time management training 793
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Time Management
How To Manage Your Time Effectively
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PARTICIPANT MANUAL
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Copyright 2007
No part of this document can be reproduced, stored in a retrieval system or
transmitted in any form or by any means, electronic, mechanical,photocopying, recording or otherwise without the prior written permission.
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KEY LEARNING PRINCIPLES
Before we begin this training module it is important we keep in mind someimportant concepts about adult learning. These points will help us all learn more
and will contribute to a better sharing of the knowledge contained in this
training module.
If you are learning the course by yourself then take your time and read over thenotes until you are comfortable with the material.
If you are learning this material as part of a training session make sure to ask
questions. We are confident that you will be glad that you did.
The first concept to remember is that learning is a process. From this we need
to understand that learning does not happen in isolation e.g., at todays trainingevent or at first reading of this material. Instead it involves how you as the
learner relate and even adapt this learning to your work and home
environments. Once we recognize that learning is a process we can then applyeverything learnt to whatever situation is at hand.
The second concept to be aware of is that we all learn in different ways orpossess different styles of learning. Although this may seem like an obvious
point, it has many important implications for the session today. As the training
progresses the trainer will askis everything OK so farordo you understand
everything so farand many may state that they are happy with the progress.
However, it is quite likely that all participants may not be learning in the sameway or at the same pace. As a result dont be afraid to ask questions because
what might be easy to some may be harder for others and vice-versa. It is alsoimportant to have patience if you feel the course is going to slow as it may
actually be too fast for others. We all never know when we personally may need
some extra time to understand things and will appreciate others support whenthis happens. What is important today is that everyone learns and hopefully
meets their expectations from the course.
The third concept to recognize is that learning is improved when it is goal-
directed. Research has consistently demonstrated that when clear goals are
associated with learning that the learning occurs more easily and rapidly. Toillustrate, people who learn to drive so that they can get to and from workgenerally find the experience easier and apply themselves to reach this end. In
contrast if you were placed on a course not knowing how it could be applied to
your working or home environments then the experience could be frustrating
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and the learning achieved not optimal. Again this may seem obvious but it is
surprising how many participate in courses without a clearly identified purpose.
Fourth, active participation improves the learning process. Research has also
shown that by actively participating in training events that it improves how
learning is achieved and how long information is retained. As a result dont beafraid to get involved or to make a mistake. After all mistakes are some of the
best examples of learning and creativity in the world.
Finally dont forget to be open to learning. No matter what you current
knowledge and skill levels within this area it is essential that you are prepared to
learn from the course and the other participants. It is also very likely that you
have knowledge and experiences that could benefit the other participants andeven the trainer. Please share what you can as it will make the course more
rewarding for all concerned.
Having introduced the main concepts of adult learning, it is now necessary toapply them to your own learning - both within your working environment and
outside life. Research suggests that the best way to do this is to develop an
action plan that clearly represents your goals and how you plan to achieve
them.
At the end of this training module you will be requested to complete a shortaction plan that will help you guide your ongoing achievement of your goals.
Please note that this is included as a guide and you are free to add or substitute
aspects to meet your own unique goals. You are also free to complete this planafter the course is over if you would prefer. Please remember that since all
answers given are only for your use that it is advisable that you answer them as
accurately and honestly as possible.
All we can do now is to wish you the best of luck with your learning and
hope that you find this course beneficial.
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Pre-Assignment
Welcome to the Time Management Training Module.
In effort to stimulate what you may already know about this module we have included a
few short questions.
It is your choice whether you want to take the assignment or not and it has been designedto assist your learning in the training module. All answers are for your own use only.
1. I believe that my time management skills are effective in the following areas:
a.
b.
c.d.
e.
2. These skills are measurable in the following ways:
a.
b.
c.
d.
e.
Note: Be sure goals are specific, attainable and measurable.
3. I believe that I need to improve my knowledge, skills and abilities in the following
areas:
a.
b.
c.
d.
e.
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Session 1Learning Objectives
Effective time management skills drive all successful organizations. In thismodule you will learn key time management skills that you can adopt in your
organization to deliver endless results.
When you have completed this module you will be able to define the key concepts
associated with time management and you will be able to:
Identify the main obstacles to effective Time Management in your daily role.
Understand the nature of Time Management.
Understand a range of tools, techniques and concepts for Time Management.
