize Your Space Assign a permanent home for everything Store like things together Break the habit of piler, spreader, and hider Create a Meeting folder (green) Create a Waiting on Response folder (red) Bonus Tip: Tidy up at the end of the day 80 % of the papers we file, we never refer to again. - The Small Business Administration
- 17. 17 Exercise – Space Share: Where do you need to reorganize in your office and home?
- 18. 3) Organize Your Time
- 19. Tips to Organize Your Time Schedule and plan – be proactive, not reactive Stayed focused with the 50/10 formula Block out solo time on your calendar Hide Keep firm start and end work hours Say ‘No’ more often
- 20. BONUS TIPS Start your day 30-60 minutes earlier Focus on your Super Power – outsource the rest Identify your Delegation Number – delegate more Theme and implement your Activities Pack up 30 minutes before you REALLY want to leave
- 21. GAME CHANGER TIP – Power Hour Match Your Energy to the Task In the Zone Aware Drained Developing/Coding Scheduling Your Day Scanning Emails Making Key Decisions Researching / Mentoring Filing, Printing, Coffee Planning, Creating, Writing Active Participation in Meetings Social Media, Chats
- 22. 22 Exercise – Time Share: 1) When is your Power Hour 2) What activities will you delegate
- 23. 4) Organize Your Activities 65 % of those surveyed, describe themselves as “very” or “insanely” busy. - Day Runner Perfectionism costs 50% more to squeeze out the last 10% of quality. - Jeff Olson, The Agile Manager’s Guide to Getting Organized
- 24. Tips to Organize Your Activities Done is better than none (Done gets paid) Create templates for repeatable tasks Only one web browser at a time Turn off notifications Store your smartphone out of sight Limit email and messaging distractions Typical US workers are interrupted by communications technology every 10 minutes. - Institute for Future and Gallup
- 25. BONUS TIP: Stop Multi-tasking Time Lost Due to Jumping Between Tasks 2 Source: https://blog.codinghorror.com/the-multi-tasking-myth/ 2 Tasks – 10% loss 3 Tasks – 40% loss 4 Tasks – 60% loss
- 26. BONUS TIPS - Email Process, don’t read, your email Do and delete emails under 2 minutes Email Sorting (@action, @read, @waiting) Investigate email tools Use Reply All sparingly Always change the subject line when replying Don’t bury the news – get to the point Make it easy for others to help you
- 27. 27 Exercise – Activities Share: 1) How will you organize your organize activities better? 2) What will you change in your email?
- 28. 5) Organize Your Information Employees spend roughly 25% to 35% of their time looking for the information they need to do their jobs. - Document Magazine 23% of adults pay bills late with fees because they can’t find their bills. - Harris Interactive
- 29. Tips to Organize Your Information The Rule of One (1 calendar, 1 device, 1 email) Keep only what you can’t access elsewhere Create handy cheat sheets for occasional notes Purge every 30 days (papers, email, efiles) Bonus Tip: Make friends with the hoarder
- 30. 30 Exercise – Information Share: 1) What information is redundant? 2) Who is your hoarder?
- 31. Where are you Spending Your Time? Important Not Important NotUrgent Urgent Quadrant of EASE! Quadrant of WASTE!
- 32. Recap: Optimize these Areas To-Do List Space Time Activities Information
- 33. Closing Thought …. What would YOU do with an extra hour every day? 40% of adults say they would spend it with family and friends - Day Runner Survey
- 34. Connect with Me! [email protected] www.NancyGaines.com The Nancy Gaines Show Podcast @NancyLGaines Linkedin.com/in/NancyGaines (303) 697-0736 34