Effective time management


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  • Chinese Say “The picture is worth a thousand words”.
  • Set Aside Uninterrupted Time
    Every week you should make up a detailed time plan, which you modify each day as needed. Except in times of crisis, try to make sure day-to-day issues don’t push your strategic time priorities off your schedule.
    Generally your major strategic time priorities will involve such activities as planning, thinking, and developing ideas. More so than day-to-day issues, such activities require big blocks of uninterrupted time.
    Constant interruption kills any hope of effective time management. One way to avoid interruption is to make it clear that when your door is closed you are not to be disturbed. Another is to have regular meetings, such as every week, with the people that you interact with the most and insist on saving nonpressing issues for these meetings.
    Avoid My Time Traps!
    These are some “time traps”, all of which have plagued person, that you should guard against:
    -Spending a disproportionately high amount of time in the offices where the most congenial people are, as opposed to where the most important issues are.
    -Wasting too much time getting daily updates on routine activities as opposed to waiting for a more meaningful weekly summary.
    -Jumping too eagerly into routine, more straightforward work and putting off the more complex and difficult work.
    -Not starting the more important work first thing in the morning.
    -Not bothering to make up a schedule for each day.
    -Overscheduling – scheduling each day so tightly that it is impossible to stay on track and the schedule quickly becomes meaningless.
  • Effective time management

    1. 1. Time Management Najibullah Safi, MD, MSc. HPM NPO/PHC, WHO, Afghanistan 11/24/13
    2. 2. Objectives of the session • By the end of the session participants will be able to: • • • • • 11/24/13 Define time management Identify the benefits of time management Discuss the causes of failure to manage time Identify the factor affecting effective time management List the tips of effective time management 2
    4. 4. Introduction • Time is increasingly at a premium • Pareto principle (80:20 Rule) • How can we take the 80% of our efforts that are currently producing 20% of our results and become more effective? 11/24/13 4
    5. 5. Allocation of time • Office work • Admin work, meetings, research, report writing… • Personal life • Family, friends, exercise, relaxation…. 11/24/13 5
    6. 6. Major time wasters in office • • • • Attending unnecessary meetings Attending unnecessary calls Office interruption A major cause of stress and poor time management is unwillingness, or inability, to delegate responsibility to people who work for us 11/24/13 6
    7. 7. Why effective time management matters?  Success in school, and life in general, depends on one’s ability to efficiently manage time  There are only 168 hours per week, but so many different ways to spend it! • Some ways clearly help achieve your goals • Others might seem productive but won’t help you in the long run  Your own priorities determine whether your use of time is efficient or inefficient 11/24/13 7
    8. 8. 10 minutes exercise • List at least 5 things that are the most important to you • List at least 5 things that you spend your time on • Most of us don’t have the luxury of spending the majority of our time on the things that are most important to us 11/24/13 8
    9. 9. What is time management? Time management is nothing but …. SELF MANAGEMENT It requires self discipline and control 11/24/13 9
    10. 10. Time management GOAL Concentrate on results, not on staying busy 11/24/13 10
    11. 11. How you manage your time? • • • • • Goal setting Prioritization Managing interruptions Procrastination Scheduling 11/24/13 11
    12. 12. Goal setting • Principles • • • • • 11/24/13 Clarity (measurable) Challenge Commitment Feedback Task complexity 12
    13. 13. Prioritization Important Not Important Urgent 2. Preparation, planning, relationship building Not Urgent 11/24/13 1. deadline-driven tasks, important daily tasks, crisis management 3. Interruptions, some phone calls, emails, reports, requests for help 4. busywork, some phone calls, time wasters, “escape” activities 13
    14. 14. 11/24/13 14
    15. 15. Managing interruption • • • • • • • • • Some interruptions are inevitable Take responsibility for interruption you cause You use interruption as excuse You try to work on multiple projects at once You procrastinate You are distracted You accept non-work calls at work You often have co-workers stopping by to chat Immediate response to emails 11/24/13 15
    16. 16. Managing interruption cont. • More tips • Before calling a meeting: • • Determine if it is truly necessary Be sure to have specific result in mind • Before attending a meeting: • • • • • 11/24/13 Get adequate information Use do not disturb Stand up to visitors Learn to say NO Priorities your emails 16
    17. 17. Managing procrastination • Procrastination is the gape between the time that we intend to perform a task and the time that we actually perform it • Indication of procrastination • • • • • • • 11/24/13 Filling your to do list with items of low importance Filling your to do list just to look busy Handling papers repeatedly Reading emails repeatedly Finding reasons to leave your desk Leaving something on your to do list which is important Saying yes to help others on less important tasks 17
    18. 18. Why you procrastinate? • • • • • You simply find the job unpleasant You are disorganized You find the task overwhelming you are a perfectionist You are having trouble making a decision 11/24/13 18
    19. 19. Strategies for overcoming procrastination • • • • • When the task is unpleasant When you are disorganized When the project feels overwhelming when you are a perfectionist When you are having trouble making a decision 11/24/13 19
    20. 20. Scheduling • • • • • • It ensures you allotted time for all important tasks Cut off unproductive interruptions Limit meetings to their schedule time Demonstrate that your plate is full Allot time for yourself for breaks Leave some time open to handle the unexpected tasks 11/24/13 20
    21. 21. Time management strategy Daily activity log •Guideline to follow: • Use one sheet per day • Be accurate/specific • Bo honest • Watch prioritization of your tasks 11/24/13 21
    22. 22. Time management strategy • Make quality time for your priorities • Prepare a to do list • Once created, stick to your time schedule • Be flexible • Unexpected demands will occur…but if you spend too much time on non-priority tasks, your performance will suffer and you may not meet your goals 11/24/13 22
    23. 23. Time management strategy cont. • Meetings: – Assign a time keeper – Prepare a detail agenda and follow it – Use visual aids (slides, diagram, charts) – Delegate attending meeting unrelated and less important to people work with you 11/24/13 23
    24. 24. Office interruptions • Stand when people come in to chat. This will prevent them from getting comfort • Ask them if it’s important • Ask them if you can talk later in their office, a place where you can control the length of the conversation • Walk out long enough to get them out of your office and then sneak back to continue your work • Close your door 11/24/13 24
    25. 25. Time management strategy cont. • • • • Telephone Leave complete messages for people who are not available so they won’t have to call back Install a voice-mail system Train your associates to deal with routine issues on your behalf and to screen your calls when you are under pressure Avoid unnecessary chitchat 11/24/13 25
    26. 26. Time management strategy cont. Delegating • Good managers never put off till tomorrow what they can delegate today • Delegating responsibility to others allows you to concentrate on your duties as manager: planning, problem solving, and other proactive matters • Failure to delegate forces you to spend too much time on trivial issues and neglect critical opportunities 11/24/13 26
    27. 27. Benefits of delegation • To yourself • • Reduce stress Additional time to yourself • To other person • • • Opportunity to learn something new Feel useful and part of the team Show his talent • To organization • More than one person to do a task • Adding a new perspective to a situation • Less stress to employees due to shared responsibilities 11/24/13 27
    28. 28. Time management summary • Identify your core goals and organize your time around them • Make a calendar with all important due dates • Break big projects into specific, small tasks that can be done in a short time • Prioritize a daily to-do list, do important chunks FIRST • Make quality time for your priorities 11/24/13 28
    29. 29. 11/24/13 29
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