1. INCOME PROJECT TEMPUS SCM MEDA Time Management Case Example: IPR Helpdesk Project (Contract Nº IPS-2001-40004)

2. INCOME PROJECT TEMPUS SCM MEDA Time Management... includes the processes, procedures and techniques used to ensure the timely completion of the project and project activities AND the management of employees time and meeting deadlines

3. INCOME PROJECT TEMPUS SCM MEDA Time Management Remember, time management is about getting results – not about being busy Time management is actually self- management and productivity management

4. INCOME PROJECT TEMPUS SCM MEDA Time Stealers Interruptions - telephone Interruptions - personal visitors Meetings Tasks you should have delegated Procrastination and indecision Acting with incomplete information Dealing with team members Crisis management (fire fighting) Unclear communication Inadequate technical knowledge Unclear objectives and priorities Lack of planning Stress and fatigue Inability to say "No" Desk management and personal disorganisation

5. INCOME PROJECT TEMPUS SCM MEDA Managing Time Stealers in IPR Helpdesk Telephone – only one published telephone number to be answered by a designated person. Internal numbers given at the owners discretion Meetings – meeting called only for necessary items. Agenda strictly followed. Delegation – the structure of HR allows for easy delegation

6. INCOME PROJECT TEMPUS SCM MEDA Managing Time Stealers in IPR Helpdesk Indecision – if in doubt, ask. This is the golden rule in IPR Helpdesk Incomplete information – this should never occur if everyone does their job Team members – there is an alloted time for staff to make queries. Team members can make queries by email to be answered at personal convenience. The use of an internal intranet for holiday provisions etc cuts down on time

7. INCOME PROJECT TEMPUS SCM MEDA Managing Time Stealers in IPR Helpdesk Crisis Management – general rule is prevention, rather than cure Unclear communication – greater use of internet tools (email, intranet) allows for easy reference to past communications Technical knowledge – staff are contracted to fill specific tasks and gaps Objectives and priorities – clear from the start, and manual puts it down on paper

8. INCOME PROJECT TEMPUS SCM MEDA Managing Time Stealers in IPR Helpdesk Planning – following the workplan and schedule means that planning is minimal Say no - each person has their delegated tasks and responsibilities. Any changes must go through management. Stress and fatigue – all of the above!!

9. INCOME PROJECT TEMPUS SCM MEDA Employee Time Management Most important, all IPR Helpdesk staff are required to regularly describe how their time is used This allows for gaps to be seen, and overwork to be identified Effective time management comes from getting the best out of the project teams time

10. INCOME PROJECT TEMPUS SCM MEDA Defining Priorities There are three types of tasks: Tasks you enjoy Tedious / Menial tasks Urgent tasks (which could be either of the above) It is important to do the third type first, and alternate between the others Make a list If you do not know what your priorities are, ask someone else

11. INCOME PROJECT TEMPUS SCM MEDA Project managers To Do List Collect information on air fares for participants in the workshop in November Organise transport from the airport Make outstanding payments Send requested letter to the European Commission Hold a chatmeeting with partners on updating activities Do Excel file for budget update Send invitation letters for participants for VISA (warning: takes 15 days to arrive and 15 days to get VISA. Workshop is in 40 days) Filing Email inbox clearout

12. INCOME PROJECT TEMPUS SCM MEDA The Activity Log A key to effectiveness Keep a one week diary on all of your actions 10.00 am Spent 15 mins trying to call partner in Vietnam 2.00 pm Took a 30 min break to go and talk with colleagues 4.00pm Wrote a letter to the European Commission. Spent 10 mins You will immediately see where you lose time You may also notice a pattern of times when you are most effective and productive Use this time for important tasks