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Being Most Productive in the Time You Have
Everyone has their moments of difficulty when it comes to time management. Yo...
From teresa8250
Techniques & Tips for Time & Resource Management
Objectives: At the end of this session the participants will be able to
Define Time & Resource Management.
Describe importance of time & resource management in their daily life.
Explain essential habits for time & resource management.
State the activities that waste their time.
Plan their daily schedule.
Organize the resources rightly.
Delegate and share their jobs effectively with others.
What is Time Management?
\u2022 Time management has five main aspects:
\u2013 Planning & Goal Setting
\u2013 Managing Yourself
\u2013 Dealing with Other People
\u2013 Your Time
\u2013 Getting Results
\u2013 The first 4 all interconnect and interact to generate the fifth - results
Characteristics of Time
\u2022 Time is the most precious thing we have
\u2022 Time is ultimately the most valuable resource
\u2022 Time and how we spend it within the organization must be managed effectively
\u2022 Time is totally perishable
\u2022 Time cannot be stored up for use later
\u2022 Most of what is called 'cost' is the cost of time
\u2022 It is a flow from past to present to future in the context of experience
\u2022 It is a flow from future to present to past in the context of planning
\u2022 The flow is one way and irreversible
\u2022 It is quantifiable (seconds, minutes, hours, days, weeks, months, years)
\u2022 All processes that we manage are time processes
\u2022 Time is the dimension in which change takes place
1
Essential Habits
\u2022 Essential habits for good time management are:
\u2013 Know where the hours are going
\u2013 Keep focused on the end result
\u2013 Work to defined priorities
\u2013 Schedule time for important issues
\u2013 Delegate routine tasks and responsibility for them
\u2013 Confront your own indecision and delay
\u2013 Take the stress out of work
\u2013 Keep applying the essential habits!
Types of Time
\u2022 Time can be categorized into two types:
\u2013 Fast time
\u2022 when absorbed in, or enjoying an activity
\u2013 Slow time
\u2022 when bored with an activity or having a bad time
\u2022 when scared
Over- & Under-estimating Time
\u2022 Time for tasks or activities can be over- or under-estimated due to
\u2013 Intensity of activity
\u2013 Level of brain function
\u2013 Length of gaps between enjoyments
\u2013 Fear or ecstasy
Effects of Estimating Time Incorrectly
\u2022Under-estimation of time
\u2022 Stress due to committing to too many tasks
\u2022 Poor quality output
\u2022 Deadlines may be missed
\u2022Over-estimation of time
\u2022 Stress due to people pressing to have activities completed
\u2022 Poor quality output
\u2022 Deadlines set may not match requirements
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How and why we Waste Our Time:
You cannot really save time; you only buy it and spend it. Saved time is bought or spent by
reinvesting it in other activities. Here are some examples of how we waste our time: -
o
We do our own photocopying and filing
o
Make our own flight and hotel reservations
o
Find it easier to do things ourselves than train someone else to do repetitive tasks
o
Socialize instead of communicate
o
Work at tasks for satisfaction of physical accomplishment
o
Haven't the courage to say no nicely and take on too much work
o
Don't distinguish between important and urgent
o
Procrastinate (Delay) and/or are indecisive
o
React to constant external impacts with no planned system to shield us to help get results
Controlling Demands on Your Time:
Delegation
Our inability to delegate creates the biggest bottleneck in our work and personal lives. Try to
achieve results through others. The do-it-myself syndrome may result from: -
o
Preference for operating not managing
o
Demand to know every detail
o
Refusal to allow mistakes, know as perfection syndrome
o
Disinclination to develop subordinates
o
Lack of organizational skill
Delegation can produce major benefits such as: -
\ue000Extending results from what a person can do, to what a person can control
\ue000Releases your time for more important work
\ue000Develops subordinates initiative, skill, knowledge, and competence
\ue000Maintains the decision level
What to Delegate:
1. Duties that can be assigned on a temporary basis
2. Fact-finding assignments
3. Preparation of rough drafts of written material, such as reports, resumes, policies, procedures
4. Problem analysis and possible solutions
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Time and Resource Management final
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| Category: | Uncategorized. |
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| Upload Date: | 11/30/2009 |
| Copyright: | Attribution Non-commercial |
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