Time management hs 1

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Time management hs 1

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Time management hs 1

  1. 1. Time, time, time… <ul><li>We have many sayings about time and they make good points: </li></ul><ul><ul><li>Time is money - it is a valuable resource </li></ul></ul><ul><ul><li>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 </li></ul></ul><ul><ul><li>If you want time, you must make time - we need to allocate time according to our priorities </li></ul></ul><ul><ul><li>A job will fill all of the time allocated for it - poor planning and procrastination are time wasters </li></ul></ul><ul><ul><li>Have the time of your life - good time management will allow you to fulfill your personal/professional goals </li></ul></ul>
  2. 2. Myths of time management <ul><li>With better time management, you can find new time during the day. Everyone is limited to only 24 hours each day. </li></ul><ul><li>Effective time management is the same for everyone. Time management is unique for each person because each person has different priorities and goals. </li></ul><ul><li>Activity is good in itself. Being busy is not the same as being effective, if time is spend on low priorities. </li></ul>
  3. 3. Myths of time management <ul><li>Time management is a complex subject. The basic process has only five major steps. </li></ul><ul><li>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. </li></ul><ul><li>Good time managers are born not made. Some people seem to be more naturally organized, but everyone can learn to manage his/her time. </li></ul>
  4. 4. Time management process <ul><li>Set your own priorities </li></ul><ul><ul><li>Personal </li></ul></ul><ul><ul><li>professional </li></ul></ul><ul><li>Determine your goals for each priority </li></ul><ul><li>Plan the steps for goal attainment </li></ul><ul><li>Allocate time appropriately for each step </li></ul><ul><li>Use time management tools/techniques </li></ul>
  5. 5. Step 1: Set priorities <ul><li>Are you unsure what is important to you? Think about what you would do if you only had one more year to live </li></ul><ul><li>You can’t do everything: </li></ul><ul><ul><li>Think about what you would like to accomplish </li></ul></ul><ul><ul><li>Think about what regrets you might have for not accomplishing something </li></ul></ul>
  6. 6. Step 2: Set goals for each priority <ul><li>You can’t do everything: </li></ul><ul><ul><li>Think about what you would like to accomplish </li></ul></ul><ul><ul><li>Think about what regrets you might have for not accomplishing something </li></ul></ul><ul><li>Personal priority: spend more time with family </li></ul><ul><ul><li>Goal: Spend additional ½ hour with family at dinner </li></ul></ul><ul><ul><li>Goal: Spend one afternoon every three months with parents </li></ul></ul><ul><li>Professional priority: achieve promotion </li></ul><ul><ul><li>Goal: Learn to use MS Project Management software </li></ul></ul><ul><ul><li>Goal: Take one course each semester toward certificate in Construction Management </li></ul></ul>
  7. 7. Step 3: Plan for goal attainment <ul><li>Planning is bringing the future into the present so you can do something about it now. </li></ul><ul><ul><ul><li> </li></ul></ul></ul>
  8. 8. Obstacles to planning work <ul><li>Unfortunately we often encounter a number of obstacles in planning our work: </li></ul><ul><ul><li>Others’ plans and priorities </li></ul></ul><ul><ul><li>Lack of solid planning skills </li></ul></ul><ul><ul><li>Time required for good planning </li></ul></ul><ul><ul><li>Pressure of other work </li></ul></ul><ul><ul><li>Absences of examples, if the project is new </li></ul></ul><ul><ul><li>Time wasters such as procrastination </li></ul></ul><ul><ul><li>Interruptions </li></ul></ul><ul><ul><li>Try to anticipate obstacles, so you can work around them before they become problems. </li></ul></ul>
