Chapter 4 Time Management Time Management n n

Time Management n n Quality Approach Effectiveness and Efficiency Time Management Tools and Strategies

Time Management (continued) n n n Office Organization Ethics Regarding Your Work, Time, and

Quality Approach n Fundamental and practiced by applying basic principles, such as n n

Quality Approach (continued) n What is Total Quality Management? n Requires organizations to n

Quality Approach (continued) n How does it work? n n n Best use of

Effectiveness and Efficiency n n n Both are equally important Effectiveness—doing right things Efficiency—doing

Time Management Tools and Strategies n n n Establish Efficient Work Habits Take Charge

Tools and Strategies n n n (continued) Work with Multiple Managers Adopt a Flexible

Tools and Strategies n n (continued) Start Day with Difficult Task Avoid Procrastination Cope

Tools and Strategies n (continued) Establish efficient work habits n Be self-starter n Arrive

Tools and Strategies n (continued) Learn job n n n Understand how manager works

Tools and Strategies (continued) n Take time to think n n Schedule time to

Tools and Strategies n (continued) Work with multiple managers n n If needed, keep

Tools and Strategies n (continued) Manage details n n Complete to-do list or daily

Tools and Strategies (continued) n Group similar tasks n n Increases effectiveness Consider tasks

Tools and Strategies n (continued) Work at one task at a time n n

Tools and Strategies n (continued) Start day with difficult task n n Arrive on

Tools and Strategies (continued) n Avoid procrastination n Gain understanding of behavior about work

Tools and Strategies (continued) n Cope with interruptions n n n Practice avoidance Relocate

Tools and Strategies (continued) n Do it right first time n n n Plan

Evaluate Your Workload n n n Make Daily Plan Prepare in Advance Manage Large

Office Organization n n Organize Office Supplies Organize Workstation Office Procedures for the 21

Organization (continued) n Organize office supplies n n Label shelves where supplies are stored

Organization (continued) n Organize office supplies n n Request everyone to complete requisition Take

Organization (continued) n Organize workstation n n Work within easy reach Purge unnecessary items

Ethics Regarding Your Work, Time, and Other Resources n Organizations n n Encourage employees

Ethics (continued) n With regard to work, do you n n n n Use

Ethics n (continued) With regard to time, do you: n n n Go home

Ethics (continued) n With regard to resources, do you n n n Exaggerate expense

Time Management in Other Cultures n n Learn to understand other cultures’ personal styles

