Time management is about maximizing personal efficiency in the workplace by analyzing how time is spent and prioritizing tasks. It is challenging because there is no single right answer, and people must determine the best way to maximize their time and be more productive. Suggested strategies include blocking out prime time for focused work, creating a daily schedule, adjusting priorities, tracking time wasters, and learning to say "no" to less important tasks. Organizing tasks by urgency and importance can help ensure the most critical work is completed. Flexible planning and self-evaluation are also important for staying on track and maximizing the value of one's time.

1. 2015
Time Management

2. Time Management- Definition
A Definition from Dictionary.com
time management [tahym] [man-ij-muhnt]
Noun
1. The analysis of how working hours are spent and the prioritization of
tasks in order to maximize personal efficiency in the workplace.

3. Time Management- Quotes
• “You get to decide where your time goes. You can
either spend it moving forward, or you can spend it
putting out fires. You decide. And if you don't
decide, others will decide for you.” ― Tony Morgan
• “Habitual procrastinators will readily testify to all
the lost opportunities, missed deadlines, failed
relationships and even monetary losses incurred
just because of one nasty habit of putting things
off until it is often too late.”
― Stephen Richards

4. Time Management- Why is it so challenging?
• What is the right answer?
• What is the best way to maximize your
time and be more productive?
• What are you doing specifically?

5. Time Management- Prime Time
• Prime Time is in session
• Can it wait?
whenever possible, conduct your blitz of
daily marketing calls in one hour blocks of
time, four times per day

6. Time Management- Suggested Daily Schedule
Suggested Daily Schedule
Time Task
7:30– 9:00 am Morning meetings, plan & make matching calls, priority calls, Office visits or client meetings.
*9:00 – 10:00 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
10:00 – 10:30 am Documentation of info in the system (mini’s, etc.), priority calls or returns calls.
*10:30 – 11:30 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
11:30 – 1:30 pm Documentation, priority calls, return phone calls, lunch, office visits, client meetings.
*1:30 – 2:30 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
Documentation of info in the system (mini’s, etc.),
priority calls or returns calls.
*3:00 – 4:00 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
4:00 – 4:30 pm Documentation of info in the system (mini’s, etc.), priority calls or returns calls.
4:30 – 6:00 pm
Conduct office visits or client meetings. Analyze the day’s results. Re-plan planner with a total of sixty calls for next day. Be
sure to include both marketing & recruiting calls and list out ALL priority calls.
6:00+ pm Night calls, recruiting follow-ups, debriefs, placement calls.
2:30 – 3:00 pm

7. Time Management- Suggested Daily Schedule
7:30– 9:00 am Morning meetings, plan & make matching calls, priority calls, Office visits or client meetings.
*9:00 – 10:00 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
10:00 – 10:30 am Documentation of info in the system (mini’s, etc.), priority calls or returns calls.
*10:30 – 11:30 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
11:30 – 1:30 pm Documentation, priority calls, return phone calls, lunch, office visits, client meetings.
*1:30 – 2:30 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
Documentation of info in the system (mini’s, etc.),
priority calls or returns calls.
*3:00 – 4:00 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.
4:00 – 4:30 pm Documentation of info in the system (mini’s, etc.), priority calls or returns calls.
4:30 – 6:00 pm
Conduct office visits or client meetings. Analyze the day’s results. Re-plan planner with a total of sixty calls for next day. Be
sure to include both marketing & recruiting calls and list out ALL priority calls.
6:00+ pm Night calls, recruiting follow-ups, debriefs, placement calls.
2:30 – 3:00 pm

8. Time Management- Flexible Planning
• Build in some time in anticipation of problems,
issues and challenges.
Don’t be surprised by these everyday events.
• When you sense your plan spinning out of control,
STOP, look at your schedule and start doing what
is listed on the plan.
Most people will wait until the next week or day to
get back on track. If you adjust faster, you will stay
on plan, accomplish more and be more productive
in the same amount of time.

9. Time Management- Time Wasters
• Document your activities over the course of a
week
• Keep a time log in 15 minute increments
• See what tasks take up the most time
• See what people take up most of your time
• You will be amazed at how much time you
waste in a day let alone a week

10. Time Management- “No” is a Powerful Tool
• Learn how to say “NO” or not now in a
professional way
• You are not being rude, you are being
focused
• Explain to your team (office) when you are
available
• Politely ask your team member if the issue
can wait until your scheduled down time.

11. Time Management- Ask 2 Questions
• Is your task Urgent?
• Is your task important?

12. Time Management- Urgency VS Importance
High Importance
High Time Pressing
(“no brainers. .. they have to get
done.)
• Taking a Job Req
• Client calls in with offer
• Dealing with an upset client/candidate
• Debriefing a client/ cand.
• These are “NO BRAINERS”…they are
• VERY important and are very time
• pressing.
Low Importance
High Time Pressing
(anything that is re-active and is
not planned)
• Your phone is on its third ring
• Questions from other recruiters...
• A candidate calls in
• Reacting to others in the office
• Unplanned interviews or incoming
• phone calls
• Anything reactive and not planned
High Importance
Low Time Pressing
• Creating your marketing and recruiting plan
• Prime Time- NBD calls
• Client Meetings / Office Visits
• Matching calls
• Briefing candidates and clients
• Spending time in job Req meeting
• Spending time in training meeting
(these are the keys to your success.
requires discipline and being pro-active.)
Low Importance
Low Time Pressing
(usually people do this stuff to
feel busy)
• Do computer stuff/ admin. work
• Organizing your desk
• Making copies, faxing, etc.
• Outbound f/up calls for
small/unimportant tasks
• Engaging people in conversation not
related to your plan.
• Sending e-mails
This is where
people spend
much of their time!!!

13. Time Management- Adjusting Priorities
• When your desk is full of activity, use this guide to set
and balance your priorities.
1. Confirm an offer or a new hire.
2. Debrief a Candidate or a Client.
3. Brief a Candidate or a Client.
4. Make a matching call.
5. Complete references on all pending Candidates.
6. Arrange for an interview with a matched Candidate.
7. Complete all Priority Calls.
8. Focus on new Calls (sales or recruitment).

14. Time Management- Time = Money
• Time and performance experts state that
by blocking out time to complete specific
tasks, your results will go up significantly.
• Your added focus puts you in a rhythm or
a “make it happen” zone!
• Every time you start, stop and restart
again on important tasks, you lose focus,
momentum and ultimately money!

15. Time Management- Organize Your Way
• The internet is full of time management self
help tips and tricks
• Know yourself- pick something that works
• Experiment- push your comfort zone
• Evaluate your system- make corrections
• Find a mentor- what do they use

16. Time Management- Tips from CIO.com
• Stick to the 15 minute rule
• Know when you are done
• Eliminate distractions
• Identify verbs that need attention
• Be prepared for bonus time
• Use email shortcuts

17. Time Management- Summary
• Protect your time! It’s valuable (Prime Time)
• Use a schedule to keep you on track
• Use flex planning
• Watch and eliminate time wasters
• Learn to say “no”
• Is the task at hand urgent or important
• Set Priorities
• Time = Money
• Organize in a way that makes sense to you
• Tips from CIO.com

18. Time Management
Q & A