Lesson 2: Managing Time for Improving Productivity Flashcards by ARIANNA SARIA

emerged from ancient civilizations up to the age of modernization. It is used in different aspects such as personal or organizational wherein individuals or businesses in multiple industries strive to uplift their productivity.

Time Management

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measurable period in which an action occurs. It is considered an interval in which something takes place. It is the point where something occurs.

Time

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Significance of Time Management for Productivity

Goal Achievement
Allocation of Resources
Focus and Concentration
Prioritization
Opportunity Cost
Work-Life Balance
Efficiency and Effectivity

(GAFPOWE)

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the key to productivity is paying close attention. By setting out specified time blocks for each activity, time management enables you to focus on them without interruption, increasing productivity and efficiency.

Focus and Concentration

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Your productivity is directly affected by how you divide it. It’s important to allocate your time sensibly to high-yield jobs and to minimize time spent on low-value pursuits.

Allocation of Resources

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setting priorities for your tasks according to their urgency and importance is encouraged by time management. This will help you meet important deadlines on time, avoid last-minute scrambles, and feel less stressed.

Prioritization

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Also, each minute lost on a single task equals another minute gained on another. Knowing the _________ _____ of your time allows you to allocate it more wisely for the most output and impact.

Opportunity Cost

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time management techniques such as batching similar tasks, setting deadlines, and using productivity tools optimize the use of time.

Efficiency and Effectiveness

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This enhances efficiency by streamlining workflows and ensures that your efforts are directed towards achieving desired outcomes effectively.

Goal Achievement

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Lastly, effective time management allows you to strike a balance between work and personal life. By allocating time for both professional and personal activities, you prevent burnout, maintain well-being, and sustain long-term productivity.

Work-Life Balance

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It helps individuals, businesses, teams to stay organize, prioritize their task, and set their deadlines

Time Tools

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Notion uses a block-based system, where each content is represented as a block. Keep lego for example, Notion is a bottomless bin of building blocks where you can add multiple blocks that contain texts, images, checklists, tables, and more with the ability to organize it freely.

Blocks

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is a productivity software developed by Notion Labs, Incorporated. Its initial release date was in 2016.

Notion

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is known for its versatility and as a productivity tool, it integrates note-taking, project management, database organization, and collaboration features into one. It enables users to attach documents even from their device’s file manager, insert tasks, calendars, and more all within one platform.

Notion

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is known for its flexibility, allowing users to customize their workspace according to their preferences. A person could create an environment that would help them feel more productive.

Notion

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Functionalities of Notion

Versatile Workplace
Blocks
Pages and Databases
Templates
Collaboration
Integration and Cross-Platform Support

(VBPTCI)

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this allows users to customize their interface according to their specific needs and preferences, manage different types of content they would want to put, arrange documents according to each of their own characteristics or nature. It allows users to tailor their workspace to suit their workflows.

Versatile Workplace

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this time, it allows users to create databases where they can store data and link their records altogether. It also allows them to arrange or organize their content hierarchically.

Pages and Databases

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for easy navigation and less consumption of time, Notion provides pre-designed templates for common use. This stands as a starting point for users to build and customize their workspace as they go along and navigate through the app.

Templates

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allowing multiple users to work together on the same document or tasks simultaneously. It allows users to keep track of their members’ status.

Collaboration

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is one of the known time-tracking applications. It was created in 2006 by Alari Aho together with Krister Haav.

Toggl

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Notion integrates with various third-party applications and services such as Google Drive. It connects Notion with the users’ existing tools. Cross platform support on the other hand tackles Notion’s availability on multiple platforms and devices such as web browsers, desktop computers, laptop, and mobile devices.

Integration and Cross-Platform Support

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Toggl is the original of the company but it was rebranded to _______ on September 7, 2020, in which it focuses on time-tracking where users know how much time is being spent on such activities.

Toggl Track

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Afterwards, it was with ____ & ______, which are used for project planning and hiring tools.

Toggl Plan and Toggl Hire

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Key Features of Toggl Track

Pricing, Time-Tracking, Reporting, Productivity Tools, Tool Integration (PTRPT)

Toggl Track offers various pricing options: Free, Starter, Premium, and Enterprise. Free plans can be used by freelancers while small and large organizations may consider paid plans since it has more advanced features.

Pricing

Toggl Track uses a timer system that is more flexible and user-friendly. It also has the same options just like other applications. However, through Toggl, individuals and teams can manually enter time.

