TIME MANAGEMENT APAMSA Leadership Development Module

Time Management Leaders are often pressed for time, burdened with incessant demands, and confronted with crises Consider the following approaches to better manage your time, cope with demands, and manage crises Task-Oriented Behaviors Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Task-Oriented Behaviors Time Management Consider the practical importance of time management for efficient leadership functioning Identify 3 personal and team-related tasks for the upcoming week and rank them by priority, and then create a 7-day schedule with allotted hours for each task according to priority Leadership Challenge (10)

Time Management Recognize the reasons for demands and constraints Expand your options Set goals Determine how time is spent Schedule daily and weekly activities Avoid unnecessary activities Conquer procrastination Utilize reactive activities Make time for reflective planning Guidelines For Time Management Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Time Management Demands and constraints arise from people's expectations of the leadership role People's expectations are in turn derived from their values and needs Investigate what the people really desire through face-to- face communications, thoughtful questioning, and active listening Reasons For Demands & Constraints Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Time Management Establish a broader perspective in regards to expectations (i.e., to produce a health fair vs. to produce an event with 250 attendees) Goal is to minimize, eliminate, or circumvent the peoples demands and expectations Method: Redefine the leadership role to allow more discretion in expectations Expand Your Options Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Time Management Know what you want to accomplish and set clear goals Review your goals and rank them by priority Consider your priorities to recognize important tasks and allot time accordingly Set Goals Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Time Management Recognize how you manage your time with a daily log of activities for 1-2 weeks Observe the cause for each activity (i.e., self, superior, peer, organization) and whether it was planned or a reaction to urgent situation Time wasters should be noted (e.g., unnecessary interruptions, searching for misplaced items, meetings that run too long) Determine How Time Is Spent Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Time Management Consider the importance of each activity and whether it can be avoided, combined with others, or given less time Minimize time wasters, activities initiated by others and in reaction to urgent situations Allot enough time for planned activities of high priority Determine How Time Is Spent Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p )

Plan daily and weekly activities in advance with a to- do list and calendar of events Prioritize activities and events Set time to plan the next days or weeks activities Schedule Daily and Weekly Activities Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Reschedule or delegate activities of lower priority if time is unavailable Schedule similar activities (i.e., phone calls, s) at the same time Schedule demanding tasks during peak periods of alertness and energye.g., early morning hours Schedule Daily and Weekly Activities Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Unnecessary activities are of low priority and take time from more important tasks Unnecessary tasks should be delegated to others or put off until slack time Tactfully turn down requests of low priority Avoid Unnecessary Activities Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Tactful ways to turn down requests Request a demanding favor in return for your services Suggest others more fit for the task Note more important tasks put in jeopardy if you follow their request Avoid Unnecessary Activities Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Procrastination involves overlooking important tasks in favor of those of less priority Fear of failure is a common reason for procrastination Build confidence by tackling a huge task in small chunks Conquer Procrastination Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Utilize deadlines to stay on task Set early deadlines well-ahead of the time when the task must be completed Set aside time in the early morning for unpleasant tasks to be accomplished first Conquer Procrastination Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Unexpected situations do not have to be an inconvenience Take advantage of unscheduled interruptions, meetings, and encounters Seek new information, discover problems, influence others, and draft informal plans Take Advantage Of Reactive Activities Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Schedule 1-2 hours each week to reanalyze your plans and priority list Review plans and priorities with other team members Reflective planning will minimize day-to-day problems and requests for direction or assistance Make Time For Reflective Planning Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p ) Time Management

Task-Oriented Behaviors Time Management Time management is critical for efficient leadership functioning Leaders are often pressed for time, burdened with incessant demands, and confronted with crises In your present leadership role, consider these guidelines to better manage your time, cope with demands, and manage crises Summary

Leadership Development Clarifying Roles And Objectives Our next module discusses guidelines to ensure that everyone knows what to do, how to do it, and what results are expected Next Topic…

Task-Oriented Behaviors G. Yukl, Leadership In Organizations, New Jersey: Pearson Prentice Hall, 2006, p Free Management Library Sources