2 Content What is time ? Why time management? How to manage time MeetingsTelephoningPriorotising etc
3 TIME, WHAT IS IT? It is the passing of life A resource common to all It cannot be stored or saved.It is MONEY
4 TIME MANAGEMENTTechniques designed to enable one do more in less time with better results.
5 Why Time Management? For improved performance Improved productivity Goal achievementEffectivenessEfficiencyStress reduction.
6 SOME COMMON TIME WASTERS/ROBBERS ProcrastinationTelephone interruptionsLack of priorities, objectives, deadlinesDrop-in visitorsPoorly Managed MeetingsImproper delegationSearching
7 MANAGING YOUR TIME Plan your time by making a “to do” list Establish priorities for the various tasks and dutiesPrepare a time budget & inventoryKeep a daily time log.
8 SETTING PRIORITIESPriority A - Must do - critical items (something you must do or face serious consequences)Priority B - Should do - (of mild consequence)Priority C - Nice to doPriority D - Something you can delegatePriority E - Something you can eliminate
9 SETTING PRIORITIES (CONT’D) IMPORTANCELowHighLowDo not do itDo it laterUrgencyDo it now anddo it yourselfAsk Someoneto do itHigh
10 AUDIT YOUR DAY WHAT DID YOU DO EVERY MINUTE? WAS THE TIME USED OR WASTED?HOW WILL YOU DEAL WITH IT THE NEXT DAY?
11 CAUSES OF PROCRASTINATION Self-doubtSearch for perfectionExcessive socialisingPriority inverter.
12 DEALING WITH PROCRASTINATION Allocate enough time for complex workBreak work into smaller tasksIf it involves some form of creativity, do it when you are at your most energetic timeUse deadlines.
13 Meetings Be consistent with the purpose of the meeting Start and end on timeTake minutesSummarise activities and review assignments.
14 TELEPHONE Avoid a lot of personal calls Allocate time for making calls Plan what you are going to sayKeep conversation shortIf possible, have someone screen your callsKeep a directory of frequently called numbers.
15 DEALING WITH CLUTTERED DESK Handle each paper onceApply the “GUTS” techniqueGive it awayUse itThrow it awaySend it.
16 SORT MAILS INTO: A -Action folder - requires immediate attention I -InformationD -Deferred folders - spare moments/ a break from concentrating on more substantial matters.NB: A clear desk is the foundation for tomorrow’s work.
17 CONTROLLING VISITORS Do not overdo the open door policy Set time limits for visits and stick to themMeet visitors outside your doorConfer while standingSet the agenda early in the conversationIf possible have someone screen your visitorsUse your office for business activities and let others know this.
18 Summary of 5S Separate items STRATIFICATION REQUIRED ACTION Items of no value & easily disposableDispose of immediatelyItems not necessaryItems of some valueSell to best buyerItems of no value but costly to disposeFind cheapest disposalSeparateitemsItems frequently usedPlace near point of useItems sometimes usedPlace farther awayItems necessaryItems not used but must keepStore with identification
20 SUMMARYDevelop a personal sense of timeIdentify long and short term goalsPlan each dayDo high priority actions firstMark appointments, meetings and deadlines in your diary.
21 Make the best every time Organise office work Manage meetings SUMMARY (Cont’d)Make the best every timeOrganise office workManage meetingsDelegate effectivelyManage your health.
22 4Ds of time management Desire Decision An intense, burning desire to control your time to achieve maximum effectivenessDecisionMake a clear and firm decision that you are going to practise good time management till it becomes a habit.
23 4Ds of time management (CONT’D) DisciplineDiscipline yourself to make it a lifelong practiceDeterminationBe willing to persist in the midst of all the difficulties until you become an effective time manager.