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Time Management.  Time is a resource with a start and an end  Time goes by quickly  Time has no mercy  Time moves, doesn’t stop  Time can never be.

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Presentation on theme: "Time Management.  Time is a resource with a start and an end  Time goes by quickly  Time has no mercy  Time moves, doesn’t stop  Time can never be."— Presentation transcript:

1 Time Management

2  Time is a resource with a start and an end  Time goes by quickly  Time has no mercy  Time moves, doesn’t stop  Time can never be bought or sold Main Characteristics of Time  Time can never be stored or saved  Time can never be borrowed  Time can never be exchanged  Time can never be rented

3 Time Management  Achieving objectives on time  Feeling psychological satisfaction and contentment  Balancing work, family and personal responsibilities  Optimum utilization of effort  Avoiding confusion and duality  Finishing work on time Benefits of organizing and utilizing time  Concentration at work  Realizing priorities and having a clear vision  Utilizing available free time to do additional work  Doing more work in less time  Increasing productivity  Supporting self confidence

4 Time Management  Proper planning enables you to identify - What needs to be done - Entity responsible for doing the work - The time needed to do the work - The cost of doing the work  Planning is essential to achieve effective time management  Planning helps to forecast the future Planning & Time

5 Time Management  Why people hate to plan - Planning would limit freedom & flexibility at work - Planning results are future oriented, but doing the work directly would give immediate satisfactory results - Planning is time and effort consuming - People like to handle urgent issues as they occur - Those who plan do not understand the actual work that needs to be done Planning & Time

6 Time Management  Planning helps to save time  Planning helps to identify and achieve objectives (action planning) OBJECTIVE (What to achieve?) ACTIVITIES (What should be done?) TIME FRAME (When it should be done?) RESPONSIBILITY (Who should do it? RESOURCES (How it should be done?) MEASURE StartEnd The value of planning

7 Time Management  The skill of using the phone - Don’t travel, move or write; just call!  Delegate your work to your subordinates  Specify what you are going to read  Reduce the number of meetings and specify - Agenda of the meeting - Who needs to attend - Time frame - Follow-up actions There are many techniques and supporting ways to organize your work and accordingly improve time utilization. These techniques or ways include: Organizing & Time

8 Time Management  Deal with interruptions efficiently  Put a small sign in your office to indicate how important time is for you  Meet visitors in a meeting room so that you can leave the meeting at the proper time  Specify a time frame for each meeting  Conduct the meetings you wish to finish quickly while standing  Stop participating in corridor discussions  Apologize to those who ask to meet you if you are busy & tell them you can meet them later  If you have secretary ask him/her to organize your schedule Time Management & Organizing Techniques

9 Time Management  Managers sometimes spend time doing things that can be (or must be) done by their subordinates  Delegation is not passing your work to someone, but it is a programmed action that has to do with selection, training and control  The delegated person has to be responsible for doing the work and must be given the required authority to finish the work  The ultimate responsibility for the results remains with the manager Delegation & its importance for Time Management

10 Time Management  Delegation has to be planned  Delegation has to be taken seriously  Delegation must have enough attention  Work to be delegated must be specified  Time through which work is to be performed must be specified  Limits of required authority to finish the work must be identified Rules of Delegation

11 Time Management  Finding time to do other work  Helping the manager to develop his skills by doing other new activities  Finding enough time to examine and analyze work flow (macro picture)  Allowing for pre-planning of things  Improving the morale of subordinates  Training and development of subordinates Benefits of Delegation

12 Time Management  Phone calls  Unscheduled visitors  Paperwork  Long meetings  Long talks (communication issues)  The habit of postponing  Disorganizing paperwork Time Wasters

13 Time Management  Know yourself and what you want to achieve in your life  Identify specific objectives that you want to achieve  Write a daily list of the things you want to achieve  Don’t leave paper piles on your desk  Don’t make your desk drawers a storage place for papers  Use an indexed filing system  Delegate the work that you can delegate - Ask yourself: can it be done by one of my subordinates?  Keep your office clean and organized - Save your energy and psychological health Time Management Strategies

14 Time Management  Write down how you spent your time on doing daily activities. Use a daily log for time utilization  Specify the activities that consume the majority of your time and ask yourself what can you do about it now?  Evaluate yourself & your commitment to implementing rules to organize time every once in a while - Are you using a daily activities log? - Are you identifying priorities for activities on your daily activities log? - Are you using a schedule for appointments? - Are you handling time-wasters properly?  Review your priorities and objectives you long to achieve, update them or change them Time Utilization Review

15 Time Management  Use a schedule for the appointments necessary to do your work and try to be committed to it. Review the schedule from time to time to know how you are spending and managing your time  Identify time-wasters and issues that confuse your time-keeping schedule. Think how can you get rid of them  Be reasonable in organizing your time. Do not attempt to do many things in a short time and frustrate yourself when you are not able to achieve  Be flexible in organizing your time and update your schedule as per any developments to be able to include urgent and important activities  Ask yourself about your ability to delegate your work to others. Think about delegating more work Time Utilization Review

16 Time Management Thank You

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