TIME MANAGEMENTTIME MANAGEMENT

MUSTAFA MUSTAFA İLKANİLKAN

TIME MANAGEMENTTIME MANAGEMENT

Time is irreplaceableTime is irreplaceable

It It passes whether passes whether you use you use iit t or notor not

You can’t buy itYou can’t buy it

Only 1% of people uses time efficientlyOnly 1% of people uses time efficiently

If you belong to 1% group If you belong to 1% group “You are lucky” “You are lucky”

TIME MANAGEMENT (2)TIME MANAGEMENT (2)

If you say:If you say:

““I don’t have time to get organized.”I don’t have time to get organized.”• Plan your timePlan your time

• You must make timeYou must make time

““But it takes time to make time” But it takes time to make time” only few only few minutes per dayminutes per day

Planning will allow you to better use of your timePlanning will allow you to better use of your time

PLANNING TOOLSPLANNING TOOLS

CalendarCalendar Paper basedPaper based Digital Digital Computer, PDA, Cell Phone Computer, PDA, Cell Phone

To-Do ListTo-Do List

Flow-Charts for complicated projectsFlow-Charts for complicated projects PERT ChartPERT Chart GANT Chart etc.GANT Chart etc.

PLANNIG TIMEPLANNIG TIME

Should include:Should include: ClassesClasses AppointmentsAppointments Class preparation/ research timeClass preparation/ research time Time to think and to planTime to think and to plan Personal time and Family eventsPersonal time and Family events After hour eventsAfter hour events

Set up start time and end timeSet up start time and end time

GETTING THINGS DONEGETTING THINGS DONE

PrioritizePrioritize Sort pending tasks bySort pending tasks by

• Importance / due dateImportance / due date A : Very Important A : Very Important TODAYTODAY B : Moderate Important B : Moderate Important SOONSOON C : Less ImportantC : Less Important LATERLATER

Prepare 3 filesPrepare 3 files• File A : TODAYFile A : TODAY• File B : SOONFile B : SOON• File C : LATERFile C : LATER

““Today’s C may be next week’s A.”Today’s C may be next week’s A.”

OVERWHELMING TASKSOVERWHELMING TASKS

Big tasks are intimidatingBig tasks are intimidating

Overwhelming “A” taskOverwhelming “A” task

Inside a very large tasks are a number of smaller Inside a very large tasks are a number of smaller onesones

Get organizedGet organized

Get StartedGet Started

““You will forget until you asked for.”You will forget until you asked for.”

ORIENTATION AND PLANNINGORIENTATION AND PLANNING

Begin and end each day with review of Begin and end each day with review of pending tasks & appointmentspending tasks & appointments

Use calendar or electronic appointment Use calendar or electronic appointment program & keep it up to dateprogram & keep it up to date

If you have a secretary, she keep her If you have a secretary, she keep her calendarcalendar

APPOINTMENTSAPPOINTMENTS Appointment should have a purposeAppointment should have a purpose

All parties should know the purposeAll parties should know the purpose Stay focused on that purposeStay focused on that purpose Schedule adequate timeSchedule adequate time

Make decision / answer questionsMake decision / answer questions

Do not run over timeDo not run over time Reschedule it if necessaryReschedule it if necessary

Do not allow interruptions except real Do not allow interruptions except real emergenciesemergencies

MEETINGSMEETINGS Is a meeting necessary ?Is a meeting necessary ?

Limit the length of the meetingLimit the length of the meeting

Make an agendaMake an agenda

Keep the meeting focusedKeep the meeting focused

Make sure that everyone is includedMake sure that everyone is included

Quit when you are doneQuit when you are done

MEETINGS (2)MEETINGS (2)

The meeting environment should fit the The meeting environment should fit the purposepurpose Room arrangementsRoom arrangements Audio / visualAudio / visual

If everybody is required to participate

ListenersOne-way Communication

Best Orientation

ELIMINATE UNIMPORTANT ELIMINATE UNIMPORTANT TASKSTASKS

If you have the powerIf you have the power Eliminate unimportant tasks or Eliminate unimportant tasks or Limit their scopeLimit their scope

If you don’t have the power, confess early If you don’t have the power, confess early Reduce taskingReduce tasking Reviewe deadlineReviewe deadline Assistance (help)Assistance (help)

““Bosses don’t like last minute suppressesBosses don’t like last minute suppresses..””

FOR SUPERVISORSFOR SUPERVISORS

Be punctualBe punctual Cascade effectCascade effect Ensure meetings are not interrupted and end on timeEnsure meetings are not interrupted and end on time Start / stop time lossesStart / stop time losses Brainstorming impossible with interruptionsBrainstorming impossible with interruptions Sing papers & handle crises between appointments Sing papers & handle crises between appointments

(allow 5 min. between appointments) (allow 5 min. between appointments)

Focus on the current taskFocus on the current task

Set the exampleSet the example

THE CASCADE OF WASTED THE CASCADE OF WASTED TIMETIME

When people are kept waiting for late When people are kept waiting for late appointments or kept too long at meetingsappointments or kept too long at meetings Following appointments begin & end lateFollowing appointments begin & end late The man-hour loss can be considerableThe man-hour loss can be considerable The Air Pac exampleThe Air Pac example

• Easterling peopleEasterling people• Service peopleService people

Keep to your scheduleKeep to your schedule

THE CASCADE OF WASTED THE CASCADE OF WASTED TIME (2)TIME (2)

If you are kept waitingIf you are kept waiting

Be prepared to use dead timeBe prepared to use dead time

• Carry reading materialsCarry reading materials• Cary pad & pen or a small tape recorderCary pad & pen or a small tape recorder• Use time to thinkUse time to think through pending periodsthrough pending periods

CRISES MANAGEMENTCRISES MANAGEMENT

An occasional crises can be good for the An occasional crises can be good for the organization BUTorganization BUT

Crises is not a sustainable stateCrises is not a sustainable state

• After a while, anything becomes a normalAfter a while, anything becomes a normal• Crises generally extends working hoursCrises generally extends working hours• Initially greater productivityInitially greater productivity• Later work expands to fill timeLater work expands to fill time• Aviation maintenance exampleAviation maintenance example

CRISES MANAGEMENT (2)CRISES MANAGEMENT (2)

Too many crises are demotivatingToo many crises are demotivating

Interfere with orderly work accomplishmentInterfere with orderly work accomplishment

Upset plans (domino effect)Upset plans (domino effect)

Call into the competence of managersCall into the competence of managers

““Good management avoid crisesGood management avoid crises..””

DELEGDELEGATEATE

Give somebody else a job to doGive somebody else a job to do

Do not say how it is going to be doneDo not say how it is going to be done