MANAGE TIME EFFECTIVELY TO ENHANCE PRODUCTIVITY AND ENABLE
MANAGE TIME EFFECTIVELY TO ENHANCE PRODUCTIVITY AND ENABLE A BALANCED LIFESTYLE Unit Standard 117171 Level 3 Credits 2
INTRODUCTION Company Introduction Moripe Holdings is an enterprise development service provider which delivers accredited broad range of solutions. Operational since 2003, Accredited with: • Service Seta • TETA • ETDP • MICT Facilitator Details - Name: Solomon - Surname: Moripe
SPECIFIC OUTCOMES AS PER UNIT STANDARD 117171 • Reflect on personal use of time in order to plan a balanced lifestyle • Research aspects of a balanced lifestyle and their relationship to productivity. • Investigate tools and techniques to manage time. • Apply knowledge of time management to enhance own productivity and lifestyle.
ROAD MAP • Overview of Time & Productivity Time wasters Consequences of not proper time management • Steps to improve time management • Time management tools & Technique • Habits of Highly effective people • Enhance your time productivity
WHAT IS TIME MANAGEMENT?
What is time management? Time management is the strategy of planning out your available time and controlling the amount of time you spend on specific tasks in order to work more efficiently. Why Is Time Management Important? • Improve your performance • Produce better work • Deliver work on time • Reduce your stress • Improved career opportunities • Boost your confidence • Become more efficient
OVERVIEW OF TIME & PRODUCTIVITY • Time • Productivity • Time wasters in a workplace • The consequences of not proper time management
TIME Different people experience time in totally different ways. The perception of time also changes for the same person in different situations. • The real meaning of time • The role of self-management
PRODUCTIVITY Productivity is the amount of work you get done in the right way while at work. Every minute of the day that you spend not doing what you are paid to do, is an unproductive minute.
Continuation… Different between Efficient & Effective • Effective – Adequate to accomplish a purpose; producing the intended or expected result. • Efficient (adj. ) – Performing or functioning in the best possible manner with the least waste of time and effort.
WHAT ARE THE POSSIBLE TIME WASTERS IN THE WORKPLACE?
POSSIBLE TIME WASTERS Time wasters are a part of everyone’s daily routine. The challenge is to overcome them and become more productive and effective in your personal and professional lives. • • • No clarity in direction Lack of Planning/preparation Procrastination Unplanned/Emergency tasks Lack of focus Emails Meetings Online Distractions Colleague Interactions Motivation (or rather, a lack of) Disorganization
What are consequences of not proper time management
THE CONSEQUENCES OF NOT PROPER TIME MANAGEMENT • Poor quality of work • Missed Deadlines • Poor working relationships • Low productivity • Incomplete projects • Dissatisfied customers • Workplace conflicts • Financial Challenges (loosing clients/customers)
STEPS TO IMPROVE TIME MANAGEMENT 1. Measure Before you begin to manage your time effectively you need to know how to spend your time currently • Time log 2. Analyse how you spend your valuable time • Review or reflect how you spend your time 3. Improve We go through several very practical tools for improving your time management skills 4. Control How to maintain the improvement over time
TIME MANAGEMENT TOOLS AND TECHNIQUES • Goal Setting • Prioritising (Eisenhower Matrix • Taming the Telephone • Delegation • Pareto Principles • 4 Quadrant week plan
GOAL SETTING • Are you where you want to be? • What do you want? • How to set your goal?
PRIORITISING YOUR TIME The Eisenhower Matrix, also referred to as Urgent-Important Matrix, helps you decide on and prioritize tasks by urgency and importance, sorting out less urgent and important tasks which you should either delegate or not do at all.
EXAMPLE OF 4 QUADRANT MATRIX
TAMING THE TELEPHONE • How much time do you spend / waste on the phone? • Saving time on outgoing calls • Deal with priority issues appropriately
DELEGATION • Why don’t managers delegate? • Delegation is only effective when • Steps for effective delegation
PARETO PRINCIPLE The Pareto principle states that for many outcomes roughly 80% of consequences come from 20% of the causes. • Recognizing your 20 percent • Implementing the 80/20 rule • 80 percent or 20 percent
FOUR (4) QUADRANT WEEK PLAN Four Quadrat to use for weekly plan • Quadrant 1: Important and Urgent • Quadrant 2: Important but not Urgent • Quadrant 3: Not Important but Urgent • Quadrant 4: Not Urgent and Not Important
THE 7 HABITS OF HIGHLY EFFECTIVE PEOPLE The 7 Habits of Highly Effective People puts forward a principle-centered approach to both personal and interpersonal effectiveness. This include the following habits: • Be proactive • Begin with the end in mind • Put first things first • Think win/win • Seek to understand first, before making yourself understood • Learn to synergize • Sharpen the saw
BE PROACTIVE
BEGIN WITH THE END IN MIND
PUT FIRST THINGS FIRST
THINK WIN/WIN
SEEK TO UNDERSTAND FIRST, BEFORE MAKING YOURSELF UNDERSTOOD
LEARN TO SYNERGIZE
SHARPEN THE SAW
ENHANCE YOUR TIME PRODUCTIVITY Time Tips 1. Set Goals And Rewards 2. Prioritize Your Tasks 3. Learn to delegate 4. Start With Small Tweaks in your Schedule 5. Set Clear deadlines 6. Plan Your Meals Ahead of Time 7. Say No Multitasking 8. Link your actions to your goal 9. Block out things that distract you
Continuation…. 10. Schedule your day ahead 11. Take breaks and unwind before sleep 12. Learn how to say NO 13. Don’t get lost in the details 14. Try not to be overwhelmed 15. Keep your inspiration and motivation
CONCLUSION • In conclusion, time management is a very important skill to be learned and to be mastered in order to have a better lifestyle. • By managing well time, you will no longer suffer from stress and your works/tasks will be done on time and with great quality. • Remember that it is important to have the attitude to change your schedules and to change procrastination. • Also, take into account all of the explained strategies that are very helpful to achieve a better time management.
Time Management Quotes
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