TOPIC 4

TIME
MANAGEMENT
Time Management 1
 TIME MANAGEMENT

Time management is the process of planning your

activities to gain better control over you spend your
time.
Managing your time effective is critical to your
success on the job. You will want to eliminate time
wasters and handle task efficiently.

Time Management 2
 Continued

Time is a unique resource. It cannot be bought, sold,

borrowed, rented, saved, or manufactured. It can
be spent, and it is the only resource that must be
spent the minute it is received.
However, not all time spent at work is productive.
You can waste time without realizing it.

Time Management 3
 Common Time Wasters
Time Wasters
 Ineffective Communication – in an office you will receive
information from customers and co-workers. Ask for
feedback from those to whom you give information to be
sure your message is clear and complete.
 Poor Telephone Usage –the telephone can be either a time-
save or a time-waster; depending on how you use it.
 Frequent Interruptions – an interruption is a person, sound, or
event that stops you from completing work. However,
questions from co-workers and customers that relate to your
work
Time are not time-wasters.
Management 4
 Common Time Wasters

 Excessive Socializing – some socializing will help you keep

good working relations with your co-workers. Too much
socializing, however, is a misuse of company time.
 Disorganization – being disorganize can be a major time-
waster. Take your time to organize your work are and
prepare a daily plan for your work.
 Procrastination – the postponement or needless delay of a
project or task that must be done.

Time Management 5
 Time Management Techniques

Using time efficiently require developing an

organized approach to your work.
1.Set Goals
A goal is an objective, a purpose, or an end that is
to be achieved.
 Organizational Goals
 Personal Goals

Time Management 6
 Set goals…

Goal Attributes
Effective goals must be achievable. They should also
challenge you so you have the opportunity for
growth. They should be specific and measurable.
o A goal should challenge you.
o A goal must be attainable.
o A goal must have a deadline.
o A goal should be flexible.
Time Management 7
 Time Management Techniques…

2. Analyze Your Time

Log your time
 Analyze the log
 Productive period of the day
 Least productive period of the day
 What activities needed more time
 Prepare an Action Plan
 Purpose of the plan is to set goals for yourself as to how you
will increase your time management efficiency.

Time Management 8
3. Establish Effective Routines Techniques…
Time Management

4. i. Plan your work activities

-prepare daily to-do lists
ii. Setting priorities
iii. Completing large project
iv. Simplify your work
-simplify repetitive task

Time Management 9
 Time Management Techniques…

v. Conquer Procrastination
 Focus on one task at a time.
 Give yourself deadlines and meet them.
 Do not be afraid to make mistakes.
 Take steps to correct the habit of putting things off.

Time Management 10
 iv. Simplify Work
• Analyze the workflow
• Ask yourself questions to help you analyze workflow.

• Suggestion to be included in workflow analysis

• Group and complete similar tasks together
• Combine tasks to increase efficiency
• Determine how to best organize and arrange the equipment and supplies you use to
complete a task
• Enlist the help of others when you have an important deadline to meet and the
workload is overwhelming.

• Handle information overload

 Receiving an overwhelming information in daily basis
 Need to provide and receive information in a timely manner
 Take any needed action immediately if that is appropriate
 Add the task to your tasks list for completion at the proper time
 A good rule of thumb is to make a decision about how to handle every message, piece
of paper or file the first time you view it
Slide 11
Time Management
 Others Method to Establish Effective Routines…

• Handle Paper Once

• Organize Your Work Area
• Reduce Interruptions
• Use Good Communication Techniques

Time Management 12
 TIME MANAGEMENT SYSTEMS

1. Manual Systems
 Calendar – to record all appointments for the day,
week, month, and year.
 Tickler file – a chronological record of items to be
completed.
2. Computer systems
 PIM Software (Personal Information Management)

Time Management 13
 Reminder Systems
• Manual systems
• Desk and wall calendars
• Personal planners
• Electronic systems
• Personal information
management (PIM)
programs
• Personal digital assistants
(PDAs)

PDAs
PDAsprovide
provideaa
variety
varietyof
ofcalendar
calendar
features
features
Slide 14
Topic 7-1 Time Management and
TimeReminder
Management Systems
 Tickler File
• Contains notes or records arranged by date for
keeping track of future actions
• Paper-based files
• Electronic programs or files

Reminders
Reminderscan
canbe
be
recorded
recordedusing
usingaa
PIM
PIMprogram
program

Slide 15
Topic 7-1 Time Management and
TimeReminder
Management Systems
 2.5 Tickler File

• A date-sequenced file
• Provides reminders that specific action must be taken on
specific dates
• It is a combination of a reminder system and a method of
making documents available at a particular date in the future.
• The tickler file is used for longer-term pending and follow-
through items.
• Bills, Monthly Reminders, Annual Reminders

Time Management 16
In the tickler file system pictured above, the current date is July 13, 2020.
How to manage your tickler file system:
First thing in the morning open your tickler file drawer
Take out any contents in the current day's file (Jul 13 is the current day)
Put that content into your In box/basket
Move the hanging file labeled "13" to behind the "12" behind the month
"Aug" Time Management 17
 End of Topic 4

Time Management 18