1. 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

2. 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.

3. 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

4. FOR REFLECTION

5. 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?

6. 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?

7. CAN WE REALLY MANAGE TIME.

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

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

10. FACTORS AFFECTING WORKLOAD

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

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

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

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

15. 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.

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

17. 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.

18. COVEY’S TIME MANAGEMENT MATRIX

19. 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.

20. 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.

21. 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?

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

23. 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.

24. 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

25. STOP PROCRASTINATING
Just Do It!

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

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

28. EFFECTS OF POOR TIME MANAGEMENT

29. WORK LIFE BALANCE

30. 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.

31. QUESTION TIME