What is Time Management?
• Time management has five main aspects: • • • • • Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results

 The first 4 all interconnect and interact to generate the fifth – results.

Time as a Commodity
• Time is the most precious thing we have. • Time is ultimately the most valuable resource. • Time and how we spend it within the organization must be managed effectively. • Time is totally perishable. • Time cannot be stored up for use later.

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!

Why Crisis Occur
₪ Failure to recognize the crisis ₪ Underestimation of time required ₪No contingency plan is ready ₪ No follow-up on delegated tasks ₪ Improper Day Planning

Effects of Crises
∫ ∫ ∫ ∫ ∫
Crises management Low value on goals Feeling of victimization / lack of control Shallow relationships Short career path in the organization

¶ Stress ¶ Burnout ¶ Firefighting ¶ Focus on the immediate ¶ High dependency on others for basics

Tips & Techniques
Time Logs Quality Time Managing Documents Managing Interruptions Managing Workspace Managing your Phone

Anticipating & Preventing Crises
• The most effective way to anticipate and prevent crises is to:
– Set deadlines and stick with them – Use interim targets and milestones to break the task or project into manageable chunks – Build the schedule so that it is realistic

• A time-log is an effective way to see where your time actually goes to during the working day Record the information for about 2 weeks to get a representative picture of time spent • By logging activities and the time taken to complete them, the time-log provides useful information that can identify
• • • • • Accuracy of estimating time for tasks Time stealing activities Level of interruption Loading during the day Crises points / tasks


Quality Time
• Quality time is where you can plan to do the most important high priority tasks • It allows for deep concentration through eliminating interruptions • It imposes a structure on work • It allows you to move away from reactive work to proactive work

Dealing with Documents
• Document handling can steal a vast quantity of time from our working day • Improve your document handling by:
• Handling documents only once by :
– Act on what is required by the document – File the document for reference later – Dump the document

Dealing with Documents
• Have a good system for handling your documents that allows you to:
– Define what you need to keep and for how long – Allows you to file materials easily and logically – Facilitates access to materials – Purge the files on a regular basis


Managing Interruptions
• Try to reduce the number of interruptions by applying the following techniques:
• Create a visual barrier at your workspace to reduce the incidence of ‘drop-in’ visits • Don’t have extra chairs in your workspace - people do not hang around as long if they must stand • For important work - move to another space so the potential interrupters can’t find you! • Tell people that you are busy, explain why and arrange to contact them at a more suitable time

Managing Your Workspace
• How our workspace is organized has an impact on how efficient we are - try the following to improve efficiency – De-clutter your desk by clearing it at the end of each working day – File documents once they have been used – Purge files regularly – Organize a work flow system in your space

Managing Your Phone
• The telephone can be responsible for eating vast quantities of time - control the phone by using: – Batch your outward calls – Delegate calls that you don’t have to make personally to one of your team – Terminate calls once the business has been done – Set up a Rota in your team for handling incoming calls

Time Management & the Organization
• Looking at time management from the perspective of the organization what are the benefits: – Improved productivity through improved use of time by the personnel – Better performance in terms of on time delivery to customers – Increased profitability through better use of the human and non-human resources

Time Management & The Organization
 Improved planning and control of business systems
through time based management

 Better alignment of activities by incorporating a time
bound system for co-ordination of tasks and projects in the business management by reducing the incidence of crises by better planning

 Reduction of stress that arises due to crisis

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