Use these techniques to build an effective Time Management process that will
enhance your productivity and lower your stress.
Explain the benefits of having an effective Time Management process.
NOTES
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Time Management and the Organization
The increased globalization of industry, coupled with rapid technological developmenthas placed increased pressure on organizations to assist staff in managing their time more
effectively. Successes within this area are translated within the organization in the form
of:
Improved productivity through improved use of time by all personnel.
Better performance in terms of on time delivery to customers.
Increased profitability through better use of the human and non-human resources.
Improved planning and control of your business systems through time based
management.
Better alignment of activities by incorporating a time bound system for co-
ordination of tasks and projects within the business.
Reduction of stress that arises from crisis management by reducing the incidence
of crises through better planning.
In order to prepare you to manage your time more effectively, it is necessary to
understand some simple concepts. These are:
What is Time Management?
Time as a Commodity
Essential Habits
Types of Time
Over and Under Estimation of Time
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What is Time Management?
Time management has five main aspects:
1. Planning & Goal Setting
2. Managing Yourself3. Dealing With Other People
4. Your Time
5. Getting Results
You may notice that the first 4 all interconnect and interact to generate the fifth aspect ofresults. In most organizations, it is results that will drive your efforts and need to manage
time effectively. However, you will discover later in this module that other factors willinfluence how you manage time outside the work setting.
NOTES
Time as a Commodity
The following simple statements will assist you frame the importance of time ineverything that you do.
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
Do you agree with all the above statements?
Yes or No Why? _______________________________________
Essential Habits
Research and experience have consistently shown that there are essential habits that drive
excellent time management. These include:
Know where the hours are going
Keep focused on the end result
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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
If you keep applying the essential habits you will never be excessively concerned about
time.
Exercise: Identify any good habits you have regarding time management. Outline
any bad habits you have and what effect they have on your productivity, stress
levels and personal life.
Types of Time
Although all of us refer to time in terms of either ofnot having enough orhaving too
much it is generally accepted that time should be categorized into two types:
Fast Time
o When absorbed in, or enjoying an activity
Slow Time
o When bored with an activity or having a bad time
o When scared
Exercise: Estimate the passing of a minute without using a watch. How accurate
were you? Did it seem fast or slow?
Over- and Under-Estimating Time
Time for tasks or activities can be either over- or under-estimated due to:
Intensity of activity
Level of brain function
Length of gaps between enjoyments
Fear or ecstasy
Effects of Estimating Time Incorrectly:
Under-estimation of time
Stress due to committing to too many tasks
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Poor quality output
Deadlines may be missed
Over-Estimation of Time
Stress due to people pressing to have activities completed Poor quality output
Deadlines set may not match requirements.
NOTES
Session 2Time Management Principles
Individuals and organizations are paying increased attention to time management as aroute to maximizing the return on activities undertaken. There are four basic principles to
consider:
1. Time Management Principles
2. Spent Time Matrix3. Quadrant 2
4. Time Based Management
Time Management Principles
Covey identified 4 waves in time management each of which help us understand theconcept of time in relation to the organization.
1. Notes and Checklists
Recognition of the demands on energy & time
2. Calendars and appointment books
Scheduling with some focus on the future
3. Prioritization
Comparison of the relative worth of activities
4. Self Management
Realization that time cannot be managed - it is ourselves that we have to manage!
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Exercise: Take a few moments to think how these principles relate to your daily
work. Do you find that points 1 and 2 are principles that meet your everyday needs?
How are you on principles 3 and 4?
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Spent Time Matrix
The Spent Time Matrix is an important tool that will help you make better your use oftime. By understanding what are the implications of being within any one of the
quadrants you will be able avoid the pitfalls of inefficient use of time and will assist you
in prioritizing your time.
Quadrant 1
Quadrant 1 brings
Stress & Burnout
Crises management
Fire-fighting
Focus on the immediate
Quadrant 3
Quadrant 3 brings
Short term focus
Crises management
Low value on goals
Feeling of victimization / lack of control
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Shallow relationships
Quadrants 3 & 4
Cycling between Quadrants 3 & 4 brings:
Total irresponsibility
High dependency on others for basics
Short career path in the organization
Quadrant 2
Being in Quadrant 2 brings:
Vision
Perspective
Balance
Discipline
Control
Exercise: Identify which quadrant you are currently in. Is it the most productive?
