CHAPTER 2

TIME MANAGEMENT
 Time Management
Is the process of planning your activities to gain better control
over how you spend your time.

is a major factor in your productivity and effectiveness as an office

worker.

managing your time at the office is a process of choosing the most

effective way to do your job.

Manage Your Time

time management is the process of planning your activities to gain
better control over how you spend your time.

learn how to eliminate time-wasters and handle time obligations

efficiently.
 NOT ALL TIME SPENT AT WORK IS
PRODUCTIVE!!!
Common Time-Wasters
a) Unnecessary Telephone Conversations
-telephone can be either a time-saver or a time-waster, depending
on how you use it.
-telephone call that could save time wastes time how you use it.

b) Frequent Interruptions
-Interruptions in your work can come from many sources-unplanned
visits or questions from coworkers or customer, phone calls, and
delays in receiving work or material from others are common ones.

c) Excessive Socializing
-socializing will help you maintain good working relations with your
coworkers, too much socializing is misuse of company time.
-some workers may socialize excessively, and you will be wise to
avoid engaging in long conversations with them.
d) Ineffective Communication

-receive information in both written and oral form from customers

and coworkers.
-you also will give information in written and oral form to others.
-if the information that is given or received by you is inaccurate or
incomplete, lost time and money can be the result of the poor
communication.

e) Disorganization

-Being disorganized can be a major time-waster.

-Searching for the paper you just had in your hands, forgetting
important deadlines, and shifting unnecessarily from one project
to another are all signs of a disorganized person.
-Group similar tasks together and avoid jumping from one
project to another before finishing the first one-do not
procrastinate (put off, delay intentionally).
 1st checkpoint
 What are some common time-wasters for office
workers?
 Time Analysis Procedure
-time is a valuable resource that should be used wisely, it cannot be
replaced.
-analyze how you spend your time on the job.

a) Keep a Time Log

-keeping a written record of what you do and how much time is used.
-record all activities in a time-use log, task accepted and completed,
and etc.

b) Analyze How You Spend Your Time

-after complete time-use log, then you can analyze the results.
-spot problem area quickly

c) Develop a Plan of Action

-analyzed how you spend your time, determine how well the tasks you
complete contribute to meeting your work goals.
-develop a systematic approach to your work-increase the effective use of
your time.
 2nd checkpoint
 What is the purpose of keeping a time-use log?
 Manage Your Work
using time efficiently requires developing an organized approach to
your work.
calendars and time-management can help to identify peak and slack work
periods.

a) Plan Your Work Activities

-Planning your daily work activities will help you avoid forgetting
tasks that need to be completed.
-prepare a task list or update an ongoing list and complete the tasks
according to deadlines. (pages 302)

b) Set priorities
-identified tasks for the day, rank then on your task list and complete
the most important ones first.
-make your job become more flexible (pages 302)
c) Control Large Projects

-large project is difficult even though it may be very important

-do not let the size of a project keep you from getting organized and
moving toward satisfactory completion of the task. Follow these
suggestions for handling a large project:

a) Break the large project into smaller tasks.

b) Determine the steps to be taken in each of the smaller tasks.
c) Establish deadlines for each section or smaller task and meet
those deadlines.
d) Look for ways to improve your procedures and simplify the
completion of the project.
e) If the large project is one that will be repeated periodically, record
your procedures and suggestions you want to follow in the
future or improvements.
 Simplify Your Work
-work simplification is the process of improving the procedures for
getting work done.
-process often involves simplifying some steps and eliminating others.
-goal is to use the most efficient procedure.
-eliminate any unnecessary steps and/or details.

a) Analyze the Workflow

-consider the information and work assignments you receive and

those you forward to others.
-Ask yourself these questions:

1) Does the flow of work to my desk make good use of my time and
effort? Of everyone’s time and effort?
2) Does the flow of work provide the right information to consumers
or others outside the company in a timely fashion?
3) Are the materials and equipment needed to complete my work
readily at hand or nearby?
4) Am I using the capabilities of my office equipment and software to
their fullest extent?
b) Handle Information Overload

-when the amount of information you receive on a daily basis becomes

overwhelming, you are experience information overload.
-able to provide timely information to the right person at the right time
means that you will be responsible for effectively handling many types
of records and documents you encounter.
-save time-by trying to handle each file or piece of paper just once.
 Reminder system
-you must keep track of appointments, meetings, travel dates, and deadlines
-example is calendar or planner.
-A reminder file, arranged chronologically can be helpful by providing a convenient
place to
keep notes of tasks to be performed on specific dates

a) Calendars
- calendars, time-management systems, and electronic organizers are useful
tools for recording deadlines, appointments, telephone numbers and
addresses, and daily or monthly reminders

b) Manual systems
- Assist you in keeping track of the many tasks and deadlines in your job,
as well as being helpful to others who may have access to it
- Commonly used manual calendars on which appointments, deadlines,
meetings, or other important data can be written
c) Electronic Systems
- Electronic organizers may be used in the same way as paper-based
systems to keep track of project deadlines, appointments, and work
scheduled
- Personal information management (PIM) programs have various features
- Programs allow only minimal information to be entered
- Program that include more advanced featured for planning large or long-
term projects are sometimes called scheduling or project management
program

d) Personal Digital Organizers

- Is electronic device for storing contact information and scheduling
appointment and tasks
- Fall under a variety of names: electronic calendars or schedules,
personal information managers (PIMs), personal data managers, and
personal digital assistant (PDAs)
 3rd checkpoint
 Why do you think some people prefer to use manual
reminder systems rather than electronic systems?
 Scheduling Appointments
Who : Name, e-mails address, and telephone number of the
individual requesting the appointment

When : Date, time and approximate length of appointment

Where : Location of the appointment

Why : Purpose of meeting

a) Responding to Appointment Requests

- Receive a request for an appointment, check the calendar to determine
whether the date and time requested are available.
- By knowing the purpose of the meeting, determine and provide all
supporting materials needed.

b) Entering Recurring Items

- Block out the times for these recurring items, both you and others will
know what time is available for scheduling other appointments
c) Coordinating Calendars
- Confirming tentative appointment
- Rescheduling appointment
- Deleting canceled appointment
- Changing time allotments
- Preparing materials for the appointments

Tickler Files

-Is a chronological system for keeping track of future actions

-Reminders similar to those used in a tickler file also can be
recorded on a computer using a calendar or desktop
organizer program.
-desktop organizer program: computer software used to
schedule appointments and tasks and manage contact
information.