TIME MANAGEMENT TECHNIQUES

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TIME MANAGEMENT TECHNIQUES

• The Managers Tool Kit

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Time wastes our bodies and minds, our
strength and energy, but we waste Time,
therefore, we are quits. Inscription on the
Sun Watch, 1746.

• Time Management is one of the most important
  issues in modern business, time is one of the
  major resources for success. Work pressure,
  continuous stress do not increase our
  productivity. How can we use our working time
  productively in order to do all things and keep
  our strength for tomorrow?
• Time is a precious resource, both irreplaceable
  and irreversible. But how can we learn to save
  time and spend it wisely? Effective Time
  Management should help you make the most of
  every hour. In this guide, John Adair focuses on
  time available for daily use using a wide range
  of examples.

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Just as well-run business follows a budget in
spending money, an effective businessperson
should also follow a schedule in spending time

• Personal feeling of time, clear delegating of
  your duties, organization of your work space,
  efficient planning of the conferences and
  meetings, effective rehabilitation of your mental
  and physical strength after large workload and
  stress these are the main tasks, which will be
  resolved if we study Time Management.
• Time is a rare resource. We consider a lot of
  questions to be more important than studying of
  how we can save time and how we can spend time
  rationally.

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TIME IS LIFE. TO WASTE YOUR TIME IS TO WASTE
YOUR LIFE, BUT TO MASTER YOUR TIME IS TO MASTER
YOUR LIFE AND MAKE THE MOST OF IT. Alan Lakein

• Time Management is very important in all spheres
  of our life. It is especially important to use
  Time Management in our everyday activities. We
  always have the lack of time while our duties
  increase. We have to choose our goals wisely and
  have good Time Management skills, which would
  help us solve all of our tasks. Time Management
  is one of the elements of effective productivity.
•  

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DIAGNOSIS

• Where are you currently spending more time
  than you would like/need to be effective in your
  job? You may be able to identify ways you can
  claim back some more time for yourself by
  reflecting on where you currently spend your
  time.
• Meetings Too many meetings, too many/the wrong
  participants, not well controlled no agenda,
  not sticking to the agenda, not starting on time,
  no time allocation
• Telephone calls Calls taking too long
  (unstructured discussions, chatting too long),
  too many calls getting through
• Not enough delegation feel can do this job
  better, want to control everything, frightened
  about whether subordinates can do the job
• Involved in too much unclear what the
  priorities are, want to be involved in
  everything, unrealistic time pressures, cant say
  no
• Continually interrupted door always open, lots
  of questions from subordinates

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SYNOPSIS

• Time Management will help you
•  To develop the personal feeling of time.
• To think about the future time, set goals and
  work out new proposals and plans.
• To analyze how you spend time where, how and
  why you spend time now.
• To reduce the influence of time deficit.
• To get rid of hurry.
• To avoid excessive time spending.

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SYNOPSIS

• To learn how to save your time through delegating
• To redistribute your time for achieving the best
  results.
• To study the techniques that would allow you to
  save your time during the meetings, reading,
  writing the documents, business trips, telephone
  calls etc.
• To use more time for creative thinking. 
• To make time your ally, not the enemy.

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GETTING STARTED

• Visit your office over a weekend and clean house
• Throw away miscellaneous pieces of paper such as
  Post-it notes.
• Record all your information in one system.
• Improve your filing system.
• Put things where you can gain access to
  information quickly and easily.

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GETTING STARTED

• Analyze how you spend your time. Use labels A
  for time spent serving a customer (internal or
  external)
• B for time spent on tasks helping someone who is
  helping a customer
• C for time spent on activities that do not
  benefit customers directly or indirectly (this
  includes fun office activities).
• Record your time spent doing A,B, and C
  activities over a couple of typical days.
• Categorize the time.

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GETTING STARTED

• Analyze how much of your time was wasted and make
  note of the circumstance under which this
  occurred.
• Develop a plan to reduce B activities.Write down
  the plan. Commit to the implementation.Consult
  the plan often.
• Plan the occasional C activity. Having fun and
  doing the things you enjoy should be done to
  preserve your sanity! But do not get too caught
  up in those activities unless they interfere with
  A items.
• Invest in a time management system manual or
  computerized to give you a structure to work
  with.

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DAILY

• Start each day with a list of all activities you
  wish to accomplish.
• Next, categorize and prioritize each activity as
  1 or 2 activities. Activities classified as
  1s are those that if not done will either
  adversely affect your reputation or negatively
  impact your customer service. Any others are 2s.

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DAILY

• Plan to do all 1 activities first. However, avoid
  committing more than 70 percent of your day to 1
  activities since unforeseen problems will
  invariably upset your plans and use up
  unavailable time.
• Allocate 2 items to other dates in your calendar,
  not necessarily the next day.
• Keep your daily checklist handy at all times. The
  list will have little value if you are constantly
  searching for it.

