time management. where do we need to spend our time? reading books/magazines physical exercise ...
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TIME MANAGEMENT
WHERE DO WE NEED TO SPEND OUR TIME?Reading Books/MagazinesPhysical ExerciseActive HobbiesChildren/FamilyWriting Letters to Relatives/FriendsSocialising & Social Work
SETTING GOALS & PRIORITIES
CareerStatus / respectMaterial possessionsRelationshipsLeisureLearningSpiritual Growth
THE REQUIREMENTS
1. Decide on Importance
2. Check Attainment
3. Minimise Conflict
4. Review Priority
5. Ensure ‘S M A R T’ Criteria
6. Enlist Support from Others
7. Plenty of Self-Confidence
WRITING “SMART” GOALS
SSpecific
MMeasurable
AAttainable
RRealistic
TTime bound
THE PROCESS
1. Formulate Vision
2. Identify Strengths & Weaknesses
3. Research Opportunities & Threats
4. Select Key Goals
5. Make Action Plans
6. Have Contingency Plan
7. Determination to Implement
HOW EXECUTIVES SPEND TIME
Reading, Writing, Dictating Discussions with boss, subordinates, colleagues Customers/Visitors with or without appointment Incoming/Outgoing telephone calls Meetings Travel & movement time Waiting time Searching for papers
HANDLING TELEPHONES
Educate callers Plan / Consolidate Calls May I help you? Take notes while talking Avoid ping-pong Use e-mail or call-back Screen appointments Have phone discussion meets Learn to terminate calls
HANDLING VISITORS
Quiet Hour Schedule Appointments Go to Them/Stand up Change environment (ODP) Be candid with “gottaminits” Say ‘no’ tactfully and firmly Use verbal/non-verbal cues Meet at reception/special room Make office optionally comfortable
HANDLING PAPERWORK/MAIL
Action, Information, Reading Do, delegate, delay, dump Read - Swap, Speed, Selective Write - Think, Condense, Summary Standardise Letters & Reports Manage by Exception Use Technology & Trust Telephone, Personal Contact Stop Irrelevant Mail/Subscriptions
MANAGING MEETINGS
Decide Objectives Circulate Agenda Select Participants Be on Time Conducive Environment Prepare Thoroughly Professional Chairmanship Action every Item Distribute “Minutes”
IMPORTANT Vs URGENT MATRIX
1 2
3 4
I. URGENT &IMPORTANT
II. NOT URGENT BUT IMPORTANT
III. URGENT BUT NOT IMPORTANT
IV. NOT URGENT
NOT IMPORTANT
Things which matter most must never be at the mercy of things which matter least
Things which matter most must never be at the mercy of things which matter least
Goethe
Put First Things FirstPut first things first!!!
Organizing YourselfOrganizing Yourself
Start with a Yearly Calendar Don’t forget to schedule in time to satisfy all rolesConsistently Develop Weekly and Daily Plans
ORGANISE YOURSELF
Have a daily ‘To-do’ List Focus on ‘A’ not ‘C’ priorities Understand boss’s/organisation’s priorities Consult goals for allocation for time/energy Schedule for week/month – advance planning Look for “Do” instead of “Due” date Prepare ‘PERT’ for large assignments Manage relationships/network for support Decide priority based on need, not sycophancy
MANAGING BOTTLE-NECKS
Be a squeaking wheelBypass the systemAnnounce that you will take actionMake it a matter of honourUse positive reinforcement
AVOIDING CRISES Start early enough Clear communication – no misunderstandings Periodic status reports for early warning Follow-through after delegating Make a contingency plan
ENDING YOUR WORK-DAYTidy upEvaluate your day
Was I proactive or reactive?
Did I establish & accomplish my major goal?
Did others intrude unduly on my time?
Was I guilty of wheel spinning activities?
If I were to live this day over, what would I do?
Plan the next day’s activities
ASSERTIVENESS
Assertiveness is the ability to communicate your needs, feelings, opinions, and beliefs in an open and honest manner without violating the rights of others
ASSERTIVENESS
1. Is not the same as aggressive behaviour
2. Aggressive behaviour enhances self at the expense of others
3. Assertiveness produces positive outcomes for all; Aggressive acts result in negative outcomes
WHAT WILL IT DO
1. Increases self-confidence
2. Elevates self-esteem
3. Gain respect of others
4. Improves communication
5. Enhances decision-making ability
Examples of Passive Behaviour
Avoiding eye contact Quiet, strained voice Sentences not finished Nervous movements - fiddling with objects Physically backing away Apologising a lot Agreeing without questioning
Examples of Aggressive behaviours
Glaring/staring Loud voice Lots of interruptions Finger wagging Hands on hips Physically moving towards the other person Blaming Stating opinions as facts
HOW TO BE ASSERTIVE
1. Be honest & direct about your needs & feelings
2. Express yourself firmly & directly
3. Be reasonable in your requests
4. State your viewpoint without being apologetic
5. Be honest when giving or receiving feedback
6. Learn to say “no” to unreasonable expectations
7. Paraphrase what others have stated to you
HOW TO BE ASSERTIVE
8. Recognise & respect the rights of those around you
9. Use appropriate tome of voice
10. Be aware of body posture and body language
11. Maintain eye contact
12. Use “I” statements to express self
13. Don’t let others impose their values/ideas on you
14. Encourage others to be clear and direct
15. Take ownership
What Is Stress?Stress
Psychological, Emotional, Physiological Response
Stressors Threatening Environmental
Conditions
Why Is StressManagement Important?
