8. time management

CK Consultancy

Time Management Learning Partner: Carlina Patuwo

Characteristics of Time

Feb 2012 2 @CK CONSULTANCY | To Be A Smart Secretary | All rights reserved

What is Time?

A dimension within which things change

The medium through which goals are accomplished

Time can not be managed, we can only manage ourselves

Those who do not take the time to do something right, must make the time to do it over

Time is a scarce/limited commodity

Time cannot be bought or exchanged or rented

Un-storable: Time cannot be saved or stored

It is impossible to increase or decrease time

Invariable: The passage of time is constant

Irrevocable: Time cannot be recalled

Universal: Time is equal for all people

Indivisible: Time is life

What is Time Management ? Time management is about

managing your day effectively so you can achieve all that you want to achieve.

Doing the Right job right (Effective) and not doing the job/thing right (Efficiency/Efficient)

The more hour people work, the more time they assume they have to finish.

Feb 2012 @CK CONSULTANCY | To Be A Smart Secretary | All rights reserved 3

Why Secretary Needs To Manage Her Time Because:

Wasting time causes stress

Managing time improves productivity

Managing time improves your quality of life


Time Management Tools Costing Your Time - finding out

how much your time is worth

Deciding Work Priorities – making sure you concentrate on the right things

Activity Logs – checking how you really spend your time

Prioritized To Do Lists - tackling the right tasks first

Effective Scheduling – planning to make the best use of your time


Common Problems I am BUSY

I do not have time

I am not happy with my life

I do not feel I have achieved anything this year

I do not have control on my life

I wish I have more than 24 hours per day, so that I can get more things done

6 @CK CONSULTANCY | To Be A Smart Secretary | All rights reserved Feb 2012

Time Management Barriers Identify Time Management Barriers and Dealing with Time Wasters

Efficiency

Overwhelm

Interruptions

Prioritizing

Setting Limits


Setting The Priorities

Concentrates on three areas:

Clarifying what you enjoy,

Understanding what your strengths, and weaknesses are, and

Working out both what your job is and what constitutes excellent performance.


Steven R. Covey Matrix Urgent – Important Matrix

Urgent: An activity that you or others feel requires immediate attention.

Important: An activity that you find valuable and that contributes to your mission, values, and high-priority goals.

Urgent Not Urgent

No

t Im

po

rtan

t Im

po

rtan

t


+ Urgent

- Important + Important

- Urgent

Setting Priorities



At the heart of time management is an important

shift in focus: Concentrate on Results, NOT on

Being Busy.

Procrastination Procrastination is the habit of

postponing an important task or activity endlessly without any reason.

Procrastination leads to

• Wasted Time

• Missed Opportunities

• Poor Performance

• Self-Depreciation

• Increased Stress


Why Do We Really Procrastinate?

Because ..

Stress and Anxiety

Difficulty Concentrating

Negative Beliefs

Fear of Failure

Boring Tasks

Unrealistic Expectations/Perfectionism

Poor Time Management

Preoccupation with Personal Problems



Questions?


Thank You & Good Luck For further information, please don’t hesitate to call:

CK CONSULTANCY

(E) [email protected]

8. time management

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