Time Management

and Delegation

Dewa Putu Makapagal, SE., MM, CHA, CHE

TIME
MANAGEMENT
 Myths Concerning Time Management
“My job is to deal with people, problems, and
01 emergencies that don’t lend themselves to
specific schedules.”

02 “I can’t delegate because no one else can

do the work.”

“Time management doesn’t work for big

03 projects.”

“I don’t need a formal schedule to

04 manage my time.”

“Frequent interruptions make time

05 management impossible.”.”
Sample Daily Time Log

DAILY TIME LOG

Day of Week : M T W F S Date :

Time Activity Comments

07:00

07:30

08:00

08:30

Etc.

Was this day : Typical? Comments:

More busy?

Less busy?
 Time Analysis
Using a Daily Time Log

Which part of each day was

most productive? Least
A
productive? Why?

B What percentage of your week

was spent on productive
activities? Are you surprised by
Did you work on jobs you enjoy
at the expense of higher-priority C this figure?

tasks? How often?

D Where are your best

opportunities for increasing your
efficiency?
 Time Analysis
Using a Daily Time Log

Are there any tasks you consistently

avoided?
E
How many of your activities were
F
inappropriate or otherwise did not
contribute to achieving one of your
objectives? ?
 Time Robbers

interruptions, unclear directions, Waiting for others

meeting, lack of information, (enployees, your
requests for help, Junk boss, meeting
crises, attendees etc.)
mistakes by others,
 Interruptions

Telephone calls,
Unepected visitors,
Unscheduled meetings,
emergencies,
And even self-imposed unplanned activities
Categorize them as high-priority interruptions or low-priority
interruptions
 1 To-do lists

Time Management
2 Weekly planning guides
Tools

3 And calendars
DELEGATION
 Delegation
• Delegation involves assigning your
employees to do tasks for which you
are still accountable.

• The concept is very much in line with

a basic definition of management
“Getting work done ight through
other people.”
WHY SHOULD A SUPERVISOR OR MANAGER DELEGATE
The best ways supervisors can save time
01 for themselves and their organization

02 It’s important because you can’t do

everything

It shows that you trust and respect your

03 employees

Subordinate do not know what to do when

04 supervisor is absent

05 Equip subordinate to solve their problem

06 Subordinates has more time to
concentrate on real priorities

07 Aid Subordinate’s chance for

promotion

08 Ability to assess the promo ability of

subordinate

Fully trained and develop subordinates

09 enhance the prestige of their Boss
ELEMENTS OF DELEGATION
01 Etending Powers of Decision

02 Define the Scope of Authority

03 Provide for the Right of Appeal

04 Ensure that Authority is Equal

to Responsibility
ELEMENTS OF DELEGATION
05 Discourage upward Orientation

06 Timing Intervention

07 Superior Remains Accountable

 Do not trust their employees or have
a confidence in their abilities

Shy away from the risk involved. They

b believe an employees failure reflects
badly on the supervisor and shows
that he/she is unable to delegate
Barriers authority effectively

To Delegation c Lack of experience

d Lack of organizational skills

e Insecurity
 Fear being disliked by
f employees

g Perfectionism

Barriers h Reluctance to spend the time it

takes to train employees
To Delegation
Failure to establish effective
i control or follow-up procedures
 CAUSES OF INEFFECTIVE
DELEGATION BY SUPERVISOR
01 Think they can do the job better

02 Lack of ability to direct

03 Lack of confidence is subordinates

04 Absence of objective control

05 Unwilling to take risks

06 Unwilling to lose their power

 CAUSES OF INEFFECTIVE DELEGATION BY SUBORDINATES

1 2 3 4 5
Do not want to Afraid to make Fell that they have Lack Not given
accept mistakes – fair been given confidence in adequate
responsibility criticism inadequate their own incentive to
information, abilities accept the
resources and delegation of
probably authority authority
3 LEVELS
Of Delegation LEVEL 3
Authority is limited. The employee must
present his/her recommendations to you,
LEVEL 2 and can not take action until you make
Full authority is given to the a decision
employee to take whatever
LEVEL 1
actions are necessary to carry
Full authority is given to the out the assignment, but you
employee to take whatever must be informed of actions
actions are necessary to carry taken
out the assignment, without
consulting or reporting to you
DEGREES
OfDelegation Take
Action

No further contact Got information Let me know

from some one else what you did
 Look into this problem

Let me know Let me know Let me know Give me all the

what you intend what you intend alternatives facts; I will
to d; do it unless to do; delay action available decide what to
I say not to action until I and recommend do
give approval one for me
 1

Steps Think the Project Through

In Effective Delegation 2

Set a Deadline
3
Choose an Employee

4
Meet with the Employee
 5 Monitor Progress
Steps
In Effective Delegation 6 Provide Assistance if Necessary

7 Praise the Employee.

HAVE A

BREAK
FOR A MINUTES
“ Education isnot
preparation for life, education

“
is lifeitself
John Dewey
THANK YOU
See you on the TOP