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Effective Time Management Skills for Today's Managers - Life Lessons

Effective Time Management Skills for Today's Managers - Life Lessons

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Published by Charles Hendrix

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Published by: Charles Hendrix on Feb 04, 2012
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 ==== ====Are you struggling with ways to manage your time to better your success? Are you having a lot oftrouble trying to discover the truth behind being the master of time instead of the slave? For "THE"Solution Check This Outhttp://timemanagement.nicheinformationsite.com ==== ====Effective Time Management Effectively managing your time will enable you to work more efficiently and do more to further thebottom-line objectives of your company. As a manager, the use of your time is critical in order tocarry out your many duties and responsibilities. This Origami Warrior Life Lessons - BasicManagement Skill article on Time Management will enable you to become a more effectivemanager for yourself, and for your organization. You will learn how to better manage your time,which will help you achieve your overall goals. What Should You Expect We will not be able to explore every facet and component of timemanagement. Rather, we will focus on the major principles of effective time management includingplanning and organizational skills, that apply to most situations. We will use only as much "theory"as needed to gain basic understanding of time management issues. Primarily, we will discusswhat you can do to better manage your time.  Learning Objectives Upon completion, you will be able to: 1)    Understand the role that planning plays in time management.2)    Understand how organizational skills can help you better manage yourtime.3)    State how effective delegation, communication, and training can save youtime in the long run.4)    Implement specific techniques for better handling accumulatingpaperwork, crisis, and "overwhelming" projects. Format This information is designed to do more than just give you information on time management.Rather, it is set up to teach you skills which you can apply in your day to day job. This will beaccomplished by the use of exercises that require your involvement. Active participation willenable you to learn "what to do and how to do it" better than passively sitting back and being anobserver. Keep this in mind as we proceed. Managing Your Time 
 
Planning All time management begins with planning. Planning means thinking about what you want andhow you are going to accomplish it; determining in advance what is to be done; and preparing forthe future by making decisions now. Defining Your Work Load In order to plan your time; you must evaluate your work load. Although not a difficult task, it takestime to reflect upon your duties and responsibilities. Make time for this. It will save you time in thelong run. Begin all new projects, responsibilities, or tasks with a planning session. Ask yourself: o    What tasks need to be done.o    When should they be completed.o    Besides myself, who else will need to be involved, can this be delegated, ifso to whom, etc.o    How much time will each project require.o    What part of my duties and responsibilities are fixed and routine.o    What intermediate steps need to be completed. Not only should new work begin with a planning session, but all on-going work needs to bereviewed, evaluated, and re-planned. Schedule planning time every day. Plan your day the firstthing in the morning, as soon as you arrive at work or the previous day the last thing you do atwork before leaving for home. When defining your work load, be aware of four points: First, is the task really your responsibility? Don't fall into the trap of taking on othersresponsibilities. You may be able to route the task or project to those who are more responsible forit in the first place, thereby freeing up time for those tasks and projects you are definitely heldresponsible for. At the very least, you may be able to share the project with others, therebysplitting the work load in half. Channel projects to others who have responsibility for them by beingappropriately assertive and using clear and concise communication. At times, compromise andnegotiation may be needed to result in a collaborative effort on a project. Remember, yourresponsibilities come first and require the majority of your time. Secondly, when defining your work load, ask whether you have "bitten off more than you canchew". It is entirely possible that you have a larger work load than any person can realisticallyhandle in the available time. Push yourself hard, but if the quality of your work begins to decline inorder for you to take on an additional quantity of work, then an unhealthy habit may be forming.The success of any company is built upon quality services, quality products, and qualitymanagement action. Do not ever allow this standard to decline as a shortcut to getting anothertask completed. It is your responsibility to communicate to your immediate supervisor if youassess that you have taken on more than any "mere mortal can handle". Planning includesknowing your limits, as well as problem solving, brainstorming, and communicating when thoselimits have been exceeded.  Be the first to ask for help, a true sign of strength notweakness. Thirdly, be realistic when estimating the time it will take you to complete each of yourresponsibilities or projects. Effective planning is built upon reality. Underestimating the time
 
required to do a task may result in disrupting other people's time schedule when you are not ableto deliver as you had estimated. Consequently, it will be a poor reflection upon you. Similarly,overestimating the time it will take you to complete a project is poor practice. Although it mayappear to make you look more efficient, it can also disrupt others who are not ready to receiveyour report or completed task at the unexpected earlier time. As a result, your prematurelycompleted work may "sit around" until others are ready for it. Proper planning requires accurateand realistic time estimates. Lastly, proper planning also includes the planning of lunch, breaks, and personal events. It haslong been recognized that total, sustained, and intense focus on high pressure tasks andresponsibilities can lead to stress and deterioration of one's working capacity. It is yourresponsibility to plan appropriate action to prevent yourself from becoming "burnt-out". It islegitimate to plan a lunch. Breaks can be interspersed within long periods of intense concentration.Planning for these events are carried out with the same legitimacy and in the same manner asother important duties and responsibilities. Time Management Worksheet 1 Defining Your Work Load Choose an objective on your current Performance Appraisal Review form. With it in mind, answerthe following questions.   1. Briefly, what project, activity, or program are you currently doing to help you attain theobjective?  2. What is the deadline for completing the project, activity, or program?  3. Roughly estimate how many uninterrupted work hours it will take you to achieve the project,activity, or program. How long with interruptions?  4. List the names of people you will need to involve or meet with in order to successfully completethe project, activity, or program.  5. Will completing the project, activity, or program require you to perform fixed and routine dutieson a weekly or daily basis. What are these duties?  Objectives and Goals Planning should naturally result in goals or objectives. A goal or objective is simply a task wedesire to accomplish. Goals direct our behavior. They help us follow a straight-line path to ourultimate objective. They prevent us from being like leaves being blown helplessly in the wind.Goals play a major role in helping us decide how to manage our time. All actions that help usaccomplish our goals warrants our time. All actions that do not help us achieve our goals, are awaste of our time. Many of your objectives or long term goals are identified by the Objective Setting and PerformanceAppraisal Review System. Often, these objectives are too broad in scope to strive for "all at once".

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