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DAILY

• Keep your desk clean. Put things where you can
  find them.
• Use your travel time effectively. Most planes and
  trains now have phones, and you can use your
  laptop computer with little interruption.
• Your car can be turned into an education center
  where you listen to management audiocassettes.
  Challenge yourself to write down the highlights
  of cassette while you are enjoying your first
  morning coffee.

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DAILY

• Avoid meetings that are non-critical. If your
  sole purpose for going to a meeting is to get
  information, you can get it from the minutes.
• Delegate your routine work to associates so that
  you can tackle planning, problems, and
  challenging tasks.
• Do only one thing at a time, and complete it
  before taking on the next task.

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DAILY

• Get those you work with to respect your quiet
  time, time when you are planning the days
  activities (first hour) or cleaning your desk at
  the end of the day.
• Avoid procrastination. Identify and deal with the
  source of your discomfort. The longer you
  procrastinate, the higher your stress level would
  be.
• Do less pleasant but important items first. You
  will gain a sense of relief and achievement.

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TIME MANAGEMENT AVOIDING TIME WASTERS

• PROCRASTINATION IS THE THIEF OF TIME
• No one is perfect. Everyone wastes some time.
  The three activities that waste the most time are
  long meetings, interruptions, and telephone
  calls. Here is how you can reduce each
  dramatically.
• MEETINGS
• Avoid setting or attending unnecessary meetings.
• Prepare a detailed agenda.

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MEETINGS

• Get someone to monitor time and inform the
  participants if they are falling behind the
  schedule.
• At the start of meeting obtain agreement on the
  objective(s) to keep a focus and avoid
  time-consuming discussions on unrelated topics.
• Record ideas on a flipchart to reduce repetition.
• People receive biggest part of the information
  through the eyes, not through the ears. The
  Chinese say The picture is worth a thousand
  words. Therefore, visual aids(Slides,diagrams,
  charts) can save your time if they are simple and
  easy to understand.

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MEETINGS

• Avoid dealing with items that are not on the
  agenda. If someone goes off on a tangent
• Politely ask what the matter has to do with the
  agreed-upon objective.
• Ask if the item can be dealt with later or
  outside the meeting.
• PREPARATION TO THE MEETING
• -Goals determination
• -Topic study
• -Discussion Scheme
• -Final preparation

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MEETINGS

• Goals Determination
• For example, to involve consultants of the
  company.
• Improvement of the production process.
• Topic study
• Collection of the facts and information.
• Determination of the main discussion subjects
• Discussion of the different view points.

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MEETINGS

• Discussion scheme
• Setting of the ultimate goal.
• Consideration of the intermediate goals.
• Discussion questions.
• Planning of introductory speech before the
  beginning of discussion.
• Making the meeting agenda.

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MEETINGS

• Final preparation
• Printing and distribution of the invitations.
• Preparation of the conference hall.
• Preparation of the handouts, slides,
  transparencies etc. These materials should be
  distributed before the meeting starts. Clear
  questions should be set at the beginning and at
  the end of agenda. This way the meeting will be
  started and finished on a high note. The most
  important issues should be discussed at the
  beginning when the minds of participants are
  not yet overload..

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OFFICE INTERRUPTIONS

• Stand when people come in to chat. This will
  prevent them from getting comfortable.
• Ask them if its important.
• Ask them if you can talk later in their office, a
  place where you can control the length of the
  conversation.
• Walk out long enough to get them out of your
  office and then sneak back to continue your work.
• Close your door.

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TELEPHONE

• Leave complete messages for people who are not
  available so they wont have to call back.
• Install a voice-mail system.
• Return calls to peoples voice mail after
  business hours.
• Train your associates to deal with routine issues
  on your behalf and to screen your calls when you
  are under pressure.

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TELEPHONE

• Avoid unnecessary chitchat by answering with your
  name followed by a question such as How may I
  help you?
• Increase your chances of speaking to someone
  after you are told that the person is away from
  the desk or in a meeting by asking Could you
  find her for me?
• Can he be interrupted?
• Im returning her call, which was important.

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PAPERWORK

• Keep your desk clean. Put things where you can
  find them. Dont put documents in temporary
  places.
• Deal with each piece of paper once. File it,
  respond to it, or dump it.
• Reduce time by responding to correspondence in
  writing on the letter. Fax it back, or photocopy
  it and send it back.

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Key Moments

• Do not allow procrastination capture you. A
  procrastination is a main thief of time.
  Remember Franklins words One today is worth
  two tomorrows.
• The delegating does not save the company time,
  but it saves your time. The purpose of the
  delegating is to give you the opportunity to
  solve main tasks.
• Your office and desk have to be clean.
• Determine the duration of every meeting at the
  beginning.
• You have to know a purpose, an intention and the
  object of your work. Importance and urgency of
  the work can clarify the situation.

