Routine Time

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MTL: The Professional Development Programme
Routine Time
ROUTINE TIME
The best way to save time

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Routine Time
Attribution: All images are from sources where a Creative Commons license exists for commercial use. All icons are on subscription
from thenounproject. All clipart is from free sources. The MTL Professional Development Programme is copyright of Manage Train
Learn.
Routine
Time
Introduction: Routine tasks are "earth" tasks. They are the things we do to keep body and soul
together and the workplace functioning. For us as individuals, they are the set piece habits
around which our day is built; for the organisation, they are the procedures by which regular work
and maintenance work gets done. As one of the four time zones, we should aim to spend up to a
quarter of our time each day on routine activities. In this topic, we’ll show you 7 of the most
important.

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Routine Time
1. SYSTEMS
All organisations require systems. They form the
backbone around which the organisation keeps
control. And it is in systems that some of the
greatest opportunities exist to save time. Here
are some tips on time-saving systems. First,
when you do a routine job, eliminate
interference or distractions from outside.
Organise the work layout so everything you need
is at hand. Look for ways to automate or
delegate. Aim for workflows with no hold-ups.
Always look for the optimum method of working.
Look for the most efficient system you can
Flickr attribution: /rubbermaid/5093616018/

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Routine Time
2. THE FIVE
S'S
The 5 S's is a Japanese methodology for working
in a time-efficient manner. The first "S" is "Seir"
or Sorting. It means organising your materials
and keeping only the essentials. The second "S"
is "Seiton" or Set in Order. This means having a
place for everything and putting everything in its
place. The third "S" is "Seiso" or Sweeping which
means tidying as you go. The fourth "S" is
"Seiketsu" or Standardize. Ensure everyone
knows the system and follows it. The fifth "S" is
"Shitsuke" or Sustain, meaning that you should
operate this way until a better method comes
along.
Sort, Set in order, Sweep, Standardize, Sustain
Flickr attribution: /archeon/2212256207/

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Routine Time
Why Some Things Can’t Be Hurried
Although many administrative tasks
can be shortened in time to improve
efficiency, - with some being
eliminated altogether,- it is important
to recognise that many routine tasks
cannot be shortened without a serious
impairment in quality.
Some of the jobs that can't be done in
a rush and need time to be done
properly include: working with
animals; working with plants and
flowers; working with children;
working with people's development.
Good time managers know when they
have to work with the pace of things.
They develop the ability to go with the
flow; they learn to have patience.
"Dear God, I pray for patience;
And I want it now!" (Oren Arnold)
The Patient Dog
Flickr attribution: /belkins/2503182015/

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Routine Time
3. HABITS
Habits are those things we do regularly without
having to think about them. Here are some tips
on making a habit of routine tasks. Do necessary
jobs at set regular times. Use sequences,
checklists, and mnemonics to memorise the
steps. Continually look for shortcuts such as
doubling-up activities. Aim for an optimum time
to complete habitual tasks. Prepare and arrange
your materials before you start; tidy up as you
go. Identify what doesn't work and find a better
method.
Maximise your systems for minimal time spent
Flickr attribution: /wefi_official/9272438746/

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Routine Time
4.
MAINTENANCE
TASKS
Research tells us that we do not work well when
our physical surroundings are unsafe or untidy.
The American psychologist Frederick Herzberg
called these the "hygiene" factors and believed
that they had a de-motivating effect on our work
if they were not attended to. This means
spending time on a regular basis ensuring you
have the right heating, lighting and ventilation
for your needs; taking regular breaks; making
sure your systems are safe; and organizing your
work space so you are comfortable.
“There’s something not quite right here”
Flickr attribution: /us7thfleet/8155636114/

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Routine Time
5. CHORES
Routine work can either seem to drag or fly
depending on the way we look at it. If we regard
routines as chores, the time will hang heavy. If
we work with the flow of the job, the time will
pass quickly. Here's what you can do to make
chores more pleasurable. Focus on the task,
rather than wishing you weren't doing it. Think
about what you are doing, rather than
something else. Do it not because of any
immediate gain but because you want to do it.
Turn it into a game, a challenge, or a learning
adventure.
Learn to love your must-do jobs
Flickr attribution: /hernanpc/8117210184/

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Routine Time
6.
PAPERWORK
The amount of paperwork generated every day
in our workplaces is huge. For example, 60
million photocopies are made every day world-
wide. And an average office has 20,000 pieces of
paper being hoarded for no apparent reason. To
prevent yourself drowning in a sea of paperwork,
practise the 3 golden rules of deskmanship. Rule
1: aim for a clear desk. Rule 2: handle every
piece of paper only once, moving incoming
correspondence immediately to its next
destination. Rule 3: clear out files regularly.
The golden rules of deskmanship
Flickr attribution: /photonicdj/9940599006/

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Routine Time
FactsAbout PaperworkYou Probably Didn’t Know
Did You Know?
1. 15 million miles of paper are used every day around
the world.
2. 2 billion letters are posted every day world-wide.
3. 60 million photocopies are made every hour
worldwide
the UK government issues 2 billion forms a year ie 36
for every man, woman and child in the country.
4. An average office has 20,000 pages of paper being
hoarded for no apparent reason.
5. We leave around 40 hours worth of paperwork
lying around on our desks at any one time.
6. It is estimated that we waste 45 minutes a day
looking for lost paperwork.
7. Each piece of paper on our desks will distract us 5
times throughout the day.
Think you know all about the amount
of paperwork in your work place? Find
out in our “DidYou Know…?” list.

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Routine Time
7. PAPER
CONTROL
If you have too much paper lying around, here
are 3 things you can do to manage it. First, put a
small mark on the top right-hand corner every
time you pick it up. After about 20 marks, guilt
will force you to do something about it. Second,
sort it. Do one of the following: bin it; file it; or
action it. Third, if you're storing it, follow these 3
systems: a colour-coding system to make it easier
to find; an out-take system to keep track of it if it
is removed; and a bring-forward system for
actioning it.
Don’t drown in a tsunami of paper
Flickr attribution: /quinndombrowski/5201831468/

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Routine Time
This has been a Slide Topic from Manage Train Learn
AFinal
Word
Carrying out routine work is not the most glamorous part of time management. It can be
repetitive, dull, and a chore. But, it is in routine work that the greatest opportunities for saving
time can be found. And if you discover the golden hour you save, you can do with it as you please.

Routine Time

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