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1 TIME MANAGEMENT
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1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

Mar 29, 2015

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Donavan Easton
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Page 1: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

TIME MANAGEMENT

Page 2: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

What is time ?Why time management?How to manage time

– Meetings– Telephoning– Priorotising etc

Content

Page 3: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

TIME, WHAT IS IT?

It is the passing of lifeA resource common to all It cannot be stored or

saved.It is MONEY

Page 4: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

TIME MANAGEMENTTechniques designed to

enable one do more in less time with better results.

Page 5: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

Why Time Management?

For improved performance Improved productivity Goal achievement Effectiveness Efficiency Stress reduction.

Page 6: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SOME COMMON TIME WASTERS/ROBBERS

ProcrastinationTelephone interruptionsLack of priorities, objectives,

deadlinesDrop-in visitorsPoorly Managed MeetingsImproper delegationSearching

Page 7: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

MANAGING YOUR TIME

Plan your time by making a “to do” list

Establish priorities for the various tasks and duties

Prepare a time budget & inventory

Keep a daily time log.

Page 8: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SETTING PRIORITIES

Priority A - Must do - critical items (something you must

do or face serious consequences)

Priority B - Should do - (of mild consequence)

Priority C - Nice to doPriority D - Something you can

delegatePriority E - Something you can

eliminate

Page 9: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SETTING PRIORITIES (CONT’D)

IMPORTANCE

Urg

en

cy Low

High

Low High

Do not do it

Ask Someone to do it

Do it later

Do it now and do it yourself

Page 10: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

AUDIT YOUR DAY

WHAT DID YOU DO EVERY MINUTE?

WAS THE TIME USED OR WASTED?

HOW WILL YOU DEAL WITH IT THE NEXT DAY?

Page 11: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

CAUSES OF PROCRASTINATION

Self-doubtSearch for perfectionExcessive socialisingPriority inverter.

Page 12: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

DEALING WITH PROCRASTINATION

Allocate enough time for complex work

Break work into smaller tasksIf it involves some form of

creativity, do it when you are at your most energetic time

Use deadlines.

Page 13: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

Meetings

Be consistent with the purpose of the meeting

Start and end on timeTake minutesSummarise activities and

review assignments.

Page 14: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

TELEPHONEAvoid a lot of personal callsAllocate time for making callsPlan what you are going to sayKeep conversation shortIf possible, have someone screen

your calls Keep a directory of frequently

called numbers.

Page 15: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

DEALING WITH CLUTTERED DESK

Handle each paper onceApply the “GUTS” technique

– Give it away– Use it– Throw it away– Send it.

Page 16: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SORT MAILS INTO:

A -Action folder - requires immediate attention

I -InformationD -Deferred folders - spare

moments/ a break from concentrating on more substantial matters.

NB: A clear desk is the foundation for tomorrow’s work.

Page 17: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

CONTROLLING VISITORS

Do not overdo the open door policySet time limits for visits and stick to them Meet visitors outside your doorConfer while standingSet the agenda early in the conversation If possible have someone screen your

visitorsUse your office for business activities and

let others know this.

Page 18: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

Summary of 5S

Separate

items

Items necessary

Items not necessary

Items not used but must keep

Items sometimes used

Items frequently used

Items of no value but costly to dispose

Items of some value

Items of no value & easily disposable

STRATIFICATION

Store with identification

Place farther away

Place near point of use

Find cheapest disposal

Sell to best buyer

Dispose of immediately

REQUIRED ACTION

Page 19: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

ELIMINATING SEARCHING

CLEAN UPTIDY UP PROVIDE HOMESPROVIDE LABLESPROVIDE

ENOUGH

MONITOR MOVEMENT

KEEP RECORDS LEAVE

FORWARDING ADDRESS

EDUCATE ALL

Page 20: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SUMMARY

Develop a personal sense of time

Identify long and short term goals

Plan each dayDo high priority actions firstMark appointments, meetings

and deadlines in your diary.

Page 21: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

SUMMARY (Cont’d)

Make the best every timeOrganise office workManage meetingsDelegate effectivelyManage your health.

Page 22: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

4Ds of time management

Desire– An intense, burning desire to

control your time to achieve maximum effectiveness

Decision– Make a clear and firm decision that

you are going to practise good time management till it becomes a habit.

Page 23: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

4Ds of time management (CONT’D)

Discipline– Discipline yourself to make it a

lifelong practice

Determination– Be willing to persist in the midst of

all the difficulties until you become an effective time manager.

Page 24: 1 TIME MANAGEMENT. 2 What is time ? Why time management? How to manage time – Meetings – Telephoning – Priorotising etc Content.

End of presentation on

TIME MANAGEMENT