Time Management Time Management Main Characteristics of Time

Time Management

Time Management Main Characteristics of Time v Time is a resource with a start v Time can never be stored or v Time goes by quickly v Time can never be borrowed v Time has no mercy v Time can never be exchanged v Time moves, doesn’t stop v Time can never be rented an end v Time can never be bought or sold saved

Time Management Benefits of organizing and utilizing time v Achieving objectives on time v Concentration at work v Feeling psychological v Realizing priorities and having a satisfaction and contentment v Balancing work, family personal responsibilities clear vision and v Utilizing available free time to do additional work v Optimum utilization of effort v Doing more work in less time v Avoiding confusion and duality v Increasing productivity v Finishing work on time v Supporting self confidence

Time Management Planning & Time v Proper planning enables you to identify - What needs to be done - Entity responsible for doing the work - The time needed to do the work - The cost of doing the work v Planning is essential to achieve effective time management v Planning helps to forecast the future

Time Management Planning & Time v Why people hate to plan - Planning would limit freedom & flexibility at work - Planning results are future oriented, but doing the work directly would give immediate satisfactory results - Planning is time and effort consuming - People like to handle urgent issues as they occur - Those who plan do not understand the actual work that needs to be done

Time Management The value of planning v Planning helps to save time v Planning helps to identify and achieve objectives (action planning) OBJECTIVE (What to achieve? ) TIME FRAME ACTIVITIES (When it should be (What done? ) should be done? ) Start End RESPONSIBILITY (Who should do it? RESOURCES (How it should be done? ) MEASURE

Time Management Organizing & Time There are many techniques and supporting ways to organize your work and accordingly improve time utilization. These techniques or ways include: v The skill of using the phone - Don’t travel, move or write; just call! v Delegate your work to your subordinates v Specify what you are going to read v Reduce the number of meetings and specify - Agenda of the meeting - Who needs to attend - Time frame - Follow-up actions

Time Management & Organizing Techniques v Deal with interruptions efficiently v Put a small sign in your office to indicate how important time is for you v Meet visitors in a meeting room so that you can leave the meeting at the proper time v Specify a time frame for each meeting v Conduct the meetings you wish to finish quickly while standing v Stop participating in corridor discussions v Apologize to those who ask to meet you if you are busy & tell them you can meet them later v If you have secretary ask him/her to organize your schedule

Time Management Delegation & its importance for Time Management v Managers sometimes spend time doing things that can be (or must be) done by their subordinates v Delegation is not passing your work to someone, but it is a programmed action that has to do with selection, training and control v The delegated person has to be responsible for doing the work and must be given the required authority to finish the work v The ultimate responsibility for the results remains with the manager

Time Management Rules of Delegation v Delegation has to be planned v Delegation has to be taken seriously v Delegation must have enough attention v Work to be delegated must be specified v Time through which work is to be performed must be specified v Limits of required authority to finish the work must be identified

Time Management Benefits of Delegation v Finding time to do other work v Helping the manager to develop his skills by doing other new activities v Finding enough time to examine and analyze work flow (macro picture) v Allowing for pre-planning of things v Improving the morale of subordinates v Training and development of subordinates

Time Management Time Wasters v Phone calls v Unscheduled visitors v Paperwork v Long meetings v Long talks (communication issues) v The habit of postponing v Disorganizing paperwork

Time Management Strategies v Know yourself and what you want to achieve in your life v Identify specific objectives that you want to achieve v Write a daily list of the things you want to achieve v Don’t leave paper piles on your desk v Don’t make your desk drawers a storage place for papers v Use an indexed filing system v Delegate the work that you can delegate - Ask yourself: can it be done by one of my subordinates? v Keep your office clean and organized Save your energy and psychological health -

Time Management Time Utilization Review v Write down how you spent your time on doing daily activities. Use a daily log for time utilization v Specify the activities that consume the majority of your time and ask yourself what can you do about it now? v Evaluate yourself & your commitment to implementing rules to organize time every once in a while - Are you using a daily activities log? - Are you identifying priorities for activities on your daily activities log? - Are you using a schedule for appointments? - Are you handling time-wasters properly? v Review your priorities and objectives you long to achieve, update them or change them

Time Management Time Utilization Review v Use a schedule for the appointments necessary to do your work and try to be committed to it. Review the schedule from time to know how you are spending and managing your time v Identify time-wasters and issues that confuse your time-keeping schedule. Think how can you get rid of them v Be reasonable in organizing your time. Do not attempt to do many things in a short time and frustrate yourself when you are not able to achieve v Be flexible in organizing your time and update your schedule as per any developments to be able to include urgent and important activities v Ask yourself about your ability to delegate your work to others. Think about delegating more work

Time Management Thank You