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TIME MANAGEMENT Dr. Warren C. Weber Time Management

Dec 18, 2015

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  • Slide 1
  • TIME MANAGEMENT Dr. Warren C. Weber Time Management
  • Slide 2
  • TIME MANAGEMENT Time Management Problem Solving Decision Making Leadership Delegation Communication Control Time Topics
  • Slide 3
  • TIME MANAGEMENT No one has enough time, yet everyone has all there is! PARKINSON'S LAWS #1--Work expands to fill the time available. #2-Managers tend to spend time in amounts inversely related to the importance of their tasks. #3--Expenditures rise to meet incomes. MURPHY'S LAWS #1--If anything can go wrong, it will. #2--Nothing is as simple as it seems. #3--Everything takes longer than you think. Timely Statements
  • Slide 4
  • TIME MANAGEMENT Peter Principle People tend to rise to their level of incompetence. Pareto Principle 80 percent of time expended yields 20 percent of the results. Principle of Calculated Neglect Despite their apparent urgency, some problems, if left alone, will go away. Timely Principles
  • Slide 5
  • TIME MANAGEMENT 1. Did you ever lie to a teacher or policeman?________ 2. Do you think people who steal do it because they always have?________ 3. If you saw another person stealing on the job would you turn that person in to the boss?________ 4. When you are wrong, do you usually admit it?________ 5. Is it very important for you to be trusted?________ 6. Have you ever been disgusted with yourself because you did something dishonest?________ 7. Do you think you are sometimes too honest?________ 8. Do you believe everyone is dishonest to a certain degree?________ 9. Do you agree with this: once a thief, always a thief?________ 10. Is it worse if someone takes something from a small store rather than from a large chain store?________ _________________________________ CORRECT ANSWERS: 1, 2, 3, 4, 5 = YES. 6, 7, 8, 9, 10 = NO HOW HONEST ARE YOU?
  • Slide 6
  • TIME MANAGEMENT My Goals (Real or Perceived) My Motives For Pursuing This Goal Activities I Do Which Lead To This Goal Activities I Do Which Detract From This Goal 1. 2. 3. Personal Motivations Worksheet
  • Slide 7
  • TIME MANAGEMENT Unclear Objectives Procrastination Perfectionism Interruptions Attempting Too Much Blaming Others Making Mistakes Interruptions-- Meetings Idle Chit Chat Failure to Listen Lack of Delegation Time Wasters
  • Slide 8
  • TIME MANAGEMENT MY SOLUTIONS 1. 2. 3. 4. 5. MY TIME PROBLEMS 1. 2. 3. 4. 5. Time Management Problems
  • Slide 9
  • TIME MANAGEMENT Organize work space Use a calendar Handle correspondence effectively Short answers. Answers on correspondence Summaries and abstracts. Avoid memos and reports Use form letters. Handle only once Avoid information overload Use blocks of time and quiet time Cluttered deskcluttered mind Use the round file Getting Organized
  • Slide 10
  • TIME MANAGEMENT Learn How to Use Technology Take the Time Use Technology Properly Use Technology Fully Use Technology
  • Slide 11
  • TIME MANAGEMENT 1. Confront ProblemsDont evade them 2. Keep in Mind Basic Procedures 3. Clarify Problems by Writing Out 4. Get All the Facts 5. Overcome Your Prejudices 6. Use Common Sense 7. Tackle Problems in an Orderly Way Problem-Solving Help
  • Slide 12
  • TIME MANAGEMENT 8. Dont Oversimplify 9. See Opportunities in Problems 10. Plan Ahead to Avoid Problems 11. Make Reasonable Adjustments 12. Get Beyond Faultfinding 13. Seek Advice 14. Be Decisive 15. Do What You Can Problem-Solving Help, Contd.
  • Slide 13
  • TIME MANAGEMENT 1. Stop stewing and second guessing. Trust your hunches and intuition. 2. Calm Down. Dont make decisions when angry. 3. Keep the ball in your court. Remember, its your decision.. 4. Avoid oversimplification. Some decisions are difficult to make. 5. Relax. You can always change your mind. Advice on Decision Making
  • Slide 14
  • TIME MANAGEMENT NOT TO DECIDE Not to Decide
  • Slide 15
  • TIME MANAGEMENT NOT TO DECIDE IS TO DECIDE Is to Decide
  • Slide 16
  • TIME MANAGEMENT 1. Confront problems. Dont evade them. 2. Keep in mind basic procedures 3. Clarify problems by writing them out 4. Get all the facts 5. Overcome prejudice 6. Use common sense 7. Tackle problems in an orderly way Problem-Solving Help
  • Slide 17
  • TIME MANAGEMENT 8.See opportunities in problems 9.Avoid problems by planning ahead 10.Be willing to make reasonable adjustments 11. Dont find fault 12. Seek advice 13. Be decisive 14. Do what you can Problem-Solving Help, Contd.
