basic time mgt

BASIC TIME MANAGEMENT

Mary Grace A. del RosarioTraining Facilitator

EDTECH 212 U.P. College of Education

Second Semester 2012-2013

YOU SHOULD KNOW THIS…..

“You must work with time, not against it.”

(del Rosario: 2006)

THINK ABOUT IT AGAIN…..

But knowing is different

from doing.

So why do people still work against time?

Because according to them, they don’t have the time to do everything they need and want to.

But why do they seem to not have the time?

Because they are not managing their time according to what they need and want to do.

“Time must be managed in terms of people’s individual

differences.”(del Rosario: 2008)

“We manage time differently because of who we are.”

(del Rosario: 2008)

“Who we are means we think, act, and learn differently from each

other.”

(del Rosario: 2008)

SO WHO ARE YOU?

How would you describe yourself as a professional?

What do you want in life?What are your life goals?How do you manage your time?

WHAT IS TIME?

Time is a finite element of life, much like life itself.

Once it’s done, it’s gone for good.

But paradoxically, “time goes on until the end of time.”

It must be managed intelligently.

Source: del Rosario (2008)

WHAT IS TIME AGAIN?

Time is a means to an end. It’s a tool used to accomplish

just about everything in life. It’s the standard tool for

productivity, effectiveness, and efficiency especially in the workplace.

Source: del Rosario (2008)

THE CONCEPT OF TIME

Time Zones Past Present Future

THE CONCEPT OF TIME

Time Perspectives Reflecting and learning Doing and producing Predicting and charting

Source: del Rosario (2006)

THE CONCEPT OF TIME

Time OrientationsShort-termMedium-termLong-term

LET’S DO AN EXERCISE…..

How does your typical 24-hour clock look like? List down your

activities with their corresponding time allocation.

HOW ABOUT ANOTHER ONE…..

Describe to us how you spend your weekends.

YET ANOTHER…..

How much time in a week do you allocate for the following:

Personal routines Work Family Household chores Fitness and exercise Leisure and recreation Personal growth Spiritual connection Rest and sleep

MORE EXERCISE…..

List down your time wasters at work.

List down your time savers at work.

Compare the two lists.What do you notice?

TIME WASTERS

Getting into work lateDoing other things first Interruptions from phone calls Interruptions from peopleLack of essential informationBreakdown of equipmentWork took longer than anticipatedWork crisesSource: Thomson (1998)

TIME SAVERS

Clear deskPlan for the day aheadOrganize othersBe ruthless about meetings

Source: Thomson (1998)

WHAT IS TIME MANAGEMENT?

“Refers to

techniques designed to enable people to get more done in less time with better results.”

(Lussier: 2002)

DIMENSIONS OFTIME MANAGEMENT

Personal – time as a personal asset.

Institutional – time as a business resource.

Source: del Rosario (2008)

MANAGING TIME AS A PROCESS

Time must be viewed in terms of processes, not deadlines.

It is an enabler, not a constraint. Time management is a means,

not an end in itself. Work with time, not against it. Stretch the time yield.Source: del Rosario (2006)

THE JDR LEARNING MODEL OF TIME MANAGEMENT

Mindset – how you view time, what you need and want to do, and how much time you have.

Actions – doing what you thought about.

Habits – continuous and consistent practice.

Source: del Rosario (2008)

THE TIME MINDSET

It all starts in the mind.What you think is what you do.It hinges upon what you think

about time and actually being “aware” or conscious about its presence.

It’s all in the mind.

Source: del Rosario (2008)

THE TIME MINDSET

What’s on your mind right now?

PRINCIPLES OF TIME MANAGEMENT

Make daily lists of activities to be accomplished.

Prioritize activities by importance and urgency.

Schedule activities according to the priorities set.

Know your daily cycle and handling the most demanding parts of your job during the high part of your cycle when you are most alert and productive.

Source: Robbins (1993)

MORE EXERCISE…..

What’s your typical work week like? Use the time log template to document your typical work

week.

MORE EXERCISE…..

How do you set priorities at work? Look back at your time log and answer the questions on the

next slide.

SETTING PRIORITIES

Do I need to be personally involved?

Is the task going to affect the performance of my department?

When is the deadline?

Source: Lussier (2002)

HOW ABOUT DOING SOME DELEGATION…..

Which tasks?Which subordinates?Reporting accountability?

TIME MANAGEMENT SYSTEM

ElementsPrioritiesObjectivesPlansSchedules

Source: Lussier (2002)

PRACTICAL TIPS AND GUIDELINES

Organizing the work including delegating to subordinates as many duties as feasible.

Selecting a competent person to sort out unimportant mail, screen incoming calls and keep a schedule of appointments and activities.

Using electronic equipment for letters and memos.

Source: Megginson, Byrd and Megginson (2003)

PRACTICAL TIPS AND GUIDELINES

Adhering to appointment and business conference times.

Preparing an agenda for meetings, confining discussion to the items on the agenda and making follow-up assignments to specific subordinates.

Source: Megginson, Byrd and Megginson (2003)

PRACTICAL TIPS AND GUIDELINES

Plan and organizeStrictly observe deadlinesDon’t procrastinateStay fitBe ready to respond accordinglyBe receptive to changeGo FAR – flexible, agile, and

resilientSource: del Rosario (2008)