TIME MANAGEMENTCHALLENGING THE MYTH“Organise & execute around priorities”        Richard Tredennick-Titchen 2010
TIME MANAGEMENT   Time Management is a    myth   You cannot manage    time   All you can try to do is    to manage your...
TIME MANAGEMENT   Time in any organisation    is constant   Nothing can be substituted    for time   Once wasted it can...
TIME MANAGEMENT   But, by becoming    obsessed with managing    your time, you can    actually waste time   All you need...
THE TIME MGT MYTH   “I’ve got a problem with time    management, so ...”   I should attend a time    management course –...
COMMON SENSE TIME WASTERS   Indecision – worrying &    procrastinating   Implementing – instead of    analysing first  ...
TIME WASTERS   Poor organisation   Innefective meetings   Micro-managing   Doing urgent, rather    than important task...
COMMON SENSE TIME SAVERS   Managing the decision    making process, not the    decisions   Concentrating on doing    onl...
TIME SAVERS   Establishing personal &    organisational deadlines   Not wasting yours or other    peoples time   Ensure...
TIME SAVERS   Knowing when to stop a    task, policy or procedure   Effective delegation &    empowerment of    subordin...
TIME SAVERS   Regularly assess where    you’re wasting time   Create time management    goals – you are changing    your...
TIME SAVERS   Get into the habit of    setting time limits for your    tasks   Be sure that your systems    are organise...
TIME SAVERS   Schedule your most    important work during your    most productive time   Always ask yourself – “Am    I ...
TIME SAVERS   Do not say “yes” to too    many things   Divide large tasks into    manageable portions   Do not put unne...
TIME MANAGEMENT GRID   Quadrant 1 focusses on    things which are both    ‘urgent’ & ‘important’    They need to be dealt...
TIME MANAGEMENT GRID   Quadrant 3 are distractions    They must be dealt with right now, but    frankly are not important...
RECOMMENDATIONS   Maximise quadrant 2 time   Do these tasks when you are at your    best   Many quadrant 1 activities c...
CONCLUSIONS   You have to change your    behaviour – not time   You have to take control    to ensure that you are    wo...
CONCLUSIONS   Do not sacrifice regular    interaction with your staff    – but do it on a more    structured basis   Con...
CONCLUSIONS   Use the ‘Time Mgt Grid’    to help you assess &    prioritise what is    important   Demonstrate that you ...
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Time management

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Exploding some of the myths of 'time management'

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Time management

  1. 1. TIME MANAGEMENTCHALLENGING THE MYTH“Organise & execute around priorities” Richard Tredennick-Titchen 2010
  2. 2. TIME MANAGEMENT Time Management is a myth You cannot manage time All you can try to do is to manage yourself
  3. 3. TIME MANAGEMENT Time in any organisation is constant Nothing can be substituted for time Once wasted it can never be regained Leaders have many demands on their time & they have to make choices
  4. 4. TIME MANAGEMENT But, by becoming obsessed with managing your time, you can actually waste time All you need to do is to make a simple assessment of how to use your workplace time most effectively
  5. 5. THE TIME MGT MYTH “I’ve got a problem with time management, so ...” I should attend a time management course – 16hrs I need to order planning charts, agendas etc – 2hrs I must read the definitive book – 50hrs I have to set aside at least an hour a day to plan my time mgt – 240hrs Total 308hrs Why with all this effort doesn’t it work
  6. 6. COMMON SENSE TIME WASTERS Indecision – worrying & procrastinating Implementing – instead of analysing first Accepting unimportant interruptions Procrastinating Making unrealistic time estimates
  7. 7. TIME WASTERS Poor organisation Innefective meetings Micro-managing Doing urgent, rather than important tasks Poor planning & lack of contingency plans Failing to trust & delegate
  8. 8. COMMON SENSE TIME SAVERS Managing the decision making process, not the decisions Concentrating on doing only one task at a time Establishing daily, short term, mid term & long term priorities Throwing unneeded things away
  9. 9. TIME SAVERS Establishing personal & organisational deadlines Not wasting yours or other peoples time Ensure that all meetings have a clear purpose & time limit Maintaining an accurate agenda & sticking to it
  10. 10. TIME SAVERS Knowing when to stop a task, policy or procedure Effective delegation & empowerment of subordinates Setting aside time to accomplish high priority tasks Setting aside time for reflection & evaluation
  11. 11. TIME SAVERS Regularly assess where you’re wasting time Create time management goals – you are changing your behaviour – not time Establish routines & stick to them as far as possible Look at the big picture & do not get bogged down in details
  12. 12. TIME SAVERS Get into the habit of setting time limits for your tasks Be sure that your systems are organised in the most effective way Don’t waste time waiting Reward yourself from time to time
  13. 13. TIME SAVERS Schedule your most important work during your most productive time Always ask yourself – “Am I making the most of my time?” Begin everything knowing, what you want to achieve
  14. 14. TIME SAVERS Do not say “yes” to too many things Divide large tasks into manageable portions Do not put unneeded effort into tasks Deal with it once & for all – do not put it off Set start & stop times
  15. 15. TIME MANAGEMENT GRID Quadrant 1 focusses on things which are both ‘urgent’ & ‘important’ They need to be dealt with now Quadrant 2 represents things which are important but not urgent These activities can be scheduled to when you can give quality thought to them. Personal activities can be part of this quadrant
  16. 16. TIME MANAGEMENT GRID Quadrant 3 are distractions They must be dealt with right now, but frankly are not important eg. unwanted interruptions or phone calls Quadrant 4 are things which are neither urgent or important Often unprepared meetings fall into this category
  17. 17. RECOMMENDATIONS Maximise quadrant 2 time Do these tasks when you are at your best Many quadrant 1 activities could have been quadrant 2 if they had been done earlier You can also reduce time spent in quadrant 3 by improving your systems & processes for dealing with distractions You can eliminate quadrant 4 activities by finding new ways to deal with time wasting
  18. 18. CONCLUSIONS You have to change your behaviour – not time You have to take control to ensure that you are working as effectively as possible Delegate as much as possible, while still staying in control
  19. 19. CONCLUSIONS Do not sacrifice regular interaction with your staff – but do it on a more structured basis Consider appointing an executive assistant to assist with Board preparation & business development etc Allocate yourself time to assess the ‘big picture’ & ‘plan strategically’
  20. 20. CONCLUSIONS Use the ‘Time Mgt Grid’ to help you assess & prioritise what is important Demonstrate that you are not only successful in your present position, but that you are also building up the leadership skills & experience to take on the next career promotion

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