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Effective time management is an indispensable skill. In Time Management Fundamentals, Dave Crenshaw explains how to sensibly allocate time in order to achieve greater productivity. Dave details a set of principles for staying organized, consolidating the workspace, keeping a clear mind, and developing a time budget. Also covered are techniques for managing a full inbox, processing email, and reserving time for the most important activities.
This course qualifies for 2.75 Category A professional development units (PDUs) through lynda.com, PMI Registered Education Provider #4101.
I imagine it's not a big surprise when I say to you that your calendar is the most important tool when it comes to time management in your organization. However, this video shows you how to view your calendar from a unique perspective. Think of your calendar as your time budget. What does that mean? It means that you have a weekly limit of 168 hours. That's your time budget. When you schedule things into your calendar, think of it in the same way that you would think about taking money out of a bank account.
You should live within your budget and never overdraw. If you overdraw, you'll go into time debt and you'll end up paying interest on time. Interest on time means things take longer due to switching cost, you will make more mistakes, and you'll increase your stress levels. Because the calendar is so critical to helping you live within your time budget, I want to take a moment and discuss the options that you have for your calendar. When it comes to using your calendar, there are two main options: paper or digital.
You can use either paper or digital, but each has its advantages and disadvantages. First, the classic paper planner. Paper planners are great because they're affordable, they're very fast to access, they don't really require any training to use, and it's easy to keep in one place along with your gathering points, like your portable inbox and your notepad. However, there are some big disadvantages with paper planners. First, it has limitations when it comes to recurring appointments.
Let's say every Tuesday at 3 o'clock you have an appointment with your coworker. Putting that into a paper planner is very difficult. You'll have to recopy that appointment every single week. Paper planners can also be pretty bulky because you're carrying around many weeks at a time. Finally, setting a reminder times for tasks can be a bit slow, and these reminders won't be automatic, meaning if you forget to look at your task list, you may forget to do your tasks.
However, if you do choose to use a paper planner, get a weekly view planner that shows the hours of each day. Avoid planners that don't show the hours of each day. The reason is because if a planner doesn't show the hours, it ceases to become an effective time budgeter, because you really don't have any idea how much time you have left. The second option is the digital calendar. You have multiple options for digital calendars, ranging from your computer to your smartphone to a PDA. Whichever option you choose for digital calendar can work provided you're able to access it at any time, no matter where you are.
That means if you have a calendar on your computer, such as Microsoft Outlook, you need to make sure that it syncs with a smartphone, so that you can carry your calendar with you wherever you go. If you have a calendar on the Internet, such as Google Calendar, you need to make sure that you have a phone that syncs with that calendar and allows for on-demand access. For a digital calendar, please follow this rule of thumb. Use a phone that's based on the same software as your calendar.
I call this the rule of lost in translation. If you do business with someone who speaks a language other than yourself, you need to use a translator. Can you do business with them? Yes, but going through a translator increases the likelihood of mistakes and confusion and slows the process down. It's the same thing when you try to use a phone that doesn't match the software of your calendar. Take a moment right now and decide and commit to which calendar option that you're going to use for your time budget.
This decision is very important for everything that we do in the training going forward.
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