  9. 9. Poor planning consequences <ul><li>Despite obstacles we should make planning a priority to avoid: </li></ul><ul><ul><li>Decreased productivity </li></ul></ul><ul><ul><li>Dissatisfaction among coworkers </li></ul></ul><ul><ul><li>Misunderstandings and confusion </li></ul></ul><ul><ul><li>Pressure from others </li></ul></ul><ul><ul><li>Poor work quality, accidents, errors </li></ul></ul><ul><ul><li>Wasted time/resources </li></ul></ul>
  10. 10. Planning, the starting point <ul><li>For all major tasks you should consider: </li></ul><ul><ul><li>Why is the job necessary? What’s its purpose? </li></ul></ul><ul><ul><li>What goals do you want to achieve? </li></ul></ul><ul><ul><li>When is best time of day or schedule to do it? </li></ul></ul><ul><ul><li>Where is the best location to do it? </li></ul></ul><ul><ul><li>Who would produce best results? Is training needed? </li></ul></ul><ul><ul><li>How should it be done (traditional/innovative)? </li></ul></ul>
  11. 11. Step 4: Plan to allocate time <ul><li>Visualize the end result: your goal </li></ul><ul><li>Estimate the time required </li></ul><ul><li>Break the whole into pieces </li></ul><ul><li>Develop a schedule </li></ul><ul><li>Check your progress against your time estimate </li></ul><ul><li>Refine the schedule if needed </li></ul><ul><li>Anticipate/allow for possible problems </li></ul>
  12. 12. Step 5: Time management tools and techniques <ul><li>Use “to do” lists for planning </li></ul><ul><li>Create a time diary to track where your time actually goes </li></ul><ul><li>Become aware of your external and internal timewasters and avoid them </li></ul><ul><li>Pulverize paperwork </li></ul>
  13. 13. Get things done <ul><li>Allow for emergencies, don’t overbook </li></ul><ul><li>Schedule the most challenging tasks for when you are most alert </li></ul><ul><li>Keep your goals in mind </li></ul><ul><li>Evaluate your priorities continuously during the day and always work on the most important task first </li></ul>
  14. 14. Keep a diary <ul><li>Still can’t figure out where the times goes? Keep a diary for about two weeks: </li></ul><ul><ul><li>Include personal time </li></ul></ul><ul><ul><li>List time that was needed to do each task </li></ul></ul><ul><ul><li>Prioritize what should have been done; compare it to the actual work accomplished </li></ul></ul><ul><ul><li>Analyze what can be cut/compressed </li></ul></ul><ul><ul><li>Note time wasters </li></ul></ul>
  15. 15. External time wasters <ul><li>Be aware of ways others or the environment waste your time: </li></ul><ul><ul><li>Interruptions, especially email </li></ul></ul><ul><ul><li>Office socializing </li></ul></ul><ul><ul><li>Too many meetings </li></ul></ul><ul><ul><li>Unscheduled visitors </li></ul></ul><ul><ul><li>Poor work environment </li></ul></ul><ul><ul><li>Unclear goals </li></ul></ul><ul><ul><li>Trying to get other’s cooperation </li></ul></ul><ul><ul><li>Bureaucratic “red tape” </li></ul></ul><ul><ul><li>Others you can think of ____________________ </li></ul></ul>
  16. 16. Internal time wasters <ul><li>Be aware of ways in which you waste your own time: </li></ul><ul><ul><li>Procrastination </li></ul></ul><ul><ul><li>Lack of planning </li></ul></ul><ul><ul><li>Lack of priorities </li></ul></ul><ul><ul><li>Indecision </li></ul></ul><ul><ul><li>Slow reading skills </li></ul></ul><ul><ul><li>Physical or mental exhaustion </li></ul></ul><ul><ul><li>Not being able to say “no” </li></ul></ul><ul><ul><li>Messy work areas </li></ul></ul><ul><ul><li>Low motivation </li></ul></ul><ul><ul><li>Others you can think of ____________________ </li></ul></ul>
  17. 17. Walk away with… <ul><li>Develop your personal and professional priorities </li></ul><ul><li>Find and use a great calendar </li></ul><ul><li>Develop plans – annual, monthly, weekly </li></ul><ul><li>Note all deadline on your plans </li></ul><ul><li>Make a “to do” list daily </li></ul><ul><li>Prioritize and reprioritize your daily list </li></ul><ul><li>Work on your top priorities first </li></ul>

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