AMA DO Curriculum

Daily Time Management

Objectives

Manage your energy, not time, is the key to highly

effective performance and personal renewal.

Time management is a personal process. It takes a strong commitment.

As you go through this module, you will be asked to write down your
thoughts and make a personal commitment to improving your time
management.
What Does It Feel Like?

You have a lot to do, and sometimes it seems as though there is not enough time in the day to get everything
done – and that can feel overwhelming! Think about what it feels like when you don’t have enough time or when
you don’t manage your time effectively.
How Do You Use Your Time?

As you go through this module, remember what it feels like when you are rushed or when you’re not managing
your time properly. That feeling will help drive you to make a change in the way you are using your time.
Let’s take a moment to reflect on how you are spending your time today. Read the questions on screen, and write
your answers in your note.
Time Management Benefits
• You spend more time to do more things • You spend less time to do more things
(less efficient and effective) (more efficient and effective)
• You have more stress at work and home • You have less stress at work and home
• You can't focus on the priorities and • You can focus on the priorities and projects
projects that are most important to you TO that are most important to you
• You don't have a balanced, organized, • You can have a balanced, organized,
productive and wonderful career and life productive and wonderful career and life
• You have a less enjoyable workplace • You have a more enjoyable workplace
• You lose control of the way you spend your • You take control of the way you spend your
time time
Setting Goals

• No one has total control over their daily schedule – sometimes things just come up! However, everyone has some control,
and probably more than you realize. There are three steps you can take to set goals and start yourself down the right path
to controlling your time.

1 Step One: Know where you are going

2 Step Two: Get yourself organized, working effectively toward your goals

3 Step Three: Control your responses to outside/inside distractions

Step One: Setting Goals

1 Step One: Know where you are going

• Now, let’s put these ideas into action. Step One is

to know where you are going, and to do that you
first need to know where you want to go and how
you’re going to get there.
• Take a moment to create the Step One activity in
your note.
Step Two: Planning Tool

2 Step Two: Get yourself organized, working effectively toward your goals

• Now that you have established clear goals, you need to be sure you can be organized and work toward your goals. We offer a
Weekly Planning Tool, to help you electronically create and prioritize your tasks for the week – so you ensure you are staying
organized and planning your week.
Step Two: Planning Tool
Best Practices:
• Choose goals that are high priority for this week and concentrate on them.
• Block out 1-3 hours in your calendar to focus on primary goals for that week.
• Chop up your big assignment into smaller manageable tasks.
• User reminder signs in your Outlook calendar to stay organized and on track.
• Remind yourself that you are “an organized, orderly person.” Keep your goals visible, set deadlines and plan your activities
• Recognize that you are in control, and make a commitment to change. Stop putting things off and do them now.
Step Three: Time Robbers

3 Step Three: Control your responses to outside/inside distractions

Example of Time Robbers:

• You have established clear goals, and have • Disorganization
organized to ensure you can work toward your • Procrastination/Delay
• Inability to Say “No”
goals. But sometimes, there are barriers – or “time • Visitors and Telephones
robbers” – along the way. Time robbers are the • Email Notifications
• Urgent Requests
bad habits or activities that waste time. • Impromptu Meetings

What are your Top 3 Time Robbers? What can you do to change or avoid them?
Time Management Matrix

High Urgency & Low Urgency but • Now, let’s focus on the tasks you need to complete
High Priority High Priority
-Crisis -Relationship Building to achieve your goals and help you avoid time
-Pressing Problems -Planning
-Deadline-driven Projects -Recognizing New robbers. As you think of the tasks you complete
Opportunities

Priority
daily, weekly, or monthly, you may notice that some
High Urgency but Low Urgency and feel more urgent than others – and they need to be
Low Priority Low Priority
completed right away. Other tasks seem more
-Some Calls -Procrastination Activities
-Interruptions -Some Mails and Calls
-Mail and Reports -Time Wasters important – or a higher priority. Each task you
-Some Meetings
-Many Popular Activities complete will fall into one of four buckets.
Urgency
ABC Method

As you look at the tasks that are high importance, low

importance, high urgency, and low urgency you may be
wondering,
"How will I know which one to complete first?"
You can do that using the ABC Method.
Your Energy Cycle
• When do my peak energy level occur?

• What tasks should I complete during my peak energy levels?

• Use high energy time to do thinking, planning, or evaluating work – tasks which involve a lot of creative thinking.
• Use low energy time to do routine jobs such as email, making calls, etc.

