Time Management

Carmichael Centre for Voluntary Groups Forum

Facilitated by:Caroline Egan, Training and Development Manager

A Few Thoughts…• Pareto’s 80/20 Rule:

80% of results come from 20% of effort

• The causes of wasted time in the workforce – labour inefficiency:

- inadequate workforce supervision (31%)- poor management planning (30%)- poor communication (18%)- IT problems, low morale and lack or mis-match of skills

(21%)

Time Management Model

Managing Work Activities

Managing Thinking and Reasoning

Managing your Work Environment

Managing Relationships

Managing Communications

Managing Work ActivitiesKEY: Taking action for the right reason, at the right time and in the right way

•Job Clarification•Identifying key areas of work•Identifying activities that relate to each key area•Setting priorities •Managing a diary

- a record of what you plan to do and what has been achieved

- a source of information and reference- a prompt for those with poor memories- a way of keeping control over your activities

Managing Work Activities• Estimating Time – Use a time log • Before of monkeys!

- Learn to say “no” politely and constructively- Avoid sideways delegation

• Learn to delegate• Avoid procrastination

Managing Thinking & ReasoningAvoid Stress:•Identify what causes you stress and tackle it•Concentrate on what must be done and cut out non-essential meetings, phone calls and visitors•Learn to delegate and trust others•Pace yourself and take breaks throughout the day•Be tidy and organised in the work environment•Learn to relax and switch off – don’t take work home•Learn to say “no”•Improve your listening skills•Keep fit

Managing Thinking & ReasoningManage your “Prime Time”. Don’t waste high-energy time doing low priority work

•We all have a “prime time” during the day. Do those activities that require energy and thought when you are at your sharpest•Work in periods of time: a max. of an hour before you give yourself a break – better for concentration

Other factors to consider: problem-solving, decision-making, and memory

Managing RelationshipsKey issues to consider:

•Working with your boss•Working with people reporting to you•Working with peers in a team•Being assertive

Managing CommunicationsKey Issues:

•Listening•Asking questions•Structuring a message•Choosing a mode of communication•Handling meetings effectively

Managing your Work EnvironmentKey issues:

•Cluttered desks•Pieces of paper – can’t remember the last time you used it, and don’t know when you’ll need it next – BIN IT! (Unless official document then file it!)•Filing Systems. Set up working files to include:

- projects you are working on- routine jobs you perform daily, weekly, monthly- information required for meetings with key people- information needed at your fingertips