INTRODUCTION TO TIME MANAGEMENT

REASONS FOR TIME CRISIS AND ITS EFFECTS

TIPS & TRICKS FOR TIME MANAGEMENT

OUTCOMES OF PROPER TIME MANAGEMENT

 What is Time
Management?
• Time management has five main aspects:

• Planning & Goal Setting

• Managing Yourself
• Dealing with Other People
• Your Time
• Getting Results

 The first 4 all interconnect and interact to generate the fifth –

results.

3
 Time as a Commodity
• Time is the most precious thing we have.

• Time is ultimately the most valuable resource.

• Time and how we spend it within the organization

must be managed effectively.

• Time is totally perishable.

• Time cannot be stored up for use later.

4
 Essential Habits
• Essential habits for good time management are:

☻ Know where the hours are going

☻ Keep focused on the end result
☻ Work to defined priorities
☻ Schedule time for important issues
☻ Delegate routine tasks and responsibility for them
☻ Confront your own indecision and delay
☻ Take the stress out of work
☻ Keep applying the essential habits!

5
 Why Crisis Occur

₪ Failure to recognize the crisis

₪ Underestimation of time required
₪No contingency plan is ready
₪ No follow-up on delegated tasks
₪ Improper Day Planning
 Effects of Crises
∫ Crises management

∫ Low value on goals

∫ Feeling of victimization / lack of control

∫ Shallow relationships

∫ Short career path in the organization

7
¶ Stress

¶ Burnout

¶ Firefighting

¶ Focus on the immediate

¶ High dependency on others for basics

Tips & Techniques
Time Logs
Quality Time

Managing Documents

Managing Interruptions

Managing Workspace
Managing your Phone
 Anticipating &
Preventing Crises
• The most effective way to anticipate and
prevent crises is to:

– Set deadlines and stick with them

– Use interim targets and milestones to break the

task or project into manageable chunks

– Build the schedule so that it is realistic

11
 Time-logs
• A time-log is an effective way to see where your time actually
goes to during the working day Record the information for
about 2 weeks to get a representative picture of time spent

• By logging activities and the time taken to complete them, the

time-log provides useful information that can identify

• Accuracy of estimating time for tasks

• Time stealing activities
• Level of interruption
• Loading during the day
• Crises points / tasks

12
 Quality Time
• Quality time is where you can plan to do the most
important high priority tasks

• It allows for deep concentration through eliminating

interruptions

• It imposes a structure on work

• It allows you to move away from reactive work to

proactive work
13
 Dealing with
Documents
• Document handling can steal a vast quantity of time
from our working day

• Improve your document handling by:

• Handling documents only once by :

– Act on what is required by the document

– File the document for reference later

– Dump the document

14
 Dealing with
Documents
• Have a good system for handling your documents that
allows you to:

– Define what you need to keep and for how long

– Allows you to file materials easily and logically

– Facilitates access to materials

– Purge the files on a regular basis

15
 Managing
Interruptions
• Try to reduce the number of interruptions by applying
the following techniques:

• Create a visual barrier at your workspace to reduce the incidence of

‘drop-in’ visits

• Don’t have extra chairs in your workspace - people do not hang

around as long if they must stand

• For important work - move to another space so the potential

interrupters can’t find you!

• Tell people that you are busy, explain why and arrange to contact
them at a more suitable time

16
 Managing Your
Workspace
• How our workspace is organized has an impact on how
efficient we are - try the following to improve efficiency

– De-clutter your desk by clearing it at the end of each

working day

– File documents once they have been used

– Purge files regularly

– Organize a work flow system in your space

17
 Managing Your Phone
• The telephone can be responsible for eating vast quantities of
time - control the phone by using:

– Batch your outward calls

– Delegate calls that you don’t have to make personally to one

of your team

– Terminate calls once the business has been done

– Set up a Rota in your team for handling incoming calls

18
 Time Management &
the Organization
• Looking at time management from the perspective of the
organization what are the benefits:

– Improved productivity through improved use of time by the

personnel

– Better performance in terms of on time delivery to

customers

– Increased profitability through better use of the human and

non-human resources
19
 Time Management &
The Organization
 Improved planning and control of business systems
through time based management

 Better alignment of activities by incorporating a time

bound system for co-ordination of tasks and projects
in the business

 Reduction of stress that arises due to crisis

management by reducing the incidence of crises by
better planning

20