managing time hand book

8/9/2019 Managing Time Hand Book

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Managing Time

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Managing Time


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Managing Time

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Time Management

Objectives of this session will enable participants to:

y Analyse how they currently spend/allocate their time

at work.

y Identify areas where they feel improvements would be

beneficial.

y Be aware of a range of techniques which will assist inthe effective management of time.

The supply of time is totally inelastic.Time is totally perishable and cannot be stored.

Time is totally irreplaceable.there is no substitute for time.

PeterDrucker, The Effective Manager.


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Managing Time

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Effectiveness & Efficiency

Being effective means:

Being efficient means:


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Managing Time

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The Three Variables of

Effectiveness and Efficiency

Job Satisfaction comes fromUNDERSTANDING

and CO-ORDINATING all three.

1.

Where my time

SHOULD be spent e.g. Communicating with staff,coaching, motivating

2.Where my time is

ACTUALLYspent

3.Where I PREFERto

spend my timee.g. Being creative, designing

new systems andresearching

e.g. At my desk completingreports, dealing withcorrespondence


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Effective Management An Overview

1. Whatis yourrolein the organisation?-

Job Description- Expectations

2. What are yourgoals and objectives?- Work & personal

SMART

3. What are yourtasks and responsibilities?- Discuss and agree- Priorities

4. How do you manage yourtime?- Organiser/Diary-

Meetings- Priorities

5. Do you haveregularperformancereviews?- Appraisal- Feedback

6. Have you a Personal DevelopmentPlan?- Areas for

Improvement- Training and

Development


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Job Analysis

1. Write down, briefly, what you are employed to do.

2. Write down the goals and objectives of your job.

3. Write down the tasks and responsibilities that will help you to achieve the goals and

objectives.

4. Specify a percentage of time that you think should be allocated to each of the tasks and

responsibilities.

5. How could you review your effectiveness/efficiency?

6. Suggest areas for improvement to be included in your Personal Development Plan.


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Day .. Date ..

Month .. Year ..

Start TimeFinish

Time Activity Activity Categories1 2 3 4 5 6 7 8 9 10 1

HrsMins

Daily Time Log Analysis


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Daily Time Log

Examples of activity categories could include:

1. Meetings

2. Telephoning

3. Correspondence

4. Travelling

5. With customers

6. With suppliers

7. With staff

8. With managers

9. Walking the job

10. Report writing

11. Own projects

12. Office routine

13. Training

14. Preparation & planning

15. Holidays

16. Computer Work

17. E-mail/internet


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Which Time Zone do you live in?

Zone 1

- Quite life- No pressure- Own pace- Relaxed attitude- What deadline?

- Frequently late- Not organised

NON STARTER

Zone 2

- Sociable- Act on impulse- Dontthinkthingsthrough- Spontaneous- No need to plan every detail

- Variety and speed- Results orientated

ENJOYER

Zone 3

- Organised

- Planscarefully- Routine- Conscious ofself and

health- Thinksthingsthrough- Long term goals- Careerstructure

FUTURIST

Zone 4

- Alwaysvery punctual

-Thrives on tighttimescales

- Well organised- Works bestunderpressure- Welcomeschallenges- Cantrelax- Sometimes last minute

TIME CONSCIOUS


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Prioritising

PRIORITY = URGENCY x IMPORTANCE

y A high priority task is both urgent and important.

y A medium priority task may be either urgent or important, but never both.

y A low priority task is neither urgent nor important.

Write a list of all your tasks. If you have any choice in the matter, always put each task on trial by

asking yourself:

y Why am I doing this?

y How will this help me achieve one of my goals?

y Could I save time by doing it in a different way?

y Should this be delegated?

y Can this be dropped entirely?

If the job must be done and by you, rate it on importance using the following scale:

1. = Unimportant. Would not result in major problems if not done.

2. = Important. Would cause serious problems if not done.

3. = Essential. Must be finished.

Next rate it on urgency, using a similar scale:

1. = Low. Can be done any time.

2. = Medium. Must be finished this week.

3. =High. Must be done in the next few hours.


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Priority Ratings

Task Importance x Urgency = Priority

1. _________ _________ x __________ = __________

2. _________ _________ x __________ = __________

3. _________ _________ x __________ = __________

4. _________ _________ x __________ = __________

5. _________ _________ x __________ = __________

6. _________ _________ x __________ = __________

Tasks in order of priority

1. _______________________________________________________

2. _______________________________________________________

3. _______________________________________________________

4. ____________________________ ___________________________

5. _______________________________________________________

6. _______________________________________________________


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VERY IMPORTANT

NOT IMPORTANT

VERY

URGENT


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Prime-Time

+100%Fully Energised

0%

OK

-100%De-Motivated

6.00 am Noon 11.00 pm


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Time Stealers

Inability to Say N

o

Always

YES

Want to helpWant to Feel

Important

Feel it a

Weakness

to say NO

Dont want

to upset

anyone

OVERLOAD, LOWER

STANDARDS,

DISAPPOINTMENTS

Learn to say No by e.g.

y Pointing out what would suffer

y Suggesting a later date for completion

y Suggesting an alternative


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Managing Time

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managing time hand book

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