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Time Management

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    Time Management Time Management Presentation Transcript

    • Time Management
    • Time Management: Time Wasters
        • Interruptions (Phone & Visitors)
        • Meetings
        • Doing other peoples work
        • Procrastination and indecision
        • Acting with incomplete or inaccurate information
        • Unclear communication
        • Inadequate technical knowledge / training
        • Unclear objectives and priorities
        • Lack of planning
        • Stress & Fatigue
        • Inability to say “NO”
        • Desk management and personal disorganization
    • Manage Yourself, Not Your Time.
    • Time Management: General Tips and Techniques
      • Clear your desk and plan your activities for the day.
        • First thing in the morning or last thing before you go home.
        • Organize your thoughts as well as your work area.
        • Allow yourself time to do this.
    • Time Management: General Tips and Techniques
      • First list your “time specific items”.
        • Meetings.
        • Phone / Conference Calls.
        • Other appointments including any specific time you have to be out of the office (lunch, pick-up kids, meet spouse, go to bank, etc.)
    • Time Management: General Tips and Techniques
      • Prioritize your tasks (TO DO LIST).
        • By deadline and amount of time it will take to accomplish each task. Fix deadlines for all tasks and stick to them. A task should only take the time set aside for it. Allow for daily interruptions, because they will happen.
        • Think about what will happen if you don’t do a task, who will be effected and what impact will it have?
        • If you can’t clearly set the priority of a task, you don’t have enough information about it.
        • Work through the To Do List in order.
    • Time Management: General Tips and Techniques
      • Planning your time.
        • Do not postpone important tasks that are unpleasant. They rarely get more pleasant by being postponed. Do it now!
        • Try to arrange time for all tasks such as going through the mail, computer input, etc.
        • Plan some time for discussing routine matters with your co-workers. The you avoid interrupting each other all the time.
        • Fix definite times when you would not like to be disturbed and make the system work except for genuine emergencies.
        • Arrange for breaks at times when you cannot work effectively.
    • Time Management: General Tips and Techniques
      • Making Phone calls.
        • If you have a lot of calls to make, group them together and try to get through them all at the same time.
        • Make a brief note of what you want to say and what you want to find out. This will reduce unnecessary calls later.
        • Never hold on. Instead agree a time to call back or leave a complete message with the time you can be reached. (Don’t drone on during voicemail).
        • If someone is not available, find out a good time to call back..
    • Time Management: General Tips and Techniques
      • Receiving Phone calls.
        • Use voicemail effectively to control or monitor calls, but don’t abuse this tool.
        • Make the caller aware of your time constraints “I am sorry I only have a minute before my next commitment”.
        • Always keep a pen and paper by the phone.
        • If you get a call looking for information not immediately available, don’t look for it: arrange to call back later.
    • Time Management: General Tips and Techniques
      • Other good tips.
        • Do difficult jobs first, when you are at your best. Look after minor jobs when you are tired.
        • When you start a task try to finish it without interruption. If you have to finish it later, you will lose time picking up where you left off.
        • Breakdown large tasks into smaller parts to help manage them better.
        • Your In Box should not be a miscellaneous file. Handle papers once and take care of it.
        • Reorganize shelves and files to keep your self organized.
        • Use color coding or other method to find things quickly.
        • Purge files regularly, don’t keep unnecessary information.
    • Time Management: General Tips and Techniques
      • Interruptions from visitors.
        • Establish at the start why they have come to see you.
        • Stand when they enter the room, so that they also remain standing.
        • Whenever possible suggest a meeting in their office, then you control how long you stay.
        • Set time limits to your discussions “I only have a minute before my next commitment”.
        • Avoid engaging in small talk.
        • If you can’t get someone out of your office, leave the office yourself.