Time management has five main aspects: Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results The first 4 all interconnect and interact to generate the fifth - results
Time is the most precious thing we have Time is ultimately the most valuable resource Time and how we spend it within the organization must be managed effectively Time is totally perishable
Time cannot be stored up for use later
Time can be categorized into two types: Fast time when absorbed in, or enjoying an activity
Slow time when bored with an activity or having a bad time when scared
Covey identified 4 waves in time management 1 Notes and Checklists Recognition of the demands on energy & time
2 Calendars and appointment books Scheduling with some focus on the future
3 Prioritization Comparison of the relative worth of activities
4 Self management Realization that time cannot be managed - it is ourselves that we have to manage!
Q1
Q3
Crises Deadlines
Interruptions Some Meetings Popular Activities
Q2
Q4
Prevention Relationship Building Planning Recreation Pleasant Activities Busy Work Time Wasters Trivia
Fundamentals Focus is on time and resources
Pre-analysis of performance Analysis of goals and objectives
Systemization of processes
Analysis of goals & objectives
By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity: S -- specific and well defined objectives M -- measurable outputs and inputs A -- achievable in terms of resources available and expectations R -- relevant to the overall business strategy T -- time bound with an operational schedule
Just because you are busy does not mean that you are productive Differentiate between Effectiveness -- doing the right things Efficiency -- doing the right things correctly
How it should be List all tasks that you are currently putting off Remove two from the list by doing them now! Plan and set a schedule for dealing with the rest
Reward when tasks are completed Punish when tasks are not completed on schedule
People are overloaded for two main reasons The person or team does too much The person or team have too much to do
To deal with over-work, try the following Understand your pressures Don’t get worked up or panicked Don’t blame everything on yourself
Walk away Estimate time as well as possible Agree priorities and keep them
Remind yourself that there is a limited amount of time available to you
Differentiating between Urgent tasks assume importance as they demand immediate attention Important tasks May become urgent if left undone Usually have a long term effect To judge importance v urgency, gauge tasks in terms of Impact of doing them Effect of not doing them
Priority 2
Priority 1
Priority 4
Priority 3
The main aim of prioritization is to avoid a crisis To do this then you must
Schedule your Priorities as opposed to Prioritizing your Schedule