What factors cause you to be in this particular quadrant?
When we apply this matrix to organizations we find that most people tend to occupy
quadrant 4 because these tasks usually do not cause stress and create a sometimes secure
comfort zone. To illustrate,
I am busy so I must be doing well.
Moving between quadrant 4 and 3 can also represent a form of safe procrastination where
the individual believes that if they got around to things that all would be fine!
As you start to manage your time ensure that you focus on quadrant 1 and 2 activities.You may even want to keep a list of the things you have to do and then place each item in
the appropriate quadrant to help you understand which activities require attention and
planning. This will be an important step in the road to prioritizing what is important.
Start practising putting time aside each day to work on something that is important butnot necessarily urgent. In doing so, youll save extra time later to handle the unexpected
crises that happen to everyone.
Remember, crises can be avoided or resolved with time on your side as we will see later.
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Characteristics of a Quadrant 2 Person
From the above descriptions, it is clear that the most efficient quadrant to be in isQuadrant 2.
Individuals that consistently occupy this space tend to share particular characteristics.
There are six basic criteria to allow a person to successfully function in Quadrant 2:
Coherence
Balance
Focus
An ability to get on with people
Flexibility
Portability
Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
Clear definition of organizational roles and specifically your own role
Selection of and focus on SMART goals
Development and utilization of schedules
The practice of daily adapting in work role
Saying No and Quadrant 2
To stay within Quadrant 2, there is a requirement that you must say no:
In a professional manner
When items are associated with Quadrant 3 or Quadrant 4 activities
Not important not urgent
Not important but urgent
Will not deliver competitive advantage
Exercise: Do you find it easy to say no? What are your main challenges?
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Exercise: How is no regarded by your colleagues and by management in your
organization?
Time-based Management
The following are the basic fundamentals of time-based management:
Focus is on time and resources
Pre-analysis of performance
Analysis of goals and objectives
Systemization of processes
Lets look at each of these in more detail.
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Focus on Time & Resources
For effective management of time, there needs to be a reasonable attempt made to look atthe time and resources required to complete a task. The quality of the outcome is directly
influenced by the resources and time constraints involved.
F
Pre-Analysis Of Performance
The ability to learn from past experience allows time management to improve
performance as well as the discipline of reviewing past performance allows the
organization to:
Debug projects before initiation and subsequent waste of resources
Define critical points in processes that need to have particular attention paid to
them
Improve the overall utilization of resources by capturing and implementing best
practice
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Analysis of Goals and Objectives
By setting goals that relate to business performance and conform to SMART criteria theorganization will improve productivity:
S -- Specific and well defined objectivesM -- Measurable outputs and inputs.
A -- Achievable in terms of resources available and expectations
R -- Relevant to the overall business strategy
T -- Time bound with an operational schedule
Exercise: Set some goals for yourself using the SMART criteria
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The one thing that we all can say about our work is that we are busy.
However, just because you are busy does not mean that you are productive!
To determine whether you are busy versus productive you will have to differentiate
between:
Effectiveness -- doing the right things
Efficiency -- doing the right things correctly
Problem No. 1
Procrastination is the first problem that all of us face in our journey to manage time moreeffectively.
This is simply putting off doing the things that you should be doing at this point!
To overcome this involves
List all tasks that you are currently putting off.
Remove two from the list by doing them now!
Plan and set a schedule for dealing with the rest.
Reward yourself when the tasks are completed.
Punish or account to yourself when tasks are not completed on schedule.
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Exercise: Do you tend to procrastinate? If so what are the effects and how might
you stop procrastinating?
Dealing with Indecision or Delay
When faced with a task - decide to deal with it according to one of the following actions:
Do it
Delegate it
Dump it
Deadline it
Dissect it
This may at first seem to be a simplification and easier said than done. However, take afew minutes to think about the activities that you engage in everyday and try to see if the
actions above would help you make better use of your time.
If you agree why are you DOING IT NOW!
Problem No. 2
Paralyzing perfectionism is the second problem to solve when deciding whether you arebusy or productive.
This is a failure to recognize the difference between excellence and perfection.
The following definitions should help you decide if you are affected by paralysing
perfectionism:
Excellence is:
Achievable
Healthy
Satisfying
Realistic
Perfection is
Unattainable
Frustrating
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Unrealistic
Problem No. 3
Setting unchallenging objectives is another problem that many busy, but unproductive,
individuals face.
