1. 1 CHAPTER 9 PERSONAL DEVELOPMENT BY TIME MANAGEMENT

2. 2 Time Management What is time management? The term time management refers to techniques designed to enable people to get more done in less time with better results. Time Log The time long is a daily diary that tracks activities and enables one to determine how time is utilized.

3. 3 Analyzing time log After keeping time logs for 5 to 10 working days, you can analyze them by answering the following questions:  Review time logs to determine how much time you are spending on your primary responsibilities. How do you spend most of your time?  Identify areas where you are spending too much time.  Identify areas where your are not spending enough time.  Identify major interruptions that keep you from doing what you want to get done. How can you eliminate them?  Identify tasks your are performing that you do not have to be involved.  Determine how you can manage your time more efficiently.

4. 4 Sample of Time Log 8:00 8:30 9:00 9:30 10:00 10:30 11:00 12:00 12:30 1:00 2:00

5. 5 Priority Determination of work D Delegate NO to # 1 H High priority YES to all three questions (YYY) M Medium priority YES to #1 and #2 or #3 (YYN or YNY) L Low priority YES to #1, NO to #2 and #3 (YNN) Involvement needed ? Responsibility? Quick action\time needed? Priority Activity

6. 6 A priority is the preference given to activity over other activities. To summarize, priority determination questions ask: (1). Do I need to be personally involved? (2) Is the task my responsibility or will it affect the performance or finances of my department? And (3) Is quick action needed?

7. 7 Based on the answers to the three questions, a manager can delegate a task or assign it high, medium, or low priority:  Delegate (D): The task is delegated if the answer to question 1 (Do I need to be personally involved?) is No. If the answer to question 1 is no, it is not necessary to answer question 2 and 3 because a priority is not assigned to the task.  High (H) Priority: A high priority is assigned if you answer Yes to all there questions you need to be involved, it is your major responsibility, and quick action is needed.

8. 8 Medium (M) Priority: A medium priority is assigned if you answer Yes to question 1 (You need to be involved) but No to question 2 (it is not your major responsibility) or question 3 ( quick action is not needed?). Low (L) Priority: A low priority is assigned if you answer Yes to question 1 (You need to be involved) but No to question 2 and 3.It is not to your major responsibility, and quick action is not needed.

9. 9 Time Management System The time management system that is presented in this section has a proven record of success with thousands of mangers. It can also be used by non managers and students. The four major stages to the time management system are priorities, objectives, plans and schedules.

10. 10 Priorities. setting priorities on a to-do list helps increase performance. Objectives. objective state what we want to accomplish within a given period of time the manager should set objectives. Plans. Plans sate how you will achieve your objectives They list the necessary activities to be performed. Schedules. Schedules state when the activities planned will be carried out. You should schedule each workday.