Time-Tracking

Toggl track focuses mainly on time-tracking that boosts productivity of an individual or team. Productivity features also include a **pomodoro timer and idle detection** that helps maintain focus and reduces time-wasting.

Productivity Tools

Toggl provides powerful, customizable, and highly detailed reporting. Not only has it merged with Toggl Plan but is also integrated, it allows users to view the breakdown of time usage through charts, graphs, and timelines.

Reporting

Toggle has more than 100 integrations or supported apps. These integrations make it easy to synchronize tasks and time tracking across multiple platforms.

Tool Integration

Limitations of Toggl Track

1. Separate plans for different functions 2. Free Version 3. Customer service (SFC)

Toggl offers different plans whether it is for time tracking, project management, and other functionalities. There is a need for a user to have a subscription to paid plans, which will lead them to a higher cost than the usual.

Separate plans for different functions

may also have its limitations. Some advanced features cannot be used or accessed until the user subscribes to paid plans.

Free Version

Toggl Track comes into issues regarding customer support. It will take a while before concerns will be addressed since it is one of the major challenges that the company is facing.

Customer Service

Google invented and launched ______, a calendar tool for scheduling activities and managing time. It was developed by Mike Samuel. Moreover, it was made available online and as a mobile application for IOS and Android on April 13, 2006, then July 2009 for general release.

Google Calendar

you can quickly organize meetings and events, and you can receive alerts about upcoming events so you are always aware of what is coming up.

Google Calendar

Machine learning-based features added by Google over the years:

Events from Gmail, Reminders, Smart Suggestion, and Goals (ERSG)

which allows users to automatically add event information from their Gmail messages to Google calendar;

Events from Gmail

which allows users to add to-do activities that can be updated automatically with new information;

Reminders

which allows users to add contacts, locations, and titles to events; and

Smart Suggestions

which allows users to enter information about personal goals and have the app schedule it at the most favorable time.

Goals

Advantages of Using Google Calendar

Sharing abilities, Build multiple calendars, Convenient and accessible (SBC)

Google calendars can be shared among friends, family, and coworkers to manage events, appointments, birthdays, and other things.You may share using the app or a browser. Share with a few audiences or with everyone. If it is in public mode, it can be shared as a file or via a web page that everybody could see with a browser.

Sharing abilities

Distribute some, all, or none of them. This is useful if you desire to share a family or business calendar with people in addition to your own calendar. It can be made available for anybody with access to view and edit.

Build Multiple Calendars

You already have the login credentials needed to access Google Calendar if you use services like YouTube or Gmail and have a Google account. This indicates that it is likely that the individuals you know will only need to click or tap a few times to accept your Google Calendar invites.

Convenient and Accessible

a university student at the time having trouble concentrating on his academics and finishing his assignments. He challenged himself to limit his concentrated study time to just ten minutes because he was feeling stressed.

Francesco Cirillo

Motivated by the challenge, he discovered a kitchen timer shaped like a tomato, or ________ in Italian. He used a kitchen timer shaped like a tomato (known as “________” in Italian) to set a 2-minute timer for himself and challenged himself to stay focused for just two minutes.

Pomodoro

Benefits of Pomodoro

1. Encourages focused work, 2. Helps you get started, 3. Improves Efficiency, (EHI)

divides work tasks into 25-minute periods, or "pomodoros," with regular pauses in between. Apps like Focus Booster or TomatoTimer can help you implement this technique.

Pomodoro Technique

You may avoid becoming sidetracked from your work by setting out a specific amount of time for work-related activities. You're dedicating yourself to 25 minutes of concentrated work, as opposed to looking down the barrel of a whole day's work.

Encourages focused work

Through the division of work into smaller, more manageable portions that you may complete one at a time, the Pomodoro Technique facilitates organization.

Helps you get started

You may improve your time management by using the Pomodoro Technique, which holds you responsible for your actions. It can assist you in reaching your objectives and making better use of your time. You may learn more efficiently and retain information for longer if you divide up your study or learning sessions into focused intervals.

Improves Efficiency

Drawbacks of Pomodoro

1. Limited Flexibility 2. Difficulty with Task Transitions 3. Time Pressure and Stress (LDT)

Because the Pomodoro Technique depends on predetermined time intervals, it could be **difficult to adjust for unforeseen disruptions** or abrupt changes in priorities. Should your task entail frequent, erratic disruptions, you could need to modify the approach to fit your particular situation.

Limited Flexibility

Inefficiencies and difficulties establishing a productive rhythm might result from **switching between projects** at each Pomodoro interval. This can be especially true for difficult or mentally demanding jobs that call for intense concentration.