As you think about the ABC Method and prioritizing your tasks, consider also how you are using your energy. As a best
practice, prioritize tasks according to your energy level to increase your effectiveness and efficiency.
Time Management Tips
Don’t be too aggressive – Leave at least 20% flexible time each day for yourself. You don’t want to over schedule
yourself and it is good to be flexible.

Delegate – You cannot do everything on your own, and it is okay to ask for help from others. Sometimes you need to
decide whether or not you have time to be a Perfectionist.

Don’t procrastinate – Plan ahead so you can make the most of the time you have.

Minimize disruptions and stay focused – Do only one thing at a time. Multitasking often takes much longer and can lead
to errors. It will take less time if you do it right the first time.

Balance your life – Give your best time to the most important things/people. Sometimes you need to say “No”, even
when you want to say “Yes”.

Customize the tools available – Find a tool or a system that fits you; only then will it last long term.

Write it down – Do not try to remember things. Keep your mind free for important things.
Time Saving Scenarios
Scenario 1

Allen asks you to partner with him for a new project (which you know will be very time consuming), but
you have recently taken on some new responsibilities of your own. You know that he will need your help to
get his project done. What do you say? Choose all that apply.

A. Yes, but I will only be able to commit 5% of my time each week to helping you.
B. I would really love to help out, but I’ve already committed to something else and I do not want to let
them down.
C. Why don’t you ask Susan to help you? She has a lot of experience in that topic and I think she would
have more time to commit.

Answer:
Sorry! All of these responses would be a great way to both manage your time and still help Allen. Notice
that you do not have to say "Yes, I can take that on" or think to yourself "Well, if I have to…" You can set
boundaries, give yourself balance, or delegate to others.
Time Saving Scenarios
Scenario 2

There is a project that you’ve been putting off for several weeks because other projects were taking
priority, and now the deadline is coming due. You know you’re not going to be able to make it unless you
work late again. Looking back, what could you have done differently? Choose all that apply.

A. Plan ahead by using the Planning Tools available to you.

B. Ask for help from others earlier on.
C. Nothing, because sometimes you have to do things yourself if you want it done right.

Answer:
Actually, both A and B are correct responses. You have many tools available to you that can help you plan,
or you can delegate or ask for help from others. If you procrastinate or are a perfectionist every time, you
will lose your work/life balance.
Time Saving Scenarios
Scenario 3

You are answering emails, while trying to type up a report, and respond to an urgent client request. Your
day is hectic and you have a lot going on all at once! Martha comes into your office to ask you a quick
question. However, when she leaves you immediately forget what she said and you realize you just sent an
email that you did not mean to send. What could you do differently?

A. Ask Martha to come back at another time, so you can give her your full attention.
B. Write down what she had to say, so you can keep your mind free and focused.
C. Plan ahead, and focus on what is most important and urgent first.

Answer:
Not quite. The correct answer is C. Remember, multitasking can often take much longer and can lead to
error. Do your best to focus on only one thing at a time, by prioritizing your tasks.
Time Saving Scenarios
Scenario 4

After completing this course, you use the Time Management Log to evaluate your previous week. You try
doing this every week, but determine it would work better if you completed this exercise twice a week so
you can make changes easily, in the moment. Is it okay to use the tool this way?

A. Yes
B. No

Answer:
Sorry, the correct answer is Yes. Find a tool or a system that fits your needs. If you find that you are trying
to force-fit something into your process or it isn't helpful, adjust it. The important thing is to find a system
that works for you, so it becomes an integral part of your routine.
Time Saving Scenarios
Scenario 5

Each day after lunch, you find that your energy level significantly declines for about an hour. However, you
have a weekly planning meeting with a client at that time and often find that you cannot focus well during
that meeting. What can you do?

A. Schedule your lunch at a different time of day

B. Ask the client if you can move your weekly meeting to before lunch so you have more energy
C. Use that time to do routine job such as email, make calls, etc. instead

Answer:
Actually, the best answer is C. As you plan your week, take note of times when your energy decreases and
use that time for routine tasks, instead of important high-energy tasks such as planning, brainstorming, or
evaluating work. Click Next to continue.
My Next Work Week

Let's leverage what you've learned to determine a

plan for your next work week. Consider the tasks you
placed in your time management matrix, the
priorities you've set using the ABC Method, the plot
of your energy cycle, and the time management tips
discussed as you create your plan. Using the
information you have gathered, plan and prioritize
your tasks for the next work week using the planning
tool you prefer (Outlook, Task Pane, Calendar, etc.).
Thank You