Objectives need to be set that challenge you in a realistic manner and take heed of
resource availability. Otherwise you are busy without any possibility of success.
Now we can use the extended SMART criteria by adding another S. This SMARTS
criteria will ensure that the objectives are:
Specific
Measurable
Attainable
Realistic
Time-Bound
Supported by the Organization
Although the conversion of the SMART criteria to SMARTS may seem like a small step,
the difference is really immeasurable. Take a few moments to think of how your efforts
to manage your time have been affected by lack of support from your organization.
Overwork
We all at times believe that we are overworked but are we really?
Overwork can have effects that may be classified as:
Psychological
Physiological
We all have probably expressed that we are overworked at one stage or another in ourcareer. However, people are overloaded for two primary reasons:
The person or team does too much
The person or team has too much to do
To deal with over-work, try the following.
Understand your pressures
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Dont get worked up or panicked
Dont blame everything on yourself
Walk away
Estimate time as well as possible
Agree priorities and keep them
Remind yourself that there is a limited amount of time available to you
The last approach and probably the most important
Breathe and manage your time as you are in control of how you utilize your own
time
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Urgency V Importance
Have you ever noticed that everything at work is always urgent these days? But have youever considered that everything urgent may not be important?
To help you prioritize you will need to differentiate between
Urgent Taskso Assume importance as they demand immediate attention.
Important Tasks
o May become urgent if left undone
o Usually have a long term effect
To judge importance v urgency, gauge tasks in terms of
Impact of doing them
Effect of not doing them
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Exercise: How well can you differentiate between Urgent and Important? Analyse
your day using the Priority Grid and see how much time is spent on urgent issues
compared to that spent on important issues.
Prioritization
The main aim of prioritization is to avoid a crisis. To do this you must
Schedule your Priorities
as opposed to
Prioritizing your Schedule
Exercise: How do you prioritize activities? Draw up a set of guidelines or criteria
that would allow you to prioritize more effectively
Session 4Crisis Management
It is commonly accepted that poor crisis management is closely associated with poor time
management. Often what occurs is that an issue is raised and there is not enough time todeal with it. This is usually then compounded by the stress that is caused by the crisis and
a belief that there is a need to react to the crises.
Many organizations and individuals operate in a constant state of crisis reaction which
generates greater unpredictability within the organization and a negatively charged and
stressful work environment. To avoid this situation and improve your manage your time
skills it is important to consider:
Proactive versus Reactive Work
Why Crises Occur?
Anticipating and Preventing Crises
Proactive v Reactive Work
Reactive work - concentrates on getting things done.
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Handling daily routines
Dealing with urgency
Resolving crises
Handling interruptions
Proactive work - concentrates on making things happen.
Developing plans and schedules
Focusing on key tasks
Achieving deadlines & targets
Managing projects
Although this may seem like a rather subtle difference in terms of working styles, it is all
important when managing your time effectively.
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Why Crises Occur?
Checklist of reasons:
Failure to recognize the crisis
Underestimation of time required
No contingency plan is ready
No follow-up on delegated tasks
Anticipating and 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
Exercise: Determine the key factors in your organization that lead to crises
occurring. How might the incidence of crises be reduced and what benefit would
this reduction bring?
Rules For Managing Your Time And Managing Crises
Rule 1: Be Proactive
Being proactive means taking initiative, not waiting for others to act first, and beingresponsible for what you do. The opposite of proactive is reactive. Reactive people tend
to react to what goes on around them. Proactive people act based on principles and
purpose. Think about this a little and then write a brief paragraph detailing specificstrategies you can use to be more proactive in your own education; focus on how you can
take greater control over your semester.
Rule 2: Start With A Clear Objective
Think things through. Plan your work. The carpenter's rule is "measure twice, cut once."Planning requires that you set realistic goals, not only for your courses, but also for the
various assignments you have to complete. Take a few minutes to write out your goals
and then list the steps to achieve them. You may even want to add the element of time toeach task--how long will it take and when can you do it.
Rule 3: Target What Is Important First
Make sure to distinguish the goals that are truly important (e.g. completion of a research
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project) from those that may seem urgent but are really not important (e.g. arranging the
weekend's softball game for your buddies). You do not want to spend an inordinate
amount of time doing busywork--work that appears productive but only keeps youoccupied.
