Professional Documents
Culture Documents
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Learning Objectives
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Learning Objectives
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Introduction
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Time Management & The Organization
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Time Management & The Organization
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Introduction
What is Time
Management?
Time as a
Commodity
Essential Habits
Types of Time
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Time as a Commodity
• Time is the most precious thing we have
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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!
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Types of Time
• Time can be categorized into two types:
– Fast time
• when absorbed in, or enjoying an activity
– Slow time
• when bored with an activity or having a bad time
• when scared
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Over- & Under-estimating Time
– Intensity of activity
– Level of brain function
– Length of gaps between enjoyments
– Fear or ecstasy
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Effects of Estimating Time Incorrectly
• Under-estimation of time
• Stress due to committing to too many tasks
• Poor quality output
• Deadlines may be missed
• Over-estimation of time
• Stress due to people pressing to have activities
completed
• Poor quality output
• Deadlines set may not match requirements
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Time Management Principles
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Time Management Principles
Quadrant 2
Time-Based
Management
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Time Management
• Covey identified 4 waves in time management
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Quadrant 1
• Being in Quadrant 1 brings
– Stress
– Burnout
– Crises management
– Firefighting
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Quadrant 3
• Being in Quadrant 3 brings
– Crises management
– Shallow relationships
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Quadrants 3 & 4
– Total irresponsibility
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Quadrant 2
– Perspective
– Balance
– Discipline
– Control
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Characteristics of a Quadrant 2 Person
– Coherence
– Balance
– Focus
– An ability to get on with people
– Flexibility
– Portability
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Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
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Saying No and Quadrant 2
– In a professional manner
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Time-Based Management
• Fundamentals:
– Focus is on time and resources
– Pre-analysis of performance
– Systemization of processes
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Focus on Time & Resources
• For effective management of time there needs to be a reasonable attempt
made to look at the time and resources required to complete a task:
Quality
Resources Time
• The quality of the outcome is directly influenced by the resources and time
constraints involved
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Pre-Analysis Of Performance
• The ability to learn from past experience allows time
management to improve performance
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Analysis of Goals & Objectives
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Systemization of Processes
• The ability to design and implement processes
that allow consistency of
– Input
– Output
– Training and skill transfer
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Time-based Management
• Need to look at
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Productive Work
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Productive Work
Overwork
Urgency V Importance
Prioritization
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Busy Work
• Differentiate between
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Busy v Productive Work
• Problem No 1: Procrastination
• Putting off doing the things that you should be
doing at this point!
• Solution
• List all tasks that you are currently putting off
• Remove two from the list by doing them now!
• Plan and set a schedule for dealing with the rest
• Reward when tasks are completed
• Punish when tasks are not completed on schedule
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Dealing with Indecision or Delay
– Do it
– Delegate it
– Dump it
– Deadline it
– Dissect it
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Busy v Productive Work
• Problem No 2: Paralyzing perfectionism
– This is a failure to recognize the difference between
excellence and perfection
• Excellence
• Achievable
• Healthy
• Satisfying
• Realistic
• Perfection
• Unattainable
• Frustrating
• Unrealistic
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Busy v Productive Work
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Overwork
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Overwork
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Urgency V Importance
• Differentiating between
– Urgent tasks
• assume importance as they demand immediate attention
– Important tasks
• May become urgent if left undone
• Usually have a long term effect
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Prioritization Grid
Importance
Priority 2 Priority 1
Priority 4 Priority 3
Urgency
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Prioritization
• The main aim of prioritization is to avoid a crisis
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Crisis Management
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Crisis Management
Proactive V Reactive
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Proactive v Reactive Work
– Resolving crises
– Handling interruptions
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Proactive v Reactive Work
– Managing projects
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Why Crises Occur
• Checklist of reasons:
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Anticipating & Preventing Crises
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Planning
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Planning
What is a Plan?
Cascading
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Planning in Time Management
Rule No 1
Failing to Plan
is Planning to Fail
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What is a Plan?
Essential information:
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Time Management Systems
– Functional
– Portable
– Intelligible
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Time Management Systems
Pitfalls
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Time Management Systems
• Key components
– Appointments
– Dated deadlines
– Tasks - to do and work in progress
– Ideas and notes
– Key task identification
– Personal information
– Financial planning records
– Crises log
– Project log
– Contact list
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Goals & Time-spans
• A time management system is ineffective if defined
goals are not available to work towards
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Checklist for Goals
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Cascading
• Planning levels should cascade as follows:
– Yearly overview plan
– Monthly Plan
– Weekly Plan
– Daily Plan
• Note that in the cascade, the time span decreases whereas the
level of complexity increases
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The Daily Plan
• The Daily Plan should cover three main areas:
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The Daily Plan
• When setting out the daily plan pay attention
to the following points:
– When do you perform best, suit your bio-rhythm
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The Daily Plan
• Guidelines continued
– Leave room for unexpecteds
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Tips & Techniques
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Tips & Techniques
Time Logs
Quality Time
Managing Documents
Managing Interruptions
Managing Workspace
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Time-logs
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Quality Time
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Dealing with Documents
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Managing Interruptions
• Tell people that you are busy, explain why and arrange
to contact them at a more suitable time
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Managing Your Workspace
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Managing Your Phone
– Delegate calls that you don’t have to make personally to one of your
team
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Summary
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Summary
• Have a great planning system and use it
• Do not over-commit
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Summary
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