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DELEGATING

• As a leader, you will be judged as much by what
  happens when you are present as by what happens
  when you are absent.
• Good managers never put off till tomorrow
  what they can delegate today. A major cause of
  stress and poor time management is an
  unwillingness, or inability, to delegate
  responsibility to people who work for us.
  Delegating responsibility to others allows you to
  concentrate on your duties as manager planning,
  problem solving, and other proactive matters.
  Failure to delegate forces you to spend too much
  time on trivial issues and neglect critical
  opportunities. Heres what you can do to correct
  the situation

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DELEGATING

• GENERAL
• Write down all your activities for one week.
  Categorize them as A and B activities. All or
  most of A activities can be delegated, including
• Routine work
• Data collection
• Attending meetings unrelated to adding value for
  internal or external clients.

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DELEGATING

• You will be left with more enriching tasks, the B
  activities that will use your conceptual and
  communication abilities, including
• Strategic planning
• Coaching
• Goal setting
• Updating your people
• Problem solving
• Liaising with customers
• Carrying messages between those above and below
  you.

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Delegating is the great motivation it enriches
the work, increases the labor productivity and
contributes to the increase of the team moral.

• Accept that you cannot do everything, be
  everywhere, and make all decisions. Believe that
  your people are capable of doing more of your
  mundane work without much difficulty.
• Identify people who could take some of the load
  off your shoulders. These people
• Have an interest in the job
• Have or will make the time to do jobs you
  delegate
• Have the skills to do the jobs
• If people have the time and inclination but not
  the skills, train them.

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DELEGATION MEETING

• Set up a meeting (formal or informal depending on
  the circumstances). At the meeting, address the
  following
• Explain the purpose.
• Describe the task you want done.
• Be specific about the goal.
• Stress how important it is that the task is done
  in a timely and accurate manner.

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DELEGATION MEETING

• Obtain agreement about the goal.
• Agree on a date by which the task will be
  completed.
• If the task is big, establish minigoals with
  corresponding time lines.
• Discuss benefits that people might enjoy as a
  result of taking on the new job. These might
  include increased responsibility, learning
  opportunities, added exposure in the
  organization, or promotion opportunities.

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DELEGATION MEETING

• Make sure that the person accepts the task and
  its scope. A handshake is an acceptable way of
  acknowledging acceptance.
• Assign responsibility and authority. Tell your
  associates how confident you are in their ability
  to do the job.
• Ask if the associate foresees any problems in
  achieving the task. Help to resolve any problems.

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LATER

• Monitor people as needed to ensure directions are
  clearly understood.
• Monitor performance closely at first and then
  less frequently. If associates are performing
  well, let them know. If not, give them
  appropriate feedback, focusing on the behavior,
  not the person.
• Show confidence in people by giving them some
  freedom to do the task their way.
• Ensure that people who work with you and your
  associate know that you have delegated the task
  and that you have given the associate the
  authority to do the job.

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A SOLID PERSONAL GOAL SETTING SYSTEM IS THE KEY
TO EFFECTIVE TIME MANAGEMENT AND LIFE PLANNING

• Many people eventually realize how important goal
  setting is for their personal and business
  success. Only very few have gone so far as to
  actually sit and put their goals in writing.
• This is an unfortunate situation. It is well
  established that it is the process of writing
  your goals that actually puts your goals to work.

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NICE AND EASY GOAL WRITING

• It is in this goal writing process that your
  subconscious mind starts taking your goals
  seriously. Your mind gets all the necessary
  signals to start moving you forward. And those
  signals are better to be very clear and direct,
  no confusing or conflicting messages. They should
  include clear visual images of your written
  goals.
• You almost certainly know from experience that
  there is a big barrier between reading books or
  listening to tapes and actually taking the hard
  and necessary action steps towards changing your
  habits.  

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ABOUT YOUR HEALTH AND HOLIDAYS

• Keep your energy and improve your health with the
  help of the right diet, good sleep and regular
  rest. Remember the gold rule about the
  moderation.
• Learn to recognize the symptoms of the stress and
  to determine factors, which accompany it. Use the
  7 steps Strategy for struggle with the stress
  act express your feelings determine priorities
  take into consideration things, which you cant
  change better use your experience. Change the
  sign - on the sign check your skills of
  Time Management count your joys, not the
  sadness.

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ABOUT YOUR HEALTH AND HOLIDAYS

• Gratitude is your best ally. Write right now on
  the paper five most important events of your life
  you are thankful to your destiny for.
• Live today. You can not change yesterday, but you
  can improve tomorrow, if you have a good day
  today.
• Working time of the person during all of his life
  consists of 100000 hours. Spend it wisely. Time
  Management principles and techniques are not that
  complicated. They do not require intense thinking
  or research to understand them. What is much more
  important is how much they become a part of you,
  how deeply they penetrate into your mind.

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MAY ALREADY BE A WINNER!

• Each day is a new beginning
• Another chance to learn more about ourselves,
• To care more about others,
• To laugh more than we did,
• To accomplish more than we thought we could,
• To be more than we were before.
• Wishing you a life of wonderful,
• New beginnings, successful outcome of your
  initiatives