Rule 4: Look AheadEssential to being proactive, as opposed to reactive, is to project ahead. One way to
effectively do this is to keep a calendar for each month of the semester. From the syllabifor your courses and the General Information Catalogue, note the important dates such as
test dates, due dates of important assignments, times of mid-term and final exams,
holidays, registration periods, drop dates, and financial aid deadlines. In filling out yourcalendars, note the times of the semester that will be difficult for you and begin to
develop a plan to address the difficulties you anticipate.
An effective tool for those students who occasionally have more to do than they can keep
track of in their minds is the daily "to do" list. First, plan your day at a regular time in the
morning or before bed. Then on a 3x5 card or a sheet of paper, list the specific activitiesyou would like to complete for that day. Examine the list and ask yourself does it
emphasize quadrant 1 and 2 activities or does it contain a lot of unproductive busywork?
If regularly composing daily "to do" lists is not your thing, consider using one when youfind yourself "in the weeds" for example, during mid-terms or the well-known end-of-
semester crunch. A well-crafted list can do wonders.
One Last Word...
If you have never managed your time before, it will take a little bit of time to learn howand to do it. But just like anything else, the more you do it, the better you get. This, in
turn, will allow you to schedule time better and faster. The key, of course, is stick with itfor approximately 30 days so that you can evaluate its effectiveness. You may discoverthat you need to make some slight modifications or maybe even visit the Learning Center
for assistance.
Do not assume, however, that you have to do everything outlined in this section of the
course. Instead identify those suggestions mentioned that will enhance your way ofmanaging time. Perhaps, you prefer to compose daily "to do" lists rather than to maintain
weekly schedules. That's just fine. Be discriminating and remember that, in many cases,
you will have to modify our advice to fit your learning style.
While you are scrutinizing your use of time, make sure to note any patterns to yourwasting time. Also note under what circumstances you use time effectively. No one
knows you better than yourself; in most cases, you are your own best friend.
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Session 5Planning
No discussion on time management would be complete without adequate recognition of
the importance of appropriate planning. The most important rule that you need to
consider is:
FAILING TO PLAN IS PLANNING TO FAIL
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In this session we will explore accepted planning best practices and how they impact time
management.
What is a Plan?
A plan is a road map set in real time to reach an objective or set of objectives through theuse of defined resources.
Information & Planning
Essential information -- you need to know what you have to plan.
Once this is established:
Break the task into manageable chunks.
Gauge the time required for each chunk.
Schedule each chunk into a logical sequence.
Time Management Systems
There are certain key criteria that need to be applied to a time management system:
Functional
Portable
Intelligible
Pitfalls associated with time management systems are:
Totally dis-organized system
Nothing can be located when required.
Perfectly maintained system
Too much time is spent keeping the system in perfect condition as opposed to
actioning the items contained within it.
Key components of a time management system are:
Appointments
Dated deadlines
Tasks - to do and work in progress
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Ideas and notes
Key task identification
Personal information
Financial planning records
Crises log
Project log Contact list
Goals & Time-spans
A time management system is useless if defined goals are not available to work towards.
Strategic Goals - long term goals, perhaps out to five years.
Tactical Goals - medium term goals, from 3 - 12 months ahead.
Operational Goals - short-term goals defining the exact action to be taken. Theschedule may cover hours or days.
Checklist for Goals:
Are they realistic and challenging?
Have they been agreed with the manager and linked to the performance appraisal
system?
Do you know what it will look like when you have achieved the goal
(visualization)?
Are the goals important to you?
Is there a time bound aspect to the goals?
Are the goals SMART? What will the reward be once the goals have been achieved?
NOTES
Cascading
Planning levels should cascade as follows:
Yearly Overview Plan
Monthly Plan
Weekly Plan
Daily Plan
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Note that in the cascade, the time span decreases whereas the level of complexity
increases.
The Daily Plan
The daily plan should cover three main areas:
Scheduled activities for the day showing time allocated to each.
Identification of key tasks for the day to allow them to be prioritized.
Indication of who you need to contact during the day to allow you to completetasks.
When setting out the daily plan pay attention to the following points:
When do you perform best, suit your bio-rhythm?