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Chapter 4 Time Management

Time Management n n Quality Approach Effectiveness and Efficiency Time Management Tools and Strategies Evaluate Your Workload Office Procedures for the 21 st Century, 8 e Burton and Shelton 2 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Time Management (continued) n n n Office Organization Ethics Regarding Your Work, Time, and Other Resources Time Management in Other Cultures Office Procedures for the 21 st Century, 8 e Burton and Shelton 3 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Quality Approach n Fundamental and practiced by applying basic principles, such as n n Customer focus Continuous improvement and learning Strategic planning and leadership Teamwork Office Procedures for the 21 st Century, 8 e Burton and Shelton 4 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Quality Approach (continued) n What is Total Quality Management? n Requires organizations to n n n Eliminate wasteful practices Redesign business methods Adopt focused approach to managing quality for customers, employees, and company leaders Office Procedures for the 21 st Century, 8 e Burton and Shelton 5 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Quality Approach (continued) n How does it work? n n n Best use of your work, time, and resources Each employee involved with office teamwork and focused on customer Each employee encouraged to find new and innovative ways of doing jobs more effectively and being flexible enough to assist others Office Procedures for the 21 st Century, 8 e Burton and Shelton 6 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Effectiveness and Efficiency n n n Both are equally important Effectiveness—doing right things Efficiency—doing things right Office Procedures for the 21 st Century, 8 e Burton and Shelton 7 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Time Management Tools and Strategies n n n Establish Efficient Work Habits Take Charge of Your Time Learn Job Take Time to Think Assign Priorities Office Procedures for the 21 st Century, 8 e Burton and Shelton 8 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n n n (continued) Work with Multiple Managers Adopt a Flexible Plan Manage Details Group Similar Tasks Work at One Task at a Time Office Procedures for the 21 st Century, 8 e Burton and Shelton 9 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n n (continued) Start Day with Difficult Task Avoid Procrastination Cope with Interruptions Do It Right First Time Office Procedures for the 21 st Century, 8 e Burton and Shelton 10 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Establish efficient work habits n Be self-starter n Arrive on time n Keep focused n Put in full expected hours n Work willingly with enthusiasm n Practice self-management Office Procedures for the 21 st Century, 8 e Burton and Shelton 11 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Learn job n n n Understand how manager works Learn what is expected before taking initiative Learn what position or job entails Become familiar with flow of information Rely on resourcefulness and judgment Office Procedures for the 21 st Century, 8 e Burton and Shelton 12 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies (continued) n Take time to think n n Schedule time to solve problems and make improvements Assign priorities n n n Assign numbers or alphabet to tasks Learn the questions to ask Discover ways to determine order of priorities Office Procedures for the 21 st Century, 8 e Burton and Shelton 13 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Work with multiple managers n n If needed, keep record to determine time allocated to others’ tasks Adopt a flexible plan n n Plan work and follow plan Remain flexible, adaptable, and tolerant Office Procedures for the 21 st Century, 8 e Burton and Shelton 14 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Manage details n n Complete to-do list or daily plan chart Develop habit in capturing details and using planning lists/charts Office Procedures for the 21 st Century, 8 e Burton and Shelton 15 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies (continued) n Group similar tasks n n Increases effectiveness Consider tasks that can be grouped Office Procedures for the 21 st Century, 8 e Burton and Shelton 16 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Work at one task at a time n n Important to multitask; however, jumping from task to task can be confusing Stay with task until completion n Motivated by satisfaction of having finished task n Save time otherwise lost locating where you left off n Decrease risk of forgetting to perform part of task Office Procedures for the 21 st Century, 8 e Burton and Shelton 17 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies n (continued) Start day with difficult task n n Arrive on time, if not a few minutes early, review plan for day, and begin task that requires concentration and effort Do not use beginning of day to perform easy tasks that can provide relaxation at interval during day Office Procedures for the 21 st Century, 8 e Burton and Shelton 18 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies (continued) n Avoid procrastination n Gain understanding of behavior about work to overcome it n n n Admit you procrastinate Ask questions about tasks that cause you to procrastinate Follow tips n n n Think through consequences of procrastination Break task into manageable subtasks Avoid “perfectionist” behavior Office Procedures for the 21 st Century, 8 e Burton and Shelton 19 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies (continued) n Cope with interruptions n n n Practice avoidance Relocate noisy equipment Ask for coverage during heavy task-oriented projects Recognize interruptions are part of job Follow other tips for coping Office Procedures for the 21 st Century, 8 e Burton and Shelton 20 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Tools and Strategies (continued) n Do it right first time n n n Plan each task before you begin Focus on exactness of details Check each finished task Office Procedures for the 21 st Century, 8 e Burton and Shelton 21 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Evaluate Your Workload n n n Make Daily Plan Prepare in Advance Manage Large Project Office Procedures for the 21 st Century, 8 e Burton and Shelton 22 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Office Organization n n Organize Office Supplies Organize Workstation Office Procedures for the 21 st Century, 8 e Burton and Shelton 23 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Organization (continued) n Organize office supplies n n Label shelves where supplies are stored Identify person to control inventory and order supplies Compose list of all items used on regular basis Discourage staff from placing verbal orders Office Procedures for the 21 st Century, 8 e Burton and Shelton 24 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Organization (continued) n Organize office supplies n n Request everyone to complete requisition Take inventory on regular bias Do not over-order supplies Provide required information to complete requisitions or telephone order Office Procedures for the 21 st Century, 8 e Burton and Shelton 25 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Organization (continued) n Organize workstation n n Work within easy reach Purge unnecessary items Organize necessary items Use follow-up organizers n n Tickler Pending Office Procedures for the 21 st Century, 8 e Burton and Shelton 26 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics Regarding Your Work, Time, and Other Resources n Organizations n n Encourage employees to assume responsibilities Authorize and entrust people to complete job/task ethically and to do their best Office Procedures for the 21 st Century, 8 e Burton and Shelton 27 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics (continued) n With regard to work, do you n n n n Use someone else’s words or ideas? Harass co-workers? Pad your resume? Spread untrue information? Overstate expense reports? Endanger others? Make negative public statements about company? Office Procedures for the 21 st Century, 8 e Burton and Shelton 28 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics n (continued) With regard to time, do you: n n n Go home early often? Take extended lunch breaks? Take frequent smoking breaks? Get to work late frequently? Take/make personal calls frequently? Talk too long on personal calls? Office Procedures for the 21 st Century, 8 e Burton and Shelton 29 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics (continued) n With regard to resources, do you n n n Exaggerate expense claims? Exaggerate accomplishments? Play games on your computer? Conduct personal research on Internet? Exaggerate time devoted to task or project? Take paper, paper clips, and other supplies home? Office Procedures for the 21 st Century, 8 e Burton and Shelton 30 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Time Management in Other Cultures n n Learn to understand other cultures’ personal styles and preferences for getting work done Discuss issues with people who are members of culture you want to understand Office Procedures for the 21 st Century, 8 e Burton and Shelton 31 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.