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Chapter 4 
Time Management
Time Management 
• Quality Approach 
• Effectiveness and Efficiency 
• Time Management Tools and Strategies 
• Evaluate Your Workload
Time Management (continued) 
• Office Organization 
• Ethics Regarding Your Work, Time, and Other 
Resources 
• Time Management in Other Cultures
Quality Approach 
• Fundamental and practiced by applying basic 
principles, such as 
• Customer focus 
• Continuous improvement and learning 
• Strategic planning and leadership 
• Teamwork
Quality Approach (continued) 
• What is Total Quality Management? 
• Requires organizations to 
• Eliminate wasteful practices 
• Redesign business methods 
• Adopt focused approach to managing quality for customers, 
employees, and company leaders
Quality Approach (continued) 
• How does it work? 
• Best use of your work, time, and resources 
• Each employee involved with office teamwork and 
focused on customer 
• Each employee encouraged to find new and innovative 
ways of doing jobs more effectively and being flexible 
enough to assist others
Effectiveness and Efficiency 
• Both are equally important 
• Effectiveness—doing right things 
• Efficiency—doing things right
Time Management Tools and Strategies 
• Establish Efficient Work Habits 
• Take Charge of Your Time 
• Learn Job 
• Take Time to Think 
• Assign Priorities
Tools and Strategies (continued) 
• Work with Multiple Managers 
• Adopt a Flexible Plan 
• Manage Details 
• Group Similar Tasks 
• Work at One Task at a Time
Tools and Strategies (continued) 
• Start Day with Difficult Task 
• Avoid Procrastination 
• Cope with Interruptions 
• Do It Right First Time
Tools and Strategies (continued) 
• Establish efficient work habits 
• Be self-starter 
• Arrive on time 
• Keep focused 
• Put in full expected hours 
• Work willingly with enthusiasm 
• Practice self-management
Tools and Strategies (continued) 
• Learn job 
• Understand how manager works 
• Learn what is expected before taking initiative 
• Learn what position or job entails 
• Become familiar with flow of information 
• Reply on resourcefulness and judgment
Tools and Strategies (continued) 
• Take time to think 
• Schedule time to solve problems and make 
improvements 
• Assign priorities 
• Assign numbers or alphabet to tasks 
• Learn the questions to ask 
• Discover ways to determine order of priorities
Tools and Strategies (continued) 
• Work with multiple managers 
• If needed, keep record to determine time allocated to 
others’ tasks 
• Adopt a flexible plan 
• Plan work and follow plan 
• Remain flexible, adaptable, and tolerant
Tools and Strategies (continued) 
• Manage details 
• Complete to-do list or daily plan chart 
• Develop habit in capturing details and using planning 
lists/charts
Tools and Strategies (continued) 
• Group similar tasks 
• Increases effectiveness 
• Consider tasks that can be grouped
Tools and Strategies (continued) 
• Work at one task at a time 
• Important to multitask; however, jumping from task to 
task can be confusing 
• Stay with task until completion 
• Motivated by satisfaction of having finished task 
• Save time otherwise lost locating where you left off 
• Decrease risk of forgetting to perform part of task
Tools and Strategies (continued) 
• Start day with difficult task 
• Arrive on time, if not a few minutes early, review plan 
for day, and begin task that requires concentration and 
effort 
• Do not use beginning of day to perform easy tasks that 
can provide relaxation at interval during day
Tools and Strategies (continued) 
• Avoid procrastination 
• Gain understanding of behavior about work to 
overcome it 
• Admit you procrastinate 
• Ask questions about tasks that cause you to procrastinate 
• Follow tips 
• Think through consequences of procrastination 
• Break task into manageable subtasks 
• Avoid “perfectionist” behavior
Tools and Strategies (continued) 
• Cope with interruptions 
• Practice avoidance 
• Relocate noisy equipment 
• Ask for coverage during heavy task-oriented projects 
• Recognize interruptions are part of job 
• Follow other tips for coping
Tools and Strategies (continued) 
• Do it right first time 
• Plan each task before you begin 