Build in planning time at the start and end of the day
Prioritize actions into musts, shoulds and coulds and focus on the musts
Leave room forunexpecteds
Dont stack meetings back to back
Batch telephone calls
Build in quality time
Converting Your Daily Plan To A Realistic Action Plan
The first step that you will need to do is to clarify your goal. Try to build a picture ofwhat you want to achieve and what will be the expected outcome. Pay particular attention
on how you will measure your goal.
The second step is to write a list of actions that will be needed to achieve this goal. Are
there any major constraints and what resources do you have achieve your goal?
Now you will have to start prioritizing your actions. What actions can you remove oravoid and still maintain your goal
Once you have completed this task it is possible to organize and order your list of action
into a plan.
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Finally you are at a stage where you can execute, evaluate and possibly adjust your plan
in terms of the goal that you initially set.
It seems simple and it is when you carefully plan these steps.
Exercise: Critically appraise your current time management system. Identify its
strengths and weaknesses. Outline how you might make improvements and the
effect they would have.
Session 6Tips & Techniques
Now that you have learnt the important aspects of time management we can explore
practical tips and techniques that will repeatedly help you manage your time moreefficiently.
In this final section we will explore:
Time Logs
Quality Time Managing Documents
Managing Interruptions
Managing Workspace
Managing Your Phone
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.
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Crises points / tasks
Date Time Activity
Sample Time Log remember to provide as much detail as possible
Time logs will help you understand how you use your time, so that you can identify andeliminate all time-wasting activities. As a result time logs will allow you more time to doyour work and increase your productivity at work. In addition, it will also free time so
that you can also achieve a greater work-life balance.
When you set out first to record your time you will more than likely be surprised at theamount of time-wasting activity you engage in. In addition, you will soon realize that
what you thought you did everyday may be quite different. Be patient and keep filling in
the time log and the benefits will soon pay considerable dividends.
As you become more confident at completing your time logs, it is important to turn your
attention to analyzing these logs.
To do this simply review your log and consider what time spent is valuable, what
activities you should continue to follow and how could you free up time by doing things
differently.
The important aspect of this technique is that it allows you to record and review what you
do and what time is used.
Always remember that time is not an endless commodity.
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
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It allows you to move away from reactive work to proactive work
Dealing with Documents
Document handling can steal a vast quantity of time from your 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
Have a good system for handling your documents that allows you to:
Define what you need to keep and for how long
File materials easily and logically
Facilitates access to materials
Purge the files on a regular basis
Managing Interruptions
In any given day we are all interrupted at some stage from the activity that we are
undertaking. Whether this is by a phonecall or a colleague calling to our office they allcan impact the time you have allocated to a particular task.
Your objective should be to try to reduce the number of unwanted interruptions by
applying the following practical techniques:
Create a visual barrier at your workspace to reduce the incidence of drop-in
visits
Dont 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 cant find
you!
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Tell people that you are busy, explain why and arrange to contact them at a more
suitable time
It is always not possible to manage interruptions but it is important that we try to limit the
frequency if these interruptions.
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Managing Your Workspace
How your workspace is organized has an impact on how efficient you are at managingyour time.
How many times have you said:
I must tidy my desk and get on top of my paperwork.
The following will help you improve your 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 workflow system in your space
Managing Your Phone
The telephone can be responsible for eating vast quantities of your time. Although many
of these calls are a necessary part of your everyday work it is important that you manage
the phone by using the following simple rules:
Batch your outward calls
Delegate calls that you dont 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
In this final section we have explored some practical tips and techniques that will allowyou manage your time more effectively at work.
It is important that you apply and practise these techniques often so that your timemanagement skills will continually improve.
Remember time management is a skill that can be learnt all you have to be is open to
this learning.
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Exercise: Complete a time log each day for the next 2 weeks. Look at the level of
interruption and productivity blockers that appear. Explain how these barriers to
performance can be reduced using effective time management techniques.
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Successful Time Management is based on consistently applying a few simple techniques
to how we approach work and the lives we lead.
Have a great planning system and use it
Take on realistic goals and schedule accurately Do not over-commit
Set and agree priorities to distinguish between urgent and important tasks
Build in some flexibility to cope with unexpecteds
Control your documents, workspace and phone
Dont procrastinate Manage Your Time Today
Define and use periods of quality time in your schedule
Learn to say No in a professional manner
Stay away from perfectionism and aim for excellence
Build in time for personal development
Always you are in control of your own time you may just choose to release the controlat times.
