MANAGING YOUR TIME AND THE TIME OF OTHERS TIME MANAGEMENT MANAGING YOUR TIME AND THE TIME OF OTHERS Presented by: Orville J. Mighty March 20, 2017

LEARNING OBJECTIVES At the end of this session participants should be able to: Explain the concept of time management. Identify time wasters. Explain the personal and organizational impact of poor time management. Describe the types of activities that fall into the four quadrants of Covey’s time management matrix.

LEARNING OBJECTIVES At the end of this session participants should be able to: Utilise time more effectively. Develop a work schedule and stick to it. Create a greater work-life balance. Organise work to avoid crises. Manage the time of supervisees

FOR REFLECTION

INDIVIDUAL ACTIVITY You have each been given a cheque and you have 24 hours in which to the money. How would you use this money?

HOW DO YOU SPEND YOUR TIME? Make a list of the things you do each day. Assign an estimate to the time spent on each activity. Identify some of the things you would like to do but you do not have enough time to do. What is preventing you from making the best of your days?

CAN WE REALLY MANAGE TIME.

WHAT IS TIME MANAGEMENT? Set of strategies and techniques an individual employs to make better use of time.

Time management training is a waste of time! CLASS DISCUSSION Time management training is a waste of time! (25 Minutes)

FACTORS AFFECTING WORKLOAD

BENEFITS OF EFFECTIVE TIME MANAGEMENT Improved productivity Reduced stress Improved interpersonal relations

STRATEGIES FOR IMPROVING TIME MANAGEMENT Conduct a time audit Identify and set priorities Utilize a planning tool

STRATEGIES FOR IMPROVING TIME MANAGEMENT? Be organized Schedule your time appropriately Delegate – get help from others

STRATEGIES FOR IMPROVING TIME MANAGEMENT? Get Stop procrastinate Manage time wasters Focus – avoid multitasking

Analyse where most of your time is devoted CONDUCT A TIME AUDIT Analyse where most of your time is devoted Determine time taken to do tasks Identify the most time consuming tasks Identify the time of day that you are most productive Having a good sense of the amount of time required to do routine activities can help you to be more realistic in planning and estimating time available for other activities.

WHAT IS MOST IMPORTANT TO YOU? What is the most important thing in your life?

IDENTIFY AND SET PRIORITIES Distinguish between what is important and what is urgent (Covey’s Time Management Matrix). Make a ‘to-do’ list and rank the items in order of priority (Colour code or High-medium-low) Focus on high priority items first – not those that are most desirable.

COVEY’S TIME MANAGEMENT MATRIX

IDENTIFY AND SET PRIORITIES Determine what YOUR goals are Distinguish between your priorities and those of other people Rank your priorities – recognize you cant do everything Find ways to keep yourself motivated and focused.

UTILIZE A PLANNING TOOL Utilize diaries, calendars, wall charts, notebooks etc. Review your tool daily – and at intervals during the day if possible Always record information on the tool as soon as possible Carry your tool with you.

A Cluttered desk is a sign of a cluttered mind! BE ORGANIZED A Cluttered desk is a sign of a cluttered mind! So what about an empty desk?

BE ORGANIZED Remove clutter Have a place for everything and everything in its place (filing) Where possible, handle information only once Mark emails as unread if you are unable to action them immediately

SCHEDULE YOUR TIME This is more than a to do list – it is making a time commitment to do the things that are important Plan your most challenging when you are most energetic Block out time for high priority activities Plan light activities for times when you may be waiting Ensure there is free time” for creative activities such as planning, thinking and day dreaming.

DELEGATE Assign responsibility for a task to someone else Identify individuals with the appropriate skills, interest, and authority needed to complete tasks Check to see how the individual is progressing Reward the individual

STOP PROCRASTINATING Just Do It!

Telephone Unexpected Visitors Meetings Mail and Email MANAGE TIME WASTERS Telephone Unexpected Visitors Meetings Mail and Email Time wasters are those things that consume time without contributing to your goals and priorities

You lose time when switching between tasks AVOID MULTITASKING You lose time when switching between tasks Multi-tasking may lead to difficulty concentrating

EFFECTS OF POOR TIME MANAGEMENT

WORK LIFE BALANCE

WORK-LIFE BALANCE Achieving an appropriate mix of prioritizing between work and career related activities and time spent in doing activities for personal enjoyment and satisfaction.

QUESTION TIME