Difficulty with task transitions

The technique's time limits might **cause pressure and tension**, particularly if you find it difficult to finish activities within the allocated time frames. It's critical to keep in mind that the Pomodoro Technique is a productivity tool rather than a rigid regimen. You can change the length of your Pomodoros to better fit your work style and speed.

Pressure and stress

is the mindful process of properly planning and organizing tasks. It involves consciously controlling the time dedicated to various activities, with the primary goal of increasing productivity, efficiency, and effectiveness. goes beyond simply dividing tasks within a 24-hour period. necessitates extensive planning, self-discipline, and adjustment.

Time Management

Creating a _____ to coordinate productivity can greatly enhance efficiency and ensure tasks are completed in a timely manner.

Time Schedule

Basic Outlines to Get Started (In Time Management)

1. Prioritize Tasks 2. Allocate Time Blocks 3. Time Management Techniques 4. Identify Priorities 5.Flexibility 6. Include breaks 7. Review and adjust 8. Use Tools 9. Communication 10. Self-Care (PATIFRUCS)

Begin by identifying your most important tasks or goals for the day. These could be work-related projects, personal errands, or self-care activities.

Identifying Priorities

Break your day into manageable time blocks, typically in increments of 30 minutes to 1 hour. Assign specific tasks or activities to each block.

Allocate Time Blocks

Arrange your tasks based on urgency and importance. Focus on high-priority tasks during your most productive hours.

Prioritize Task

Utilize techniques like the Pomodoro Technique (work for 25 minutes, then take a 5-minute break) or the Eisenhower Matrix (urgent vs. important) to manage your time effectively.

Time Management Techniques

Don't forget to schedule short breaks throughout the day to rest and recharge. Avoid burnout by stepping away from your work periodically.

Include breaks

Be flexible and adaptable. Unexpected events may arise, so leave room in your schedule to accommodate changes.

Flexibility

At the end of each day, review what you've accomplished and adjust your schedule for the next day accordingly. Learn from your experiences to optimize future productivity.

Review and Adjust

Consider using productivity tools and apps like Trello, Todoist, or Google Calendar to help organize your tasks and schedule.

Use Tools

Remember to allocate time for self-care activities such as exercise, meditation, or hobbies. Taking care of your well-being is essential for long-term productivity.

Self-Care

If you're working in a team, communicate your schedule and availability to ensure alignment and collaboration.

Communication

prevents workers from getting enough rest or sleep, which compromises their health and safety.

Overworking

Establish clear priorities and goals for your work so that overtime is devoted to projects that further your goals. Determine which deadlines or projects are the most important and need special attention.

Set clear goals and priorities

Plan ahead and schedule your overtime sessions rather than working beyond your means. Schedule overtime during periods when you're most alert and productive, after determining when it will be most beneficial.

Plan and schedule overtime

Try to avoid working too much overtime in order to avoid burnout and preserve work-life balance, even though there may be instances when it's required to meet deadlines or deal with emergencies. Try to find ways to increase productivity during regular business hours to lessen the demand for overtime.

Limit overtime when possible

It is essential to take regular breaks to rest and recharge, even during extended work hours. Plan brief breaks to prevent fatigue and help you stay focused during your overtime sessions.

Take breaks and rest periods

Talk honestly with your coworkers and supervisor if putting in extra hours has an impact on the team or necessitates cooperation. Remind them of your availability, your progress, and any assistance you may require.

Communicate with your team

To make sure you're keeping on course and moving closer to your objectives, keep a close eye on your progress throughout overtime. Analyze the success of your overtime efforts and make any necessary corrections.

Monitor and evaluate the process

To lessen your workload and the need for overtime, identify tasks that can be assigned to others. Assign work in accordance with team members' skills and availability, and make sure all guidelines and expectations are understood.

Delegate tasks when possible

Use time management strategies to improve focus and productivity during regular business hours and after hours, such as the Pomodoro Technique or time blocking. Divide up the work into digestible portions and set aside specific times for concentrated work.

Use time management techniques

Even though working overtime might be required occasionally, put your general health first and keep a good work-life balance. Establish a schedule that includes downtime, leisure, and non-work activities to avoid burnout and maintain long-term productivity.

Maintain work-life balance

Don't be afraid to ask for help from your mentor, coworkers, or supervisor if working overtime becomes too much for you or if you're having trouble managing your workload. They can offer advice, support, or tools to enable you to overcome obstacles successfully.

Seek support when needed