INTRODUCTION TO TIME MANAGEMENT

REASONS FOR TIME CRISIS AND ITS EFFECTS

TIPS & TRICKS FOR TIME MANAGEMENT

OUTCOMES OF PROPER TIME MANAGEMENT

What is Time Management? Time management has five main aspects: Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results

The first 4 all interconnect and interact to generate the fifth results.3

Time as a Commodity Time is the most precious thing we have. Time is ultimately the most valuable resource. Time and how we spend it within the organization must be managed effectively. Time is totally perishable. Time cannot be stored up for use later.4

Essential Habits Essential habits for good time management are:

Know where the hours are going Keep focused on the end result Work to defined priorities Schedule time for important issues Delegate routine tasks and responsibility for them Confront your own indecision and delay Take the stress out of work Keep applying the essential habits!5

Why Crisis Occur Failure to recognize the crisis Underestimation of time required No contingency plan is ready No follow-up on delegated tasks Improper Day Planning

Effects of Crises Crises management Low value on goals Feeling of victimization / lack of control Shallow relationships Short career path in the organization7

Stress Burnout Firefighting Focus on the immediate High dependency on others for basics

Tips & TechniquesTime Logs Quality Time Managing Documents Managing Interruptions Managing Workspace Managing your Phone

Anticipating & Preventing Crises The most effective way to anticipate and prevent crises is to: Set deadlines and stick with them Use interim targets and milestones to break the task or project into manageable chunks Build the schedule so that it is realistic11

Time-logs A time-log is an effective way to see where your time actually goes to during the working day Record the information for about 2 weeks to get a representative picture of time spent By logging activities and the time taken to complete them, the time-log provides useful information that can identify Accuracy of estimating time for tasks Time stealing activities Level of interruption Loading during the day Crises points / tasks

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Quality Time Quality time is where you can plan to do the most important high priority tasks It allows for deep concentration through eliminating interruptions It imposes a structure on work It allows you to move away from reactive work to proactive work13

Dealing with Documents Document handling can steal a vast quantity of time from our working day Improve your document handling by: Handling documents only once by : Act on what is required by the document File the document for reference later Dump the document14

Dealing with Documents Have a good system for handling your documents that allows you to: Define what you need to keep and for how long Allows you to file materials easily and logically Facilitates access to materials Purge the files on a regular basis

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Managing Interruptions Try to reduce the number of interruptions by applying the following techniques: Create a visual barrier at your workspace to reduce the incidence of drop-in visits Dont have extra chairs in your workspace - people do not hang around as long if they must stand For important work - move to another space so the potential interrupters cant find you! Tell people that you are busy, explain why and arrange to contact them at a more suitable time16

Managing Your Workspace How our workspace is organized has an impact on how efficient we are - try the following to improve efficiency De-clutter your desk by clearing it at the end of each working day File documents once they have been used Purge files regularly Organize a work flow system in your space17

Managing Your Phone The telephone can be responsible for eating vast quantities of time - control the phone by using: Batch your outward calls Delegate calls that you dont have to make personally to one of your team Terminate calls once the business has been done Set up a Rota in your team for handling incoming calls18

Time Management & the Organization Looking at time management from the perspective of the organization what are the benefits: Improved productivity through improved use of time by the personnel Better performance in terms of on time delivery to customers Increased profitability through better use of the human and non-human resources19

Time Management & The Organization Improved planning and control of business systemsthrough time based management

Better alignment of activities by incorporating a timebound system for co-ordination of tasks and projects in the business management by reducing the incidence of crises by better planning20

Reduction of stress that arises due to crisis