Time Management

Michal Braverman Finkelshtein

What is the meaning of time management?

● Efficiency - getting more done is considered time management

● Important and urgent - priorities
● Time management aimed at Wellbeing
What is the meaning of time management?

● Life management - my own boss, from being managed to a manager

● Self-organization - visualization of order
● Task management - selection and prioritization of tasks
● Integrative planning - time and timing, extracting the diary
● Focus management - focus and efficiency in execution
● Energy Management - Mind, Peace and Wellbeing
Each person has a time management method that suits them

● to personality
● to habits
● for the position
● to the workplace
● to the family
● to the order level
● to the biological clock
● for life experience
● and more
Organizational time management

● Workplace balance policy

● Policy for hybrid work
● Productivity and output measurement
● Policy for managing meetings
● Availability Policy
● Communication policy
Main principles

● Setting goals and objectives - setting goals according to the company mission or
strategy in order to achieve the goals.
● Prioritizing tasks according to their importance and urgency.
● Allocation of appropriate time for each task according to priorities.
● Concentration of similar tasks for a given time and dealing with "stealer time".
● Delegating authority while instructing
Mission and Goals

● What is the mission and vision of the company?

● What is the mission and vision of my department?
● What is the exact mission and vision of my position?
● What are the three most important things I must do at work in order to achieve my
mission and vision?
Tasks List

1. … 11. … 21. … 31. …

2. … 12. … 22. … 32. …
3. … 13. … 23. … 33. …
4. … 14. … 24. … 34. …
5. … 15. … 25. … 35. …
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9. … 19. … 29. … 39. …
10.… 20. … 30. … 40. …
Prioritize tasks

● Sort by proactive versus reactive task

Urgent / Important matrix

Important Important & Not Urgent Important & Urgent

Not Important Not Important & Not Urgent Not Important & Urgent

Not Urgent Urgent

Allocation of long-term tasks

● What and How

Assignment of short-term tasks

● What and How

Tools for routine time management

● Spend a few minutes at the beginning of each day to plan the day.
● Set down every task, even the smallest.
● Start the day by reviewing all your tasks (check email, messages, etc.)
● Set priorities and work accordingly.
● Allocate specific time to each important task.
● Leave time to deal with current tasks.
● Plan to do one unpleasant task a day, as early as possible.
● Plan time for proactive calls. Set a limited time for them!
● Don't let unplanned and unimportant interruptions take over the schedule.
Tools for routine time management

● Check planning vs. actual during the day and adjust if necessary.
● If you have to postpone an important task, make sure to set time again.
● Plan a suitable time for meals during the day.
● Plan to do tasks that require concentration in your "good" hours.
● Coordinate similar tasks for handling at once.
● Avoid planning your day as a rug
● Make sure you plan to do the tasks first which other tasks cannot be done. (avoid
bottlenecks)
● At the end of day take 5 minutes to review the next day and adjust if needed
 Time consuming questionnaire
often and many Sometimes and with Not happening to
times moderate severity me

I deal with crises and "put out fires".

I try to do too many things at once.

I delay decisions until the last moment.

I strive for perfection and delay the completion of tasks

because of this.

People make unnecessary errors and their work is

ineffective.

I read too much unimportant material.

We have a large bureaucracy and cumbersome

 Time consuming questionnaire

often and many Sometimes and with Not happening to

times moderate severity me

I spend a lot of time holding meetings, conversations and

discussions.

I usually hold or participate in unplanned meetings.

I don't delegate enough tasks and try to do most of it

myself.

We have problems and crises that repeat themselves

more than once.

It's hard for me to refuse when they ask me to help or

take care of all kinds of problems.
Type of time wasters

● Planning
● Order and organization
● Communication
● Decision Making
Dealing with time wasters

● Write down the actions that waste your time.

● List the person responsible for the disturbance - you or someone else.
● Write your opinion: Is it possible to change this situation?
● If "yes", write how it can be changed.
Dealing with time wasters

● Write down the actions that waste your time.

● List the person responsible for the disturbance - you or someone else.
● Write your opinion: Is it possible to change this situation?
● If "yes", write how it can be changed.
 Delegation of authority

● When
○ When the task can be performed by another person
○ There is no obligation for you to complete the task
○ Performing the task enables the development of the employee
○ The mission is not a one-time event
○ There is enough time for an effective delegation process
● To whom
○ The employee has the knowledge or the skills and abilities to perform the task
○ The employee has the motivation to go beyond the scope of his role
Delegation of authority

● How
○ Determine the desired result
○ Formulate a framework of responsibility and timeline for execution
○ Share the employee in the process
○ Carry out training
○ Grant the necessary authority if needed and share it
○ Establish milestones for performance review

● Do your best and outsource the rest!

Q&A