time management apamsa leadership development module
TRANSCRIPT
TIME MANAGEMENT APAMSA Leadership Development Module
Time Management
Leaders are often pressed for time, burdened with incessant demands, and confronted with crises
Consider the following approaches to better manage your time, cope with demands, and manage crises
Task-Oriented Behaviors
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Task-Oriented Behaviors
Time Management
Consider the practical importance of time management for efficient leadership functioning
Identify 3 personal and team-related tasks for the upcoming week and rank them by priority, and then create a 7-day schedule with allotted hours for each task according to priority
Leadership Challenge (10)
Time Management
Recognize the reasons for demands and constraints
Expand your options Set goals Determine how time
is spent
Schedule daily and weekly activities
Avoid unnecessary activities
Conquer procrastination
Utilize reactive activities
Make time for reflective planning
Guidelines For Time Management
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Demands and constraints arise from people's expectations of the leadership role
People's expectations are in turn derived from their values and needs
Investigate what the people really desire through face-to-face communications, thoughtful questioning, and active listening
Reasons For Demands & Constraints
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Establish a broader perspective in regards to expectations (i.e., to produce a health fair vs. to produce an event with 250 attendees)
Goal is to minimize, eliminate, or circumvent the people’s demands and expectations
Method: Redefine the leadership role to allow more discretion in expectations
Expand Your Options
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Know what you want to accomplish and set clear goals
Review your goals and rank them by priority
Consider your priorities to recognize important tasks and allot time accordingly
Set Goals
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Recognize how you manage your time with a daily log of activities for 1-2 weeks
Observe the cause for each activity (i.e., self, superior, peer, organization) and whether it was planned or a reaction to urgent situation
Time wasters should be noted (e.g., unnecessary interruptions, searching for misplaced items, meetings that run too long)
Determine How Time Is Spent
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Consider the importance of each activity and whether it can be avoided, combined with others, or given less time
Minimize time wasters, activities initiated by others and in reaction to urgent situations
Allot enough time for planned activities of high priority
Determine How Time Is Spent
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Plan daily and weekly activities in advance with a to-do list and calendar of events
Prioritize activities and events
Set time to plan the next day’s or week’s activities
Schedule Daily and Weekly Activities
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Reschedule or delegate activities of lower priority if time is unavailable
Schedule similar activities (i.e., phone calls, e-mails) at the same time
Schedule demanding tasks during peak periods of alertness and energy—e.g., early morning hours
Schedule Daily and Weekly Activities
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Unnecessary activities are of low priority and take time from more important tasks
Unnecessary tasks should be delegated to others or put off until slack time
Tactfully turn down requests of low priority
Avoid Unnecessary Activities
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Tactful ways to turn down requests
Request a demanding favor in return for your services
Suggest others more fit for the task
Note more important tasks put in jeopardy if you follow their request
Avoid Unnecessary Activities
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Procrastination involves overlooking important tasks in favor of those of less priority
Fear of failure is a common reason for procrastination
Build confidence by tackling a huge task in small chunks
Conquer Procrastination
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Utilize deadlines to stay on task
Set early deadlines well-ahead of the time when the task must be completed
Set aside time in the early morning for unpleasant tasks to be accomplished first
Conquer Procrastination
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Unexpected situations do not have to be an inconvenience
Take advantage of unscheduled interruptions, meetings, and encounters
Seek new information, discover problems, influence others, and draft informal plans
Take Advantage Of Reactive Activities
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Schedule 1-2 hours each week to reanalyze your plans and priority list
Review plans and priorities with other team members
Reflective planning will minimize day-to-day problems and requests for direction or assistance
Make Time For Reflective Planning
Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)
Time Management
Task-Oriented Behaviors
Time Management
Time management is critical for efficient leadership functioning
Leaders are often pressed for time, burdened with incessant demands, and confronted with crises
In your present leadership role, consider these guidelines to better manage your time, cope with demands, and manage crises
Summary
Leadership Development
Clarifying Roles And Objectives
Our next module discusses guidelines to ensure that everyone knows what to do, how to do it, and what results are expected
Next Topic…
Task-Oriented Behaviors
G. Yukl, Leadership In Organizations, New Jersey: Pearson Prentice Hall, 2006, p. 42-45
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