Download - Chapter 6 Time Management-1
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Project Management
Time Management
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Outline
Introduction Understanding Time Management
Time Robbers
Time Management Forms
Effective Time Management
Stress and Burnout
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Time Robbers
Incomplete work
A job poorly done that must be done over
Poor communications channels
Uncontrolled telephone calls
Lack of adequate responsibility and
commensurate authorityPoor functional performance
Changes without direct notification/ explanation
Casual visitors
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Time Robbers(Continued)
Waiting for people
Failure to delegate, or unwise delegation
Poor retrieval systemsLack of information in a ready-to-use format
Day-to-day administration
Spending more time than anticipated inanswering questions
Lack of sufficient clerical support
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Time Robbers(Continued)
Late appointments
Impromptu tasks
Union grievancesHaving to explain thinking to superiors
Too many levels of review
Too many people in a small areaOffice casual conversations
Misplaced information
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Time Robbers(Continued)
Sorting mail
Record-keeping
Shifting prioritiesIndecision or delaying decisions
Procrastination
Proofreading correspondenceSetting up appointments
Too many meetings
Monitoring delegated work
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Time Robbers(Continued)Unclear roles/job descriptions
Unnecessary crisis intervention
Overcommitted outside activitiesExecutive meddling
Budget adherence requirements
Poorly educated customers
Need to get involved in details to get job done
Not enough proven or trustworthy managers
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Time Robbers(Continued)Vague goals and objectives
Lack of job description
Too many people involved in minor decision
making
Lack of technical knowledge
Disorganization of superiors
Lack of commitment from higher authorities
Not being responsible for the full scope
Indecision on the part of higher
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Time Robbers(Continued)
Lack of authorization to make judgement
decisions
Poor functional status reportingInability to use ones full potential
Overeducated for daily tasks
Work overload
Unreasonable time constraints
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Time Robbers(Continued)
Too much travel
Lack of adequate project management tools
Poor functional communications/writingskills
Departmental buck passing
Meetings with executives
Inability to relate to peers in a personal way
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Time Robbers(Continued)Rush into decisions/beat the deadlines
People being overpaid for their work
Lack of reward (a pat on the back can dowonders)
Expecting too much from ones people and
oneselfMultiple time constraints
Non-supportive family
Company political power struggles
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Time Robbers(Continued)Going from crisis to crisis
Conflicting directives
Line management acting as a father figure
Fire drills
Lack of privacy
Lack of challenge in job dutiesProject manager not involved/
unknowledgeable about decision making
Bureaucratic roadblocks (ego)
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Time Robbers(Continued)
Empire-building line managers
No communication between sales and engineering
Too much work for one person to handle
effectively
Excessive paperwork
Lack of clerical/administrative support
Workload growing faster than capacity
Dealing with unreliable subcontractors
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Time Robbers(Continued)Reeducating project managers
Lack of new business
Personnel not willing to take risksDemand for short-term results
Lack of long-range planning
Being over-directed
Changing company systems, which requires
relearning
Overreacting management
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Time Robbers(Continued)Poor lead time on projects
Disregard for company or personal things
Documentation (reports/red tape)
Large number of projects
Inadequate or inappropriate requirements
Desire for perfectionLack of dedication by technical experts
Poor salary compared to contemporaries
Lack of project organization
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Time Robbers(Continued)
Constant pressure
Constant interruptions
Problems coming in waves
Severe home constraints
Project monetary problemsShifting of functional personnel
Lack of employee discipline
Lack of qualified manpower
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Practice Effective Time
Management
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Practice Effective Time
Management
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Effective Time Management
Delegate.
Follow the schedule.
Decide fast.
Decide who should attend.
Learn to say no.
Start now.
Do the tough part first.
Travel light.
Work at travel stops.
Eff ti Ti M t
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Effective Time Management(continued)
Avoid useless memos.
Refuse to do the unimportant.
Look ahead.
Ask: Is this trip necessary?Know your energy cycle.
Control telephone time.
Send out the meeting agenda.
Shut off in-house visits.
Overcome procrastination.
Mana e b exce tion.
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Rules
Conduct a time analysis (time log).
Plan solid blocks for important things.
Classify your activities.
Establish priorities.
Establish opportunity cost on activities.
Train your system (boss, subordinate, peers).
Practice delegation.Practice calculated neglect.
Practice management by exception.
Focus on opportunities - not on problems.
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Stress and Burnout
Being tired
Feeling depressed
Being physically and emotionally
exhaustedBurned out
Being unhappy
Feeling trappedFeeling worthless
Feeling resentful and disillusioned people
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Stress and Burnout(continued)
Feeling hopeless
Feeling ejected
Feeling anxious
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Questions
Questions
What am I doing that I dont have to be
doing at all?What am I doing that can be done better
by someone else?
What am I doing that could be done aswell by someone else?
Am I establishing the right priorities for
my activities?