managing time hand book
Post on 29-May-2018
217 Views
Preview:
TRANSCRIPT
-
8/9/2019 Managing Time Hand Book
1/15
Managing Time
1
Managing Time
-
8/9/2019 Managing Time Hand Book
2/15
Managing Time
2
Time Management
Objectives of this session will enable participants to:
y Analyse how they currently spend/allocate their time
at work.
y Identify areas where they feel improvements would be
beneficial.
y Be aware of a range of techniques which will assist inthe effective management of time.
The supply of time is totally inelastic.Time is totally perishable and cannot be stored.
Time is totally irreplaceable.there is no substitute for time.
PeterDrucker, The Effective Manager.
-
8/9/2019 Managing Time Hand Book
3/15
Managing Time
3
Effectiveness & Efficiency
Being effective means:
Being efficient means:
-
8/9/2019 Managing Time Hand Book
4/15
Managing Time
4
The Three Variables of
Effectiveness and Efficiency
Job Satisfaction comes fromUNDERSTANDING
and CO-ORDINATING all three.
1.
Where my time
SHOULD be spent e.g. Communicating with staff,coaching, motivating
2.Where my time is
ACTUALLYspent
3.Where I PREFERto
spend my timee.g. Being creative, designing
new systems andresearching
e.g. At my desk completingreports, dealing withcorrespondence
-
8/9/2019 Managing Time Hand Book
5/15
Managing Time
5
Effective Management An Overview
1. Whatis yourrolein the organisation?-
Job Description- Expectations
2. What are yourgoals and objectives?- Work & personal
SMART
3. What are yourtasks and responsibilities?- Discuss and agree- Priorities
4. How do you manage yourtime?- Organiser/Diary-
Meetings- Priorities
5. Do you haveregularperformancereviews?- Appraisal- Feedback
6. Have you a Personal DevelopmentPlan?- Areas for
Improvement- Training and
Development
-
8/9/2019 Managing Time Hand Book
6/15
Managing Time
6
Job Analysis
1. Write down, briefly, what you are employed to do.
2. Write down the goals and objectives of your job.
3. Write down the tasks and responsibilities that will help you to achieve the goals and
objectives.
4. Specify a percentage of time that you think should be allocated to each of the tasks and
responsibilities.
5. How could you review your effectiveness/efficiency?
6. Suggest areas for improvement to be included in your Personal Development Plan.
-
8/9/2019 Managing Time Hand Book
7/15
Day .. Date ..
Month .. Year ..
Start TimeFinish
Time Activity Activity Categories1 2 3 4 5 6 7 8 9 10 1
HrsMins
Daily Time Log Analysis
-
8/9/2019 Managing Time Hand Book
8/15
Managing Time
8
Daily Time Log
Examples of activity categories could include:
1. Meetings
2. Telephoning
3. Correspondence
4. Travelling
5. With customers
6. With suppliers
7. With staff
8. With managers
9. Walking the job
10. Report writing
11. Own projects
12. Office routine
13. Training
14. Preparation & planning
15. Holidays
16. Computer Work
17. E-mail/internet
-
8/9/2019 Managing Time Hand Book
9/15
Managing Time
9
Which Time Zone do you live in?
Zone 1
- Quite life- No pressure- Own pace- Relaxed attitude- What deadline?
- Frequently late- Not organised
NON STARTER
Zone 2
- Sociable- Act on impulse- Dontthinkthingsthrough- Spontaneous- No need to plan every detail
- Variety and speed- Results orientated
ENJOYER
Zone 3
- Organised
- Planscarefully- Routine- Conscious ofself and
health- Thinksthingsthrough- Long term goals- Careerstructure
FUTURIST
Zone 4
- Alwaysvery punctual
-Thrives on tighttimescales
- Well organised- Works bestunderpressure- Welcomeschallenges- Cantrelax- Sometimes last minute
TIME CONSCIOUS
-
8/9/2019 Managing Time Hand Book
10/15
Managing Time
10
Prioritising
PRIORITY = URGENCY x IMPORTANCE
y A high priority task is both urgent and important.
y A medium priority task may be either urgent or important, but never both.
y A low priority task is neither urgent nor important.
Write a list of all your tasks. If you have any choice in the matter, always put each task on trial by
asking yourself:
y Why am I doing this?
y How will this help me achieve one of my goals?
y Could I save time by doing it in a different way?
y Should this be delegated?
y Can this be dropped entirely?
If the job must be done and by you, rate it on importance using the following scale:
1. = Unimportant. Would not result in major problems if not done.
2. = Important. Would cause serious problems if not done.
3. = Essential. Must be finished.
Next rate it on urgency, using a similar scale:
1. = Low. Can be done any time.
2. = Medium. Must be finished this week.
3. =High. Must be done in the next few hours.
-
8/9/2019 Managing Time Hand Book
11/15
Managing Time
11
Priority Ratings
Task Importance x Urgency = Priority
1. _________ _________ x __________ = __________
2. _________ _________ x __________ = __________
3. _________ _________ x __________ = __________
4. _________ _________ x __________ = __________
5. _________ _________ x __________ = __________
6. _________ _________ x __________ = __________
Tasks in order of priority
1. _______________________________________________________
2. _______________________________________________________
3. _______________________________________________________
4. ____________________________ ___________________________
5. _______________________________________________________
6. _______________________________________________________
-
8/9/2019 Managing Time Hand Book
12/15
VERY IMPORTANT
NOT IMPORTANT
VERY
URGENT
-
8/9/2019 Managing Time Hand Book
13/15
Managing Time
13
Prime-Time
+100%Fully Energised
0%
OK
-100%De-Motivated
6.00 am Noon 11.00 pm
-
8/9/2019 Managing Time Hand Book
14/15
Managing Time
14
Time Stealers
Inability to Say N
o
Always
YES
Want to helpWant to Feel
Important
Feel it a
Weakness
to say NO
Dont want
to upset
anyone
OVERLOAD, LOWER
STANDARDS,
DISAPPOINTMENTS
Learn to say No by e.g.
y Pointing out what would suffer
y Suggesting a later date for completion
y Suggesting an alternative
-
8/9/2019 Managing Time Hand Book
15/15
Managing Time
15
top related