TIME MANAGEMENT

AND

WORKLOAD
Objectives of this Module
On conclusion of this module, the participant
will be able to :
 Realize the value of time and the benefits of
Time management
 Identify typical time wasters and their possible
solutions
 Define workload and the different states of
workload
 Know the methods of dealing with Over-load
and Light-load states
 Understand the advantages of delegation and
the process of successful delegation.
The Significance of Time

 Time is a unique resource

 Time cannot be accumulated

 Time cannot be turned on/off

 Time cannot be replaced or substituted

Time is Precious …..
 To realize the value of
Ask a student who has failed in his final exam
 To realize the value of
Ask a mother who has given birth to a pre-mature
baby
 To realize the value of
Ask the editor of a weekly
 To realize the value of
Ask a daily wage labourer
Time is Precious …...
 To realize the value of
Ask the lovers who are waiting to meet
 To realize the value of
Ask the person who missed his flight
 To realize the value of
Ask the person who has survived an accident
 To realize the value of
Ask the person who has won the silver medal in
the Olympics
Benefits of Time Management
 Higher productivity and satisfaction, both on the job and in
personal life

 More creativity and more focus

 Devotion of more time to other important things like

planning, training & quality improvement

 Less chances of crises, mistakes, ‘fire fighting’

 Conservation of energy as work gets more organized

 Lower stress, higher poise & greater well being

Some typical time-wasters &
possible solutions
 PROCRASTINATION
set a time table and stick to it
finish unpleasant tasks quickly

POOR ORGANIZATION
obtain some guidance from your
superiors about their priorities
set your priorities
Learn from past mistakes and
experiences of others
Some typical time-wasters ….
 UNCLEAR OBJECTIVES
Set the objectives which meet the
TRAMPS criteria :
T time bound
R result oriented
A attainable
Mmeasurable

P precise
S stretching (flexible)
Some typical time-wasters ….
 PERSONAL DISORGANIZATION
Clean up your Files / Work Implements
‘A place for everything - and
everything in its place”’

INADEQUATE INFORMATION
Set a reporting system
Think about how or where you
could get the information
Some typical time-wasters ….
SOCIALIZING
Avoid socializing during work hours
In off-hours : Keep socializing within
reasonable limits
If busy with work, learn to say ‘NO’,
without giving reasons or apologies
Be direct but polite with imposing
superiors - work shouldn’t suffer
Some typical time-wasters ….
 MEETINGS
 Set the agenda and time frame
 Organize visual aids ; equipment ; data,
materials, minutes of previous meeting etc.
 Someone should control the proceedings

 Start the meeting on time and keep the

focus on the concerned topics.
 Avoid disturbances or distractions.

 Summarize the points discussed or plans

agreed upon
Try to end the meeting within the allotted time
Some typical time-wasters ….
 THE TELEPHONE
 Be prepared - plan what you want to say
and what you want the outcome to be
 Keep your social chat to a minimum

 Listen carefully and make answers brief

 Always have pen and paper close to you

for writing down messages
 Use monosyllabic responses (Yes, No,
Right, OK) to discourage excessive
conversation
Some other Time-wasters …...

 REDTAPE AND GOVERNMENT

REGULATIONS

 WAITING FOR DECISIONS

 OUTDATED TECHNOLOGY

Any solutions ??
WORKLOAD

AND

DELEGATION
 Workload
Workload Formula

Task
Tasks
X Value

Time
Types of Tasks
 Routine Tasks
-passage planning , maintenance work
-watch-keeping ; loading & unloading
-bunkering, supplies , inventories
-crew changes,
-emergency drills

 Unforeseen Tasks
-deteriorating weather conditions
-machinery breakdowns
-medical emergencies
-change of schedules , voyage orders
Task Value
 Order of priority
 Urgent and Important
 Important but not urgent
 Urgent but not important
 Not important and not urgent
 Degree of difficulty
 Highly specialized or complex
 Routine ; Ordinary
 Time estimate
 Lengthy
 Short
States of Workload

 Normal Workload

 High Workload

 Over-load

 Light-load
OVER-LOAD

GROUP DISCUSSION

 WHATARE THE SIGNS OF AN ‘OVER-LOAD’

STATE ?

 WHAT CAN BE DONE TO AVOID GETTING INTO

THIS STATE
SOME SIGNS OF OVERLOAD
 Repetition of tasks - e.g. taking readings
 Stupid mistakes - e.g. wrong calculation
 Irritability - snapping at small issues
 High anxiety level - nervousness
 Task-hopping , jumping from task to task without
completing any one
 Tunnel vision - blocking out other sights and
sounds
 Absence of casual banter
Reducing Workload
Plan Ahead !
 Expected tasks
 Un-expected tasks
 Available resources
 What can go wrong?
 Use ‘light-load’ states to
devise strategy for
dealing with anticipated
‘high-load’ states

Be prepared !
Reducing Workload
The Workload formula !

Reduce number of tasks by :-

 Cancelling
 Postponing
 Delegating

Can the available time be

increased ?

Delegate !
Delegation
 WHAT IS DELEGATION?
Delegation is entrusting responsibility
and authority for a particular task to
others who then become responsible
to you for their results.
However, you remain accountable

Delegation actually increases authority

and control !
Delegation
GROUP DISCUSSION

WHAT FACTORS WOULD YOU CONSIDER

BEFORE DELEGATING A TASK TO
SOMEBODY ?
Delegation - Factors
 Skill,Competence, and Attitude
 Reliability
 Workload
 Motivation
 Physical capability
 Training
 Change of routines
Delegation - Some Do’s & Don’ts
 Do not delegate a task to someone who
has no chance of completing it successfully
 After delegating, do not interfere, but
monitor discretely
 Do not terminate a delegated task midway
if possible
 Accept the results though they may not
perfect (do not be over-critical)
Why don’t we want to
Delegate ?
I do it
best !

I can do it
fastest !

I’ll have to check

it anyway !

He’ll take
control ! He might I won’t be needed
mess it any more !
up !
Summing up…
 Timeis a very valuable resource - don’t
waste it !

 Beaware of the workload states and take

steps to prevent ‘over-load’ state

 Usedelegation effectively to reduce

workload
Thank You