TIME

MANAGEMENT AT
WORKPLACE

GROUP NO: 2
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What is Time Management?
Time management is the process of planning and exercising control of time spent on specific
activities to work smarter than harder. It is an act of various things that help you increase
efficiency and strike a better work-life balance.
Failing to manage your time can result in:
 Missed deadlines.
 Unwanted stress.
 Work and life imbalance.
Time management has five main aspects:
 Planning and goal setting.
 Managing yourself.
 Dealing with other people.
 Your time.
 Getting results.
The first four all interconnect and interact to generate the fifth – results.
Importance of time management at workplace
 Set Your Priorities in Order: Effective time management will mean you prioritise your
tasks efficiently so that you focus on the most important task first. The last thing you
want to do is waste time on things that don’t matter.
 Deliver on Time: By focusing on the most important tasks first you will also ensure that
you meet deadlines and deliver your work on time. If you have agreed to complete a job
by a certain time, then you need to deliver on that promise.
 Improve Efficiency and Productivity: Having the right time management skills will
make you an efficient and productive worker because you are completing your work in
the quickest time possible.
 Provide Better Quality Work: Since you are prioritising your tasks effectively and not
wasting valuable time because you are able to put all of your focus into the task and
attention it requires. As you are not getting distracted by other things, you can produce
your best standard possible.
 Make Better Decisions: When you manage your time effectively, you also have more
time to consider important decisions that will allow you to make the best choices
possible.
 Reduce Stress and Anxiety: People often get stressed out when they feel they have too
much work to do and not enough time to do it, it can detrimental to your health. Health
problems such as heart disease, depression can be caused. Avoid this by having a routine
that you know you can trust will make all the difference.
  Improve Your Work/Life Balance: The better you manage your time and work, the
more productive you are, which means you don’t have to stay late to get everything
completed on time. That means you have more time to dedicate to yourself. As you feel
calmer and less stressed out.
 Become More Successful at Work: Being a more productive employee will give you
more time to improve your quality of work and help you deliver your work on time.
Getting through your work efficiently will also give you more time to learn additional
skills and improve the way you work. By developing yourself and being consistent in
your work, can set yourself apart from others.
Workplace and proper organisers
 Make a to-do list: Try to put items in order of importance. You will always stay on top
of your workload if you can reference a list.
 Set your goals: You can’t decide how to spend your time unless you know what’s
important. So work out what will help you succeed.
 Prioritise: Put more time into the things that will give you the most benefit. Identify
these tasks and focus most of your time and energy on achieving them.
 Multi-tasking won’t save time: Starting lots of jobs at the same time isn’t the most
efficient way of dealing with them. So pick up a job, do a bit of it, and then put it back.
 Delegate where possible: Good delegation saves you time and will motivate and develop
other team members. There are always opportunities to share work among colleagues
who are less busy. The key to good delegation is making sure your team feel valued and
respected.
 Treat phone calls like meetings: Treating your phone calls like meetings where you
can: “If you can agree an agenda and be clear about the outcome, you will be making the
most of the time you have to spend on the phone. This approach also sends out clear
signals you expect to do business. Stand up when you are on the phone, you will be less
comfortable and will naturally make your calls shorter.
 Know yourself: Decide when you do your best work and then plan your day around this.
Generally it’s a good idea to do smaller and easier tasks when your energy is low and
tackle more challenging tasks when your energy is higher.
Making meetings effective with better time management
 Write an agenda: Establish a clear purpose for the meeting and write up an agenda. An
excellent time management tool is for you to write a one-paragraph statement of purpose
for the meeting then write out the objective of the meeting. Make out an agenda or a list
of everything that has to be covered in the meeting. Put the name of the person who is
expected to address that particular issue.
 Start and stop on time: Set a schedule for the beginning of the meeting, and set a time
for the end of the meeting. Don’t wait for the latecomer. Assume the latecomer is not
coming at all and start at the designated time. It is unfair to punish the people who are on
time by making them wait for the person who gets there late. Many companies establish
 the policy of locking the meeting room from the inside at the exact time the meeting is
scheduled to start. The people who show up late are not allowed in.
 Cover important items first: Apply the 80/20 rule you have to organize the agenda so
that the top 20% of items are the first items to be discussed.
 Summarize each conclusion: When you discuss each item on your meeting agenda,
summarize the discussion and get closure. Get agreement and completion on each item
before you go on to the next one.
 Assign specific responsibility: If you have made a decision, assign responsibility for the
specific actions agreed upon and set deadlines. Be clear about who is going to do what
and when.
 Keep notes and circulate minutes: A key to getting maximum effectiveness from
meetings is to keep accurate notes and to circulate the minutes of the meeting within
twenty-four hours. The person who keeps accurate minutes from a meeting can be pulled
out a week or a month later can resolve a lot of potential misunderstandings. Agendas
prepared in advance, followed by meeting minutes prepared shortly afterward, ensure that
everyone is clear about his agreed-upon responsibilities and deadlines.
Managing information overload
 Think in Advance the Kind of Information You Seek: Have an idea of the type of
information you want and need to gather. Such information about your industry, new
legislation, client, customer, or consumer-related information and emerging trends.
 Streamline Your Intake Capacity: You need to establish a methodical way of receiving
and applying such information that will benefit you, your team, and your organization.
Focusing on the kind of information that supports your efforts gives you the best chance
to accomplish what you want. Focus on the information that will make a difference in
your effectiveness.
 Establish a Distribution System: Much of what you seek can be identified, collected to
you by junior staff. Once freed from the task of identifying and assembling information,
you're better able to think conceptually in ways that will help to propel your team,
division, or department forward.
 Be Thoughtful When Sending Information: Try to eliminate acronyms, abbreviations,
and jargon that can lead to misunderstandings, and limit the length of your
correspondence with others by including only what is necessary to know.