Organizational Costs
Individual Costs Health Impairment Job Burnout Performance
Decline
Exhibit 6.1: Relationship BetweenStress and Job Performance
Experiencing stress
STRESSORSAnticipatory,
Encounter,Time, Situational
REACTIONSPhysiological,
Psychological
RESILIENCYPhysical
Psychological
Social
Exhibit 6.2: Model of the Stress Management Process
Potential Stressors
Personal FactorsFamily problemsFinancial problemsHealth problems
Organizational FactorsHigh stress occupationJob roleOverloadUnder-utilizationRole ambiguityRole conflictResponsibility for others
Job EnvironmentPoor working conditionsOrganizational politicsPoor work relationships
Environmental FactorsEconomic UncertaintyTechnological ChangePolitics
Consequences
PsychologicalHeart DiseaseUlcersHeadaches
EmotionalAnxietyDepressionBurnout
BehavioralAggressionProductivityAvoidance
Successful CopingHigh self esteemGoal accomplishmentFeeling of well being
Stress Management
IndividualSeek helpTime managementChange jobsBuild resiliencyPersonalityCompanionship ExperienceHealth (Exercise, diet)RelaxationRecreation
OrganizationalJob DesignSelection & PlacementTraining & MentoringTeam BuildingEmployee AssistanceCommunicatingWellness Promotion
Experienced Stress(SYMPTOM AWARENESS)
Managing Stress: Objectives Becoming Aware of Negative Stress
SymptomsDetermining the SourcesDetermining the CauseAnd then…
Cope temporarily with the stress Eliminate stressors Develop resiliency
How Can Awareness of Stress Symptoms Be Enhanced?
Physical SymptomsPsychological Substitutes
Never Rarely Sometimes Often Always
Constant fatigue [] [] [] [] []
Low energy level [] [] [] [] []
Recurring headaches [] [] [] [] []
Gastrointestinal disorders [] [] [] [] []
Bad breath [] [] [] [] []
Sweaty hands or feet [] [] [] [] []
Dizziness [] [] [] [] []
High blood pressure [] [] [] [] []
Pounding heart [] [] [] [] []
Types of Stressors: CausesTimeEncounterSituationalAnticipatory
Managing Stress
Eliminate Stressors
Develop Resiliency
Temporary coping
mechanismsPermanent
effects
Long term Short term
Enactive approach
Proactive approach
Reactive approach
Long time required
Moderate time required
Immediate
Resiliency:Physiological
Cardiovascular conditioning
Proper dietSocial
Supportive relations Mentors teamwork
Psychological–Balanced lifestyle
–Hardy personality
–Small wins strategy
–Relaxation techniques
Short term strategiesReframing Imagery
Types of stressors and what we can do about themTime Stressors
Work overload Lack of control
Elimination Strategies Principles of time management Delegation
Eliminating time stressors:Time management “Effective time management can enable
managers to gain control over their time and organize their fragmented, chaotic environment.”
Effective time management means…Spending time on important, not just
urgent mattersDistinguishing clearly between
importance and urgencyFocusing on results not methodsNot feeling guilty when saying no
Effective time management
URGENCY
High Low
IMP
OR
TA
NC
E
Low
High
80/20 Rule
Activities Time Spent Results
Trivial 80% 20%
Vital 20% 80%
Efficient time managementToo little time; too much to doHow do I get more done?
Schedule
Schedule Activities• Horizontal Scheduling• Vertical Scheduling• Directing and Controlling
Rules Read selectively Make lists Everything in its place Prioritize Multitask the routine Discretionary task jar Divide up the big jobs Critical 20% Best time for important jobs Arrange non-interrupted time
Don’t procrastinate Keep track of time Set deadlines Use waiting time Designate time for busy
work Closure on one thing a day Schedule personal time Limit worry time Long term objectives Continuous improvement
Tips for managers
Hold routine meetings at end of day Set time limit Hold meetings only if needed Agendas, minutes Start on time Paper work decisions Organize Limit interruptions
DelegateEmpowerment: allow for initiativeGive credit to those who deserve it
Types of stressors and what we can do about them Encounter Stressors:
Role Conflicts Issue Interaction
Elimination Strategies: Delegation Interpersonal skills
Conflict resolution
Resilience Social support; Collaboration
Self awareness EQ
Types of stressors and what we can do about themSituational Stressors:
Unfavourable working conditions Rapid change
Elimination Strategies: Work redesign Changing jobs
Short term Strategies resiliency
Work redesignLevel of task demandLevel of autonomy (individual control &
discretion)Level of interestFeedback
Types of stressors and what we can do about themAnticipatory Stressors:
Unpleasant expectations Fear
Elimination Strategies: Time management
Priorities; planning
Short term strategiesResiliency
Stress and Self awarenessValuesAttitude towards changeCognitive style Interpersonal orientation
“There is more to life than increasing its speed.”
Mahatma Gandhi
TIME MANAGEMENT