• Focus on exactness of details 
• Check each finished task
Evaluate Your Workload 
• Make Daily Plan 
• Prepare in Advance 
• Manage Large Project
Office Organization 
• Organize Office Supplies 
• Organize Workstation
Organization (continued) 
• Organize office supplies 
• Label shelves where supplies are stored 
• Identify person to control inventory and order supplies 
• Compose list of all items used on regular basis 
• Discourage staff from placing verbal orders
Organization (continued) 
• Organize office supplies 
• Request everyone to complete requisition 
• Take inventory on regular bias 
• Do not over-order supplies 
• Provide required information to complete requisitions or 
telephone order
Organization (continued) 
• Organize workstation 
• Work within easy reach 
• Purge unnecessary items 
• Organize necessary items 
• Use follow-up organizers 
• Tickler 
• Pending
Ethics Regarding Your Work, Time, and 
Other Resources 
• Organizations 
• Encourage employees to assume responsibilities 
• Authorize and entrust people to complete job/task 
ethically and to do their best
Ethics (continued) 
• With regard to work, do you 
• Use someone else’s words or ideas? 
• Harass co-workers? 
• Pad your resume? 
• Spread untrue information? 
• Overstate expense reports? 
• Endanger others? 
• Make negative public statements about company?
Ethics (continued) 
• With regard to time, do you: 
• Go home early often? 
• Take extended lunch breaks? 
• Take frequent smoking breaks? 
• Get to work late frequently? 
• Take/make personal calls frequently? 
• Talk too long on personal calls?
Ethics (continued) 
• With regard to resources, do you 
• Exaggerate expense claims? 
• Exaggerate accomplishments? 
• Play games on your computer? 
• Conduct personal research on Internet? 
• Exaggerate time devoted to task or project? 
• Take paper, paper clips, and other supplies home?
Time Management in Other Cultures 
• Learn to understand other cultures’ 
personal styles and preferences for getting 
work done 
• Discuss issues with people who are 
members of culture you want to understand

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Ch4 ppt

  • 1. Chapter 4 Time Management
  • 2. Time Management • Quality Approach • Effectiveness and Efficiency • Time Management Tools and Strategies • Evaluate Your Workload
  • 3. Time Management (continued) • Office Organization • Ethics Regarding Your Work, Time, and Other Resources • Time Management in Other Cultures
  • 4. Quality Approach • Fundamental and practiced by applying basic principles, such as • Customer focus • Continuous improvement and learning • Strategic planning and leadership • Teamwork
  • 5. Quality Approach (continued) • What is Total Quality Management? • Requires organizations to • Eliminate wasteful practices • Redesign business methods • Adopt focused approach to managing quality for customers, employees, and company leaders
  • 6. Quality Approach (continued) • How does it work? • Best use of your work, time, and resources • Each employee involved with office teamwork and focused on customer • Each employee encouraged to find new and innovative ways of doing jobs more effectively and being flexible enough to assist others
  • 7. Effectiveness and Efficiency • Both are equally important • Effectiveness—doing right things • Efficiency—doing things right
  • 8. Time Management Tools and Strategies • Establish Efficient Work Habits • Take Charge of Your Time • Learn Job • Take Time to Think • Assign Priorities
  • 9. Tools and Strategies (continued) • Work with Multiple Managers • Adopt a Flexible Plan • Manage Details • Group Similar Tasks • Work at One Task at a Time
  • 10. Tools and Strategies (continued) • Start Day with Difficult Task • Avoid Procrastination • Cope with Interruptions • Do It Right First Time
  • 11. Tools and Strategies (continued) • Establish efficient work habits • Be self-starter • Arrive on time • Keep focused • Put in full expected hours • Work willingly with enthusiasm • Practice self-management
  • 12. Tools and Strategies (continued) • Learn job • Understand how manager works • Learn what is expected before taking initiative • Learn what position or job entails • Become familiar with flow of information • Reply on resourcefulness and judgment
