Time management
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This document discusses time management strategies using the Eisenhower Matrix method. It presents examples of tasks that would fall under each of the four quadrants defined by levels of importance and urgency. The key message is that the most productive use of time involves focusing on important, non-urgent tasks in Quadrant II to achieve goals and avoid stress. Procrastination typically involves wasting time on unimportant tasks in Quadrants III and IV. Backward planning is presented as an effective strategy to stay organized and complete all necessary steps to achieve a goal or complete a project on time.
Time management
- 1. Presented by: Lamar McWaine, M.A. Picture by: MonkeyC.net
- 2. - Charles J. Givens Picture by: AlpineZonePhotography
- 3. Urgent Not Important Not Urgent Quadrant IVQuadrant III Quadrant IIQuadrant I Starting research for a 10-page history term paper the night before it is due Creating a detailed study plan for the two weeks before final exams Letting friends talk you into driving them to a late-night pizza party when you are 90 pages behind in biology. Spending three hours on Facebook when you have a major math test in two days Important
- 4. Picture by: Henrik Lehnerer
- 5. Staying up all night to cram for a test the next day.
- 6. Quadrant III Quadrant IIQuadrant I Urgent Not Urgent Not Important Important Quadrant IV Staying up all night to cram for a test the next day.
- 7. Studying every night so you’ll always be ready for quizzes.
- 8. Quadrant III Quadrant IIQuadrant I Urgent Not Urgent Not Important Important Quadrant IV Studying every night so you’ll always be ready for quizzes. Staying up all night to cram for a test the next day.
- 9. Spending three hours taking a friend to the mall so she can buy a new Blackberry.
- 10. Quadrant III Quadrant IIQuadrant I Urgent Not Urgent Not Important Important Quadrant IV Staying up all night to cram for a test the next day. Studying every night so you’ll always be ready for quizzes. Spending three hours taking a friend to the mall so she can buy a new Blackberry.
- 11. Staying up till three A.M. playing video games.
- 12. Quadrant III Quadrant IIQuadrant I Urgent Not Urgent Not Important Important Quadrant IV Staying up all night to cram for a test the next day. Studying every night so you’ll always be ready for quizzes. Spending three hours taking a friend to the mall so she can buy a new Blackberry. Staying up till three A.M. playing video games.
- 13. Why is spending a lot of time in Quadrants III (not important but urgent) and Quadrant IV (not important and not urgent) self- sabotaging?
- 14. The Unimportant actions in these quadrants don’t contribute to the achievement of your goals and dreams.
- 15. Which Quadrant is most likely to produce maximum stress with minimum positive returns? Picture by: Michelle Brea
- 16. Quadrant III Urgent but Not Important
- 17. What advantages are offered by choosing to spend time in Quadrant II (Important but Not Urgent)? Picture by: Michelle Brea
- 18. Consistent movement toward goals, less stress, greater satisfaction & sense of control.
- 19. Creators spend most of their time in Quadrant II. #1
- 20. Victims spend most of their time in Quadrant III and Quadrant IV. #2
- 21. When we say NO to Quadrant III and Quadrant IV, we free up more time for Quadrant I and QII. #3
- 22. Procrastination is the choice to do unimportant tasks while neglecting important tasks. #4
- 23. We can find ourselves in QIII (Urgent, Not Important) when we allow someone else’s urgency to talk us into an activity unimportant to our own goals and dreams. #5
- 25. Fear of failure Fear of success Perfectionists Avoid having to live up to expectations Find a task boring Fear of failure Fear of success Perfectionists Avoid having to live up to expectations Fear of failure Fear of success Perfectionists Fear of failure Fear of success Fear of failure
- 26. Set reasonable goals Break the tasks down into small parts Get started whether you feel like it or not Ask for help when necessary Don’t expect perfection Set reasonable goals Break the tasks down into small parts Get started whether you feel like it or not Ask for help when necessary Set reasonable goals Break the tasks down into small parts Get started whether you feel like it or not Set reasonable goals Break the tasks down into small parts Set reasonable goals
- 27. - Thomas Henry HuxleyPicture by: AlpineZonePhotography
- 28. Picture by: m0nni 1 Know your goals (What do you want to accomplish?). 2 Set priorities to meet your goals. 3 Anticipate the unexpected. 4 Control your time (prioritize). 5 Commit to a time frame. 6 Carry out your plan.
- 29. Picture by: Sizima Literally, it means planning backwards and it's simple Easier to see that every component, down to the smallest detail, has been accomplished *Information used from Sauk Valley Community College*
- 30. Steps: Picture by: Sizima List everything that needs to be completed prior to the program. This may include, but is not limited to: Promotion Facility/Equipment Reservations Refreshments/Hospitality Lodging/travel arrangements
- 31. Steps: Picture by: Sizima Based on what you know about your school's timelines, assign due dates to these activities (i.e. cutting a check takes 5 business days)
- 32. Steps: Picture by: Sizima Using a calendar, start with the last task on your list to be completed before the program and do the following: Write it on your planning calendar on the appropriate date, and then consider its components. If there are components of this task which need to be completed, work backwards with them and plot them on the calendar.
- 33. Steps: Picture by: Sizima Proceed with the next task to be completed until all tasks are listed on planning calendar.
- 34. Exercise: Picture by: Sizima It is now September 3 and your organization has scheduled a program for November 1. As you look at the list of tasks that need to be completed, you decide that one of the components is distributing promotional flyers. Let’s Plan Backwards…
- 35. Example: Picture by: Sizima Oct. 18: Distribute flyers - promo should be available two weeks prior to any event. Oct. 14: Pick up flyers from copy center Oct. 9: Identify volunteers to distribute flyers Oct. 7: Take flyer to copy center Oct. 2: Design layout of flyer Sept. 30: Determine text for copy Oct. 18: Distribute flyers - promo should be available two weeks prior to any event. Oct. 14: Pick up flyers from copy center Oct. 9: Identify volunteers to distribute flyers Oct. 7: Take flyer to copy center Oct. 2: Design layout of flyer Oct. 18: Distribute flyers - promo should be available two weeks prior to any event. Oct. 14: Pick up flyers from copy center Oct. 9: Identify volunteers to distribute flyers Oct. 7: Take flyer to copy center Oct. 18: Distribute flyers - promo should be available two weeks prior to any event. Oct. 14: Pick up flyers from copy center Oct. 9: Identify volunteers to distribute flyers Oct. 18: Distribute flyers - promo should be available two weeks prior to any event. Oct. 14: Pick up flyers from copy center Oct. 18: Distribute flyers - promo should be available two weeks prior to any event.