  • Slide 18
  • TIME MANAGEMENT STEP 2 GATHER & ANALYZE FACTS STEP 1 DEFINE PROBLEM STEP 3 DEVELOP ALTERNA- TIVES STEP 4 EVALUATE ALTERNA- TIVES STEP 6 ANALYZE CONSE- QUENCES STEP 7 IMPLEMENT DECISION STEP 8 FOLLOW UP & REVISE IF NEC. STEP 5 SELECT BEST AL- TERNATIVE THE CRUX HOW WELL DO THEY SOLVE THE PROBLEM? ARE THEY COMPATIBLE WITH OUR GOALS AND RESOURCES? The Decision-Making Process
  • Slide 19
  • TIME MANAGEMENT CHAOTIC DECISION WORLD OPERATIONAL DECISION WORLD IDEAL DECISION WORLD ? ? ? ? ? ? P =.5 P =.l P =.8 P =.25 P = 1.0 UNCERTAINTYRISKSCERTAINTY The Decision World
  • Slide 20
  • TIME MANAGEMENT Advantages 1. More information and knowledge available 2. More alternatives are generated 3.More acceptance of the final decision 4. Enhanced communication likely 5.More accurate decisions generally emerge Disadvantages 1.The process takes longer and is costlier 2.Compromise decisions resulting from indecisiveness may emerge 3.One person may dominate the group 4.Groupthink may occur Group Decision Making
  • Slide 21
  • TIME MANAGEMENT 1.Suspend judgment while you listen to your inner voice. 2.Be flexible, creative and playful with your thoughts.. 3Brainstorm, use mind-mapping. Write down whatever thoughts you have. 4. Practice stress reduction, relaxation, and meditation 5. Keep a daily or weekly journal. Use Your Intuition
  • Slide 22
  • TIME MANAGEMENT Assertiveness Vs. Aggressiveness Saying No
  • Slide 23
  • TIME MANAGEMENT 1.Judge your own behavior, thoughts, and emotions and to take responsibility for their initiation and consequences upon yourself. 2. Offer no reasons for your behavior 3. Judge if you are responsible for finding solutions to others problems 4. Change your mind 5. Make mistakes 6. Say "I dont know! 7. Be independent of the goodwill of others before coping with them. 8. Be illogical in making decisions 9. Say I dont understand. 10. Say I dont care. *Smith, Manuel J., When I Say No, I Feel Guilty. Assertive RightsYou Have the Right To:
  • Slide 24
  • TIME MANAGEMENT 1.Specify the results expected 2.Explain WHY you are delegating 3.Give the necessary authority to carry out the task 4.Let others know of the delegation 5.Have confidence of subordinates The Dos of Delegation
  • Slide 25
  • TIME MANAGEMENT 1.Dont delegate just trivial tasks 2. Dont expect others to do the job as well as you can 3.Dont delegate hapazardly 4. Dont be an autocratic delegator 5. Dont check constantly to see how things are going 6. Dont take credit for the results achieved by subordinates 7. Dont just overload subordinates The Donts of Delegation
  • Slide 26
  • TIME MANAGEMENT 1. Manager disorganizedUnable to plan work and then delegate. 2. Manager may worry that the subordinate will do too well and be a threat. 3. Manager may not trust the subordinate to do the job well. 4. Subordinate may be afraid of failure and reprimand. 5. Subordinate may feel that there are no rewards for accepting the added responsibility. 6. Subordinates may prefer to avoid risk and let the manager take the responsibility. 7. Subordinate may have poor instructions or training. Why Delegation Fails
  • Slide 27
  • TIME MANAGEMENT 1. Allow people initiativeallow them to act. 2. Get people to make decisions. 3. Dont chop their heads off if they make mistakes. 4. Dont allow a climate of fear to develop. 5. Allow people to grow and advance in their positions. When they do well, you look better. 6. Delegation requires instructions which are: Complete, clear and carry sufficient authority. Destroying Delegation Problems
  • Slide 28
  • TIME MANAGEMENT Causes 1. Resistance to being controlled 2. Fear of Failure 3. Fear of Success 4. Job Dissatisfaction 5. Thrill Seeking Overcoming 1. Be realistic about how long things take 2. Allow for Interruptions and Disruptions 3. Learn to Use Little Bits of Time 4. Dont spread yourself too thin 5. Schedule tasks at your high energy time Procrastination Problems
  • Slide 29
  • TIME MANAGEMENT 1. Do tomorrow what you could not do today. 2. Place your 1A item in the center of your desk for tomorrow. 3. Select the best time of the day for the work required. 4. Use blank spaces of time constructively. 5. Start with the tough part. 6. When bogged down or overwhelmed, take a break! 7. Turn difficult tasks into games. 8. Youve got to have your list. Procrastinate Productively
  • Slide 30
  • TIME MANAGEMENT 1. Time your calls when you can most likely reach your party. 2. Use an assistant 3. Be professional 4. Get a direct number 5. Be authoritative 6. Dont offer too much information 7. Be persistent Timely Telephone Tips
  • Slide 31
  • TIME MANAGEMENT ____ A. You have received a report from Miss Personnel that Mr. K is looking for another job outside the comp
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