Time Management by sofiaie

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									Time Management for
     Managers
            Characteristics Of Time
   There‘s a finite amount of time.
   It‘s the same for everyone. Nobody has more
    than anyone else.
       Non-renewable resource
       Cannot be replaced, saved, made up, or overspent.
   Time is either used or wasted.
   Time is your toughest competition.
                The Value Of Time
   How much is your time worth?
       Time is money, right?
       Wrong! Money is time.
       You can always get more money – time is more
        valuable.
   Exercise - How much is an hour worth to you?
               Time Management
   Time management helps you work smarter, not
    harder.
       Smart people get the right things done.
       People who work smart make more money and get
        promoted faster.
   Time management requires self-management
    and self-discipline.
    Four Steps In Time Management
   Planning
   Organizing
   Controlling (keeping track of it)
   Evaluating (Time Logs, Weekly Planners, and
    Daily Schedules)
                        Planning
   Set goals (always time framed - deadlined).
       Yearly: Income, projects/tasks, improvement areas
       Monthly updates
       Weekly Planners
       Daily Schedules
   Prioritize Everything: 1s, 2s, 3s
                     Planning
   Remember the 80/20 Rule: 80% of your results
    come from 20% of your activities.
   Plan for the full range of your job functions and
    activities.
                   Self-Management
   If you‘re unsure about priorities, ask your boss.
   ―I don‘t have enough time,‖ blames time, not
    yourself.
       You didn‘t check your priorities with your boss.
   Don‘t be a victim, take responsibility for
    managing and controlling your time.
       According to boss‘s priorities, not yours
   Take responsibility for results as boss defines
    them.
                Self-Management
   People who are habitually late or constantly
    procrastinate:
    1   Arrogant: Try to establish power consciously.
    2   Poor self-image: Try to establish power
        subconsciously.
    3   Unhealthy fear of failure.
    4   Are you in denial about any of the above problems?
                 Self-Management
   Overcome these problems with self-discipline:
       Time management and priority setting
       Professional help ( yes, a shrink)
       Don‘t procrastinate on getting started or getting help
        in planning your time.
                        Planning

   Yearly goals
   Monthly updates
   Weekly planners
   Daily schedules
       The keystone of an effective system
               Planning Tools

   To-Do list
   Action folder (Red)
   Management folders (Yellow)
   Project folders (Blue)
   Calendar
   Weekly planners
   Daily schedule
               To-Do List Problems
   The longer, the worse – depressing
   Unconscious, stupid tricks we play on ourselves:
       Do lots of little things first to give ourselves
        achievement feedback.
       Do the easiest things first.
       Do the most fun things first.
                  To-Do List Solutions

   Scrub it every week to keep it short.
       Reward accomplishments—give yourself a piece of
        candy.
   Deadline all items.
   Prioritize all items (boss‘s priorities).
       Listen to boss carefully.
            Listen for stuff you don‘t want to hear.
            Don‘t listen defensively – it‘s not personal criticism, it‘s
             improvement advice.
                Weekly Planner
   Assign priorities in an action folder and on a to-
    do list.
   Look at last week‘s weekly planner.
               Weekly Planner

   Look at calendar for scheduled appointments
    and meetings.
   Synthesize into a new weekly planner.
   Keep weekly planners for later analysis.
                    Daily Planning
1   Set a time for your daily planning (first thing in
    a.m. is usually best)
2   Look at your e-mail - DRAS (delete, refer, act, or
    save) it
       Refer means to refer it to someone else to do.
       Act if it takes less than two minutes.
–   Snail-mail – TRAS (toss, refer, act, or save) it.
                Daily Planning

   Refer - Delegate, forward, or print out and put in an
    appropriate folder.
   Act - Do it immediately if it takes less than two
    minutes.
   Save- Don‘t save what others save.
              Daily Scheduling Tips
   Be tough on yourself – do the hardest, nastiest
    things first.
   Save the easiest, most fun for last in the day –
    look forward to them.
   On every activity, ask ―how is this helping me
    achieve my goals?‖
   Prioritize 1, 2, 3. You shouldn‘t be doing 4s and
    5s.
       You distract yourself.
              Daily Scheduling Tips
   Break big jobs into smaller chunks.
       Turn off your computer — no e-mail or IMs during
        chunking.
       Each chunk completed builds momentum.
   Don‘t attempt too much. Make yourself feel like
    a winner.
   Allow for interruptions — leave one-quarter
    unscheduled.
       If you‘re not a manager, leave one-eighth
        unscheduled.
              Daily Scheduling Tips
   Set a time limit on each appointment or
    meeting.
   If you add something during the day, drop
    something.
   Make time for call-backs.
       Best time for call-backs is when assistants aren‘t
        around — before 9:00 a.m. or after 5:30 p.m.
                  Working Your Plan
   The number-one time management rule: Do one
    task until it‘s finished.
       We interrupt ourselves (e-mail, IMs).
               Focus intensely.
       Champion athletes know the value of focused
        concentration.
                            Follow-Up
   Conduct a desk check at the end of the day.
       Nothing open
       No random piles of stuff — have organized piles
       No Post-Its all over the place
       What color is your desktop?
            If you don‘t know or can‘t see your desktop, you‘re not well
             organized
Organize Your Desk and Computer
   Phone on the left (if you‘re right-handed).
       Use a headset if you‘re on the phone a lot so you can
        write stuff down.
   Handy calendar (Only One-Portable)
   Vital information on your desktop.
   Work space neat and clean.
   Take notes on everything.
       Put them in appropriate folders (digital or physical)
            Action folder, management folder, project folder
   Put often-used information in Favorite Places or
    appropriate easy-to-access folders.
Organize Written Communications
   Analyze repetition: use forms, templates.
   Analyze correspondence.
       Have separate files and templates for letters and
        paragraphs.
          Organize Support Staff
   Have no-interrupt hours for support people.
   Utilize quiet hours for the entire office or
    department
          Organize Support Staff
   Have the support staff keep time logs
    occasionally.
   Meet regularly with the support staff to discuss
    problems, solutions.
   Make the support staff part of the team.
        Organize Your Associates
   Use liaisons.
   Consolidate meetings (bring management and
    project folders).
    Compress meetings (set time limits, use and
    follow agendas).
             Manage Your Boss
   Get specific instructions.
   Get agreement on priorities.
   Expand autonomy parameters: gain trust.
              Controlling Time
   Proper use of time separates winners from
    losers.
   Winners take credit, losers blame time and
    others.
   View time management as an edge opportunity.
                          Evaluating
   Time logs (every six months)
       We misjudge time. What we like to do goes fast;
        what we dislike to do goes slowly.
       Time logs must be accurate.
       Analyze logs carefully and identify the biggest time
        wasters:
            Overextended lunch and coffee breaks
            Extended, unproductive phone conversations
            Inconsequential personal discussions, IMs
                       Evaluating
   Look at your time log and ask these questions:
       ―Am I doing the right things?‖
       ―Could I have done things in less detail?‖
       ―What kind of interruptions? How long did it take me
        to recover?‖
       ―How long were my conversations?‖
       ―Did I say ‗no‘ often enough?‖
                    Summary
   Time isn‘t money, it can‘t be saved. It‘s more
    precious.
   Know how you use your time (time logs).
   Know your boss‘s priorities.
   Set deadlines for everything.
                         Next Steps
   Remember, you‘re the one who makes yourself
    unhappy with unreasonable expectations and
    disorganization.
       Create a plan.
   Get organized and smell the flowers.

								
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