timemanagement

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What is time management?

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Time management is the art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of

generating more e ff e c ti v e w o r k and p r o d u c ti v i t y .

How to Manage time??

Stephen Covey’s Time Management Matrix

Quadrant 1

Represents things that are both “urgent” and “important” – we need to spend time here

Quadrant 2

Quadrant of Quality

Includes activities that are important, but not urgent”

Quadrant 3

“Quadrant of Deception”

Includes things that are “urgent, but not important” -

Quadrant 4

“Quadrant of Waste”

Reserved for activities that are “not urgent, not important”

Seven Simple Steps For

Effective Time Management

Stay Focused

Store Must-Read Articles for the Right Time

Listen to Books While Driving

Take Advantage of Your Lunch Break

Automate As Much As Possible

Set Priorities and Time Limits for Your To-do-list

Write a Do-not-list

What is delegation?

• Delegation is entrusting of authority power and responsibility to another

Makes work easier

delegating the jobs makes work easier as the manager wont feel overloaded with work. this will in fact reduce the workload of the manager and therefore the latter can concentrate on more strategic issues.

Advantages of delegation

New opportunities

More tasks manager delegates, the more

opportunities they can seek and more time they will get for other responsibilities from high level managers

Improves self efficiency

• Improves self confidence of employees and efficiency. The employees will be more willing to take initiative

• Skill development of team members• You develop your employees and make them

more valuable. causes employees to accept accountability

Better decisions

better decisions are taken as subordinates are

nearer to problems; to where the action is and are likely to have a clearer view about the problem.

Time saving

Speed up decision making. valuable time is lost when employee must check with their managers before making a decision. This delay can be eliminated when employees are authorized to make necessary decision on the spot.

Less workload

Better distribution of workload from top to bottom level. You can respond faster to changes in your business when you can rely on nimble employees to take charge

Barriers to delegation

• They could do the task in a much better way.• Employees aren't capable enough.• It takes too much time to explain about what

has to be done.• Ultimate accountability lies with the manager• It reduces the power of manager

Steps for successful delegation

• Define the task- it should be in mind whether the particular task can be delegated or not.

• Select the individual or team- identification of a suitable person for the required job. Whether he is competent enough or not. Or the person has enough time to do the particular job

• Explain the reasons- you must be able to tell that why that job is being delegated and that too to that particular person. What is its importance and relevance.

• State required results- what must be achieved. Tell them how you intend to decide that the job is successfully done

• Agree deadlines- the deadlines should be agreed. When the job needs to be finished. Methods of checking and reviewing should also be agreed with the other person. Failing to agree in advance will cause this monitoring as interference or lack of trust.

• Support and communicate- Provide adequate support, and be available to answer questions. Ensure the project’s success through ongoing communication.

• Consider resources required- the person should have necessary authority to do the job properly. Match the amount of responsibility with the amount of authority.

• Feedback on results- it is essential to let the person know how they are doing, and whether they have achieved their aims or not

What tasks we shouldn’t delegate

• Don't delegate what you, yourself is not able to do.

• you can't delegate: performance reviews, discipline, firing.

• An emergency or short-term task where there's no time to explain or train.

Delegation should always be for the all round development of everyone associated with the company. A successful supervisor should therefore know how to delegate efficiently. Managers delegate work not to just relieve their workload, but to allow the employees they supervise to grow professionally.