NOTES
NOTES
Post-Assignment
Congratulations on completing the Time Management Training Module.
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To help you assess what you have learnt from this module please complete the following short
assignment.
This assignment has been designed to assist your learning and answers are for your own use only.It is your choice whether you want to take the assignment or not, or if you would like to review
the material as you find the answers for the questions. What is important is that you arecomfortable with the knowledge that you have gained from the training course.
1. What do you think time management is?
2. How does time management benefit the organization?
3. List four essential habits of effective time management?
4. Name and explain two types of time?
5. Explain Coveys four waves of time?
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6. Explain why it is beneficial to stay in Quadrant 2?
7. What does SMART stand for?
8. What is the difference between busy and productive work?
9. How would you deal with indecision or delay?
10. How would you differentiate between urgency and importance?
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11. Complete the following saying and explain what you think it means
Schedule your priorities as opposed to
12. What are the differences between proactive and reactive work?
13. What are the most effective ways of preventing crises?
14. Complete the following saying and explain what you think it means
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Failure to plan is
15. What is a plan?
16. What are the key components of a time management system?
17. What should a Daily Plan include?
18. How should you manage interruptions?
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Action Plan
1. I believe that my Time Management skills are effective in the following areas:
a.
b.
c.
d.
e.
2. These skills are measurable in the following ways:
a.
b.
c.
d.
e.
Note: Be sure goals are specific, attainable and measurable.
3. I believe that I need to improve my knowledge, skills and abilities in the following
areas:
a.
b.
c.
d.
e.
Note: These improvements will represent your goals from completion of the course.
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4. These improvements will be measurable in the following ways:
a.
b.
c.
d.
e.
5. To attain these improvements I will need to:
a.
b.
c.
d.
e.
6. This is how I plan to attain these improvements:
Goal Action Step Target Date Proposed Evidence
7. The following people and resources will assist me in accomplishing my goals:
a.
b.
c.
d.
e.
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8. The following are constraints that may impact the achievement of my goals:
a.
b.
c.
d.
e.
9. Here is a list of others factors that I need to consider in achieving my goals:
a.
b.
c.
d.
e.
10. To achieve my goals will involve:
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
__________________________________________________________________________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
__________________________________________________________________________________________________________________________
_____________________________________________________________
Signed: _____________________________
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Recommended Reading:
The Time Trap: The Classic Book on Time Management by
R. Alec MacKenzie, Alec MacKenzie (Paperback - July 1997)
Time Management from the Inside Out, second edition :The Foolproof System for Taking Control of Your Schedule--
and Your Life by Julie Morgenstern (Paperback)
Time Tactics of Very Successful People by B. Eugene
Griessman (Paperback)
Getting Things Done: The Art of Stress-Free Productivity byDavid Allen (Paperback - January 2003)
How to Get Control of Your Time and Your Life by Alan
Lakein (Mass Market Paperback - July 1996)
How to Be Organized in Spite of Yourself: Time and SpaceManagement That Works With Your Personal Style by
Sunny Schlenger, Roberta Roesch (Paperback)
Time Management for Dummies, Second Edition by JeffreyJ. Mayer (Paperback)
Time Management for the Creative Person : Right-Brain
Strategies for Stopping Procrastination, Getting Control ofthe Clock and Calendar, and Freeing Up Your Time and Your
Life by Lee Silber (Paperback)
Time Management : Proven Techniques for Making the Most
of Your Valuable Time by Marshall J. Cook (Paperback -September 1998)
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Overwhelmed Person's Guide to Time Management by
Ronni Eisenberg, Kate Kelly (Paperback)
Time Management: Increase Your Personal Productivity
And Effectiveness (Harvard Business Essentials) by
Harvard Business School Press (Other Contributor)(Paperback)
10 Natural Laws of Successful Time and Life Managementby Hyrum W. Smith (Paperback)
Organizing from the Inside Out, second edition : The
Foolproof System For Organizing Your Home, Your Officeand Your Life by Julie Morgenstern (Paperback)
Time Management is an Oxymoron by Maynard Rolston(Paperback - November 2001)
Time Management from the Inside Out: The Foolproof
System for Taking Control of Your Schedule and Your Life
by Julie Morgenstern (Paperback)
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