Time Management by liwenting

VIEWS: 163 PAGES: 24

									Time Management
• time is a resource that, when lost or
  misplaced, is gone forever.
• Managing projects within time, cost, and
  performance is easier said than done.
• project manager who cannot control his
  own time, then he will control nothing else
  on the project.
• Concentrate on results, not on being
• Remember that time is money
• Bad time management = stress
        The 80:20 Rule
• This says that typically 80% of
  unfocussed effort generates only
  20% of results. This means that the
  remaining 80% of results are
  achieved with only 20% of the effort.

• Do you have trouble completing work within
  the allocated deadlines?
• How long can you work at your desk before
  being interrupted? How many interruptions
  are there each day?
• Do you have a procedure for handling
• If you need a large block of uninterrupted
  time, is it available? With or without overtime?

• How do you handle drop-in visitors and
  phone calls?
• How is incoming mail handled?
• Are you accomplishing more or less
  than you were three months ago? Six
  months ago?
• Do you perform work that should be
  handled by your subordinates?
• Do you have sufficient time each day for
  personal interests?
• Do you still think about your job when
  away from the office?
• Do you make a list of things to do? If
  yes, is the list prioritized?
• Does your schedule have some degree
  of flexibility?
      Time Management Forms

•   To do pad
•   Daily calendar log
•   Agenda
•   Weekly schedule

To do pad

Daily calendar log.

    time management problems
•   Meetings (eight hours/week)
•   Time robbers (ten hours/week)
•   Conflicts (twelve hours/week)
•   Planning/replanning (ten hours/week)

  Obstacles to effective time
Unclear objectives


Inability to say “no”
    Obstacles to effective time

         More interruptions

 Periods of inactivity
     Obstacles to effective time
     Too many things at once

Stress and fatigue

    All work and no play
   Time Management Skills
• Costing Your Time
“Finding Out How Much Your Time is Worth”

Key points:

• Calculating how much your time is worth
  helps you to work out how whether it is
  worth doing particular jobs.

   Time Management Skills
• Deciding Your Work Priorities
 “Finding Out What to Spend Your Time On”

• Key points:

   – • Concentrating on what you enjoy
   – • Using a SWOT analysis to work out your
     strengths and weaknesses.
   – clarify your job with your employer, and
     concentrate on doing well in the areas he or
     she considers to be most important

     Time Management Skills
• Activity Logs
“Finding Out How You Really Spend Your Time “
• Key points:
• By analyzing your activity log you will be able to
  identify and eliminate time-wasting or low-yield

•   You will also know the times of day at which you
    are most effective, so that you can carry out your
    most important tasks during these times.

              Activity Log
    Time   Activity description   Duration   Value

   Time Management Skills
• Action Plans “Small Scale Planning”
Key points:
• An Action Plan is a list of things that
  you need to do to achieve a goal. To
  use it, simply carry out each task in
  the list!

   Time Management Skills
• Prioritized “To Do” Lists
“Remembering To Do All Essential Tasks, In
  The Right Order”
Key points:
• remember to carry out all necessary tasks
  • tackle the most important jobs first, and do not
     waste time on trivial tasks.
  • you do not get stressed by large volumes of
     unimportant jobs.
   Time Management Skills
• Personal Goal Setting
“Planning to Live Your Life Your Way “
Key points:
  • Deciding what is important for you to achieve in
    your life
  • Separating what is important from what is irrelevant
  • Motivating yourself to achievement
  • Building your self-confidence based on measured
    achievement of goals

• 1. Cut back on the time you spend
  watching television, aimlessly surfing the
  web, etc.
• 2. Know thyself. Start keeping track of how
  you are currently utilizing your time and
• 3. Do it right the first time. If you don’t have
  the time to do it right, when will you have
  the time to do it over?
• 4. Make a realistic schedule and stick to it.

• 5. Get enough sleep. Even though you
  immediately lose out on some awake time.

• 6. Handle each piece of mail you receive
  only once.

• 7. Learn to say “no” to people

• 8. Develop a routine doing the things that
  help further your goals.

• 9. Don’t multi-task yourself to death.

• 10. Try to locate yourself in an area that
  will be free from interruptions when you
  are trying to get something accomplished.


To top