Time management hs 1
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Time management hs 1



Time management hs 1

Time management hs 1



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Time management hs 1 Time management hs 1 Presentation Transcript

  • Time, time, time…
    • We have many sayings about time and they make good points:
      • Time is money - it is a valuable resource
      • There never enough time to do a job right, but always time to do it over - we should not rush through our work at the risk of error
      • If you want time, you must make time - we need to allocate time according to our priorities
      • A job will fill all of the time allocated for it - poor planning and procrastination are time wasters
      • Have the time of your life - good time management will allow you to fulfill your personal/professional goals
  • Myths of time management
    • With better time management, you can find new time during the day. Everyone is limited to only 24 hours each day.
    • Effective time management is the same for everyone. Time management is unique for each person because each person has different priorities and goals.
    • Activity is good in itself. Being busy is not the same as being effective, if time is spend on low priorities.
  • Myths of time management
    • Time management is a complex subject. The basic process has only five major steps.
    • Once you learn the basics of time management you automatically make better use of your time. You have to actually use time management techniques consistently.
    • Good time managers are born not made. Some people seem to be more naturally organized, but everyone can learn to manage his/her time.
  • Time management process
    • Set your own priorities
      • Personal
      • professional
    • Determine your goals for each priority
    • Plan the steps for goal attainment
    • Allocate time appropriately for each step
    • Use time management tools/techniques
  • Step 1: Set priorities
    • Are you unsure what is important to you? Think about what you would do if you only had one more year to live
    • You can’t do everything:
      • Think about what you would like to accomplish
      • Think about what regrets you might have for not accomplishing something
  • Step 2: Set goals for each priority
    • You can’t do everything:
      • Think about what you would like to accomplish
      • Think about what regrets you might have for not accomplishing something
    • Personal priority: spend more time with family
      • Goal: Spend additional ½ hour with family at dinner
      • Goal: Spend one afternoon every three months with parents
    • Professional priority: achieve promotion
      • Goal: Learn to use MS Project Management software
      • Goal: Take one course each semester toward certificate in Construction Management
  • Step 3: Plan for goal attainment
    • Planning is bringing the future into the present so you can do something about it now.
  • Obstacles to planning work
    • Unfortunately we often encounter a number of obstacles in planning our work:
      • Others’ plans and priorities
      • Lack of solid planning skills
      • Time required for good planning
      • Pressure of other work
      • Absences of examples, if the project is new
      • Time wasters such as procrastination
      • Interruptions
      • Try to anticipate obstacles, so you can work around them before they become problems.
  • Poor planning consequences
    • Despite obstacles we should make planning a priority to avoid:
      • Decreased productivity
      • Dissatisfaction among coworkers
      • Misunderstandings and confusion
      • Pressure from others
      • Poor work quality, accidents, errors
      • Wasted time/resources
  • Planning, the starting point
    • For all major tasks you should consider:
      • Why is the job necessary? What’s its purpose?
      • What goals do you want to achieve?
      • When is best time of day or schedule to do it?
      • Where is the best location to do it?
      • Who would produce best results? Is training needed?
      • How should it be done (traditional/innovative)?
  • Step 4: Plan to allocate time
    • Visualize the end result: your goal
    • Estimate the time required
    • Break the whole into pieces
    • Develop a schedule
    • Check your progress against your time estimate
    • Refine the schedule if needed
    • Anticipate/allow for possible problems
  • Step 5: Time management tools and techniques
    • Use “to do” lists for planning
    • Create a time diary to track where your time actually goes
    • Become aware of your external and internal timewasters and avoid them
    • Pulverize paperwork
  • Get things done
    • Allow for emergencies, don’t overbook
    • Schedule the most challenging tasks for when you are most alert
    • Keep your goals in mind
    • Evaluate your priorities continuously during the day and always work on the most important task first
  • Keep a diary
    • Still can’t figure out where the times goes? Keep a diary for about two weeks:
      • Include personal time
      • List time that was needed to do each task
      • Prioritize what should have been done; compare it to the actual work accomplished
      • Analyze what can be cut/compressed
      • Note time wasters
  • External time wasters
    • Be aware of ways others or the environment waste your time:
      • Interruptions, especially email
      • Office socializing
      • Too many meetings
      • Unscheduled visitors
      • Poor work environment
      • Unclear goals
      • Trying to get other’s cooperation
      • Bureaucratic “red tape”
      • Others you can think of ____________________
  • Internal time wasters
    • Be aware of ways in which you waste your own time:
      • Procrastination
      • Lack of planning
      • Lack of priorities
      • Indecision
      • Slow reading skills
      • Physical or mental exhaustion
      • Not being able to say “no”
      • Messy work areas
      • Low motivation
      • Others you can think of ____________________
  • Walk away with…
    • Develop your personal and professional priorities
    • Find and use a great calendar
    • Develop plans – annual, monthly, weekly
    • Note all deadline on your plans
    • Make a “to do” list daily
    • Prioritize and reprioritize your daily list
    • Work on your top priorities first