  • 13. Tools and Strategies (continued) • Take time to think • Schedule time to solve problems and make improvements • Assign priorities • Assign numbers or alphabet to tasks • Learn the questions to ask • Discover ways to determine order of priorities
  • 14. Tools and Strategies (continued) • Work with multiple managers • If needed, keep record to determine time allocated to others’ tasks • Adopt a flexible plan • Plan work and follow plan • Remain flexible, adaptable, and tolerant
  • 15. Tools and Strategies (continued) • Manage details • Complete to-do list or daily plan chart • Develop habit in capturing details and using planning lists/charts
  • 16. Tools and Strategies (continued) • Group similar tasks • Increases effectiveness • Consider tasks that can be grouped
  • 17. Tools and Strategies (continued) • Work at one task at a time • Important to multitask; however, jumping from task to task can be confusing • Stay with task until completion • Motivated by satisfaction of having finished task • Save time otherwise lost locating where you left off • Decrease risk of forgetting to perform part of task
  • 18. Tools and Strategies (continued) • Start day with difficult task • Arrive on time, if not a few minutes early, review plan for day, and begin task that requires concentration and effort • Do not use beginning of day to perform easy tasks that can provide relaxation at interval during day
  • 19. Tools and Strategies (continued) • Avoid procrastination • Gain understanding of behavior about work to overcome it • Admit you procrastinate • Ask questions about tasks that cause you to procrastinate • Follow tips • Think through consequences of procrastination • Break task into manageable subtasks • Avoid “perfectionist” behavior
  • 20. Tools and Strategies (continued) • Cope with interruptions • Practice avoidance • Relocate noisy equipment • Ask for coverage during heavy task-oriented projects • Recognize interruptions are part of job • Follow other tips for coping
  • 21. Tools and Strategies (continued) • Do it right first time • Plan each task before you begin • Focus on exactness of details • Check each finished task
  • 22. Evaluate Your Workload • Make Daily Plan • Prepare in Advance • Manage Large Project
  • 23. Office Organization • Organize Office Supplies • Organize Workstation
  • 24. Organization (continued) • Organize office supplies • Label shelves where supplies are stored • Identify person to control inventory and order supplies • Compose list of all items used on regular basis • Discourage staff from placing verbal orders
  • 25. Organization (continued) • Organize office supplies • Request everyone to complete requisition • Take inventory on regular bias • Do not over-order supplies • Provide required information to complete requisitions or telephone order
  • 26. Organization (continued) • Organize workstation • Work within easy reach • Purge unnecessary items • Organize necessary items • Use follow-up organizers • Tickler • Pending
  • 27. Ethics Regarding Your Work, Time, and Other Resources • Organizations • Encourage employees to assume responsibilities • Authorize and entrust people to complete job/task ethically and to do their best
  • 28. Ethics (continued) • With regard to work, do you • Use someone else’s words or ideas? • Harass co-workers? • Pad your resume? • Spread untrue information? • Overstate expense reports? • Endanger others? • Make negative public statements about company?
  • 29. Ethics (continued) • With regard to time, do you: • Go home early often? • Take extended lunch breaks? • Take frequent smoking breaks? • Get to work late frequently? • Take/make personal calls frequently? • Talk too long on personal calls?
  • 30. Ethics (continued) • With regard to resources, do you • Exaggerate expense claims? • Exaggerate accomplishments? • Play games on your computer? • Conduct personal research on Internet? • Exaggerate time devoted to task or project? • Take paper, paper clips, and other supplies home?
  • 31. Time Management in Other Cultures • Learn to understand other cultures’ personal styles and preferences for getting work done • Discuss issues with people who are members of culture you want to understand