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OU Management Spring 2018 > Time Management & Organizational Skills > Flashcards

Time Management & Organizational Skills Flashcards

1
Q

What Happens with Poor TM Skills?

A
  • Frustration
  • Stress
  • Failure to reach goals
  • Loss of respect from others
  • Missed opportunities
  • Lower quality of life
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2
Q

What does stress lead to?

A
  • Problems such as:
  • Dissatisfaction with life, people, work
  • Lower commitment to relationships, work
  • Increased employment turnover
  • Escaping behaviors (Drugs, alcohol, overeating, gambling)
  • Physical pain, injury, accidents
  • Mental illness and behavioral issues
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3
Q

6 common myths about time management (TM)

A
  • I don’t have time
  • I’m a perfectionist
  • I’m too busy
  • Personal vs Professional TM
  • No one taught me TM skills
  • I need time to focus in order to
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4
Q

Multitasking

A
  • Not about doing several things simultaneously

- About the ability to switch gears

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5
Q

What are the theories about TM?

A
  • Peter Drucker’s The Practice of Management
  • Steven Covey’s 7 Habits of Highly Effective People
  • Julie Morgenstern’s TM from the Inside Out
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6
Q

Peter Drucker’s The Practice of Management

A

• Scarcest resource = time
- Nothing can be managed, if you don’t manage time
• Suggestions
- Learn how you actually spend your time
- Decide what is necessary, what is optional
- Delegate work when possible
- Stop wasting other’s time

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7
Q

Steven Covey’s 7 Habits of Highly Effective People

A

• #2: Begin with the end in mind
- What are your goals?
- What steps are necessary to accomplish them?
• #3: Put first things first
- What are your priorities?
• TM matrix
- Prioritizes daily activities to work efficiently

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8
Q

What are the components of Covey’s TM Matrix?

A
  • important / not important

- urgent / not urgent

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9
Q

Julie Morgenstern’s TM from the Inside Out

A 
• Each day = container and you have to add to the container 
• 4 phases 
– Laying the foundation 
– Analyzing 
– Strategizing 
– Attacking
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10
Q

What are the 6 steps to improve TM skills?

A
  1. Recognize need for improvement
  2. Conduct an honest analysis
  3. Establish your “mission” and set goals
  4. Get organized
  5. Take action
  6. Review, revise, and modify
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11
Q

First step in improving TM skills

A
  • Recognize need for improvement
  • This can be an issue for pharmacy students
  • More time for studying
  • Regularly scheduled time for studying
  • Not procrastinating
  • More work‐life balance
  • Not cramming right before exams
  • Planning out how to meet course deadlines
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12
Q

Second step in improving TM skills

A
  • Conduct an honest analysis
  • Do a weekly schedule assignment and see if there are any surprises or concerns
  • Ask: What about my TM went right / wrong and why? What time did I start my top priority task? Did it work? Why / why not? What patterns and habits are apparent? What is the most / least productive time of day? What caused the most interruptions? How can I move my activities around so that I can meet my goals?
  • Refer to Covey’s TM matrix
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13
Q

Third step in improving TM skills

A
  • Establish Your “Mission” (statement) & Set Goals
  • Set short-term and long-term goals
  • SMART goals
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14
Q

What are SMART goals?

A 
Goals that are: 
• Specific 
• Measurable 
• Achievable 
• Realistic 
• Timed
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15
Q

Fourth step in improving TM skills

A
  • Get organized
  • Sort tasks
  • Create master list
  • Prioritize tasks
  • Schedule tasks
  • Use a system
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16
Q

OHIO

A
  • only handle it once

- component of sorting tasks

17
Q

Creating a master list

A
  • includes every task
  • easily accessible
  • update as you progress
18
Q

What are things to consider when prioritizing tasks? What are the ways you can prioritize a task?

A
  • goal achievement
  • deadline
  • consequences
  • Covey’s TM matrix
19
Q

goal achievement approach

A

prioritizing the tasks directly associated with achieving your goals

20
Q

deadline approach

A

prioritize the earliest deadlines

21
Q

What are disadvantages of using the deadline approach?

A
  • not all activities have deadlines
  • difficult to know how much time is needed
  • not linked to goals
22
Q

consequence approach

A

the tasks that have a higher consequence of incompletion should be prioritized

23
Q

Covey’s TM Matrix approach

A

urgent and important tasks get prioritized

24
Q

How can you schedule tasks so that time works in your favor?

A
  • overestimate time needed

- breakdown large tasks

25
Q

With respect to taking action, we do tasks in what order?

A
  • We like before those we don’t
  • We know how to do before learning new
  • Using resources we have before getting more
  • Scheduled before unscheduled ones
  • For others before ourselves
  • More diligently as deadlines approach
26
Q

What are questions to ask in the “Review, Revise, and Modify” stage?

A
  • Did you accomplish your goals? How do you feel about this?
  • Have your goals changed?
  • Has your stress level decreased?
  • How is your system working?
  • What changes are necessary?
27
Q

What are examples of improving TM in the pharmacy?

A
  • Use support staff to the fullest
  • Develop comprehensive training for staff
  • Set limits
  • Use technology to your advantage
28
Q

How to cope with stress

A
  • Develop strong, supportive social networks
  • Focus on problem solving
  • Meditation, yoga and journaling
  • Exercise
  • Laugh
  • Find gratitude
  • Sleep
29
Q

Overview: general plan to improve TM skills

A
  • Set your goals
  • Determine steps to achieve your goals
  • Figure out how you currently spend your time
  • Find and use a TM system
  • Evaluate system and progress

OU Management Spring 2018 (21 decks)

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