Time Management Course for free : is How you can manage your time and what is the basic steps for Perfect Time Management we offer the basic outline for course for free
Learning Objectives :
•When you have completed this module you will be able to define the key concepts associated with Time Management and you will be able to:
•Identify the main obstacles to effective Time Management in your daily role
•Understand the nature of Time Management
•Understand a range of tools, techniques and concepts for Time Management
•Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress
•Explain the benefits of having an effective Time Management process.
Introduction
Time Management & The Organization
•
Looking at time management from the perspective of the organization
what are the benefits:
•
–
Improved productivity through improved use of time by the personnel
–
–
Better performance in terms of on time delivery to customers
–
–
Increased profitability through better use of the human and non-human
resources
–
Improved planning and control of business systems
through time based management
–
Better alignment of activities by incorporating a time
bound system for co-ordination of tasks and projects in the business
–
Reduction of stress that arises due to crisis
management by reducing the incidence of crises by better planning
•
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
Essential Habits:
•
Essential
habits for good time management are:
– Know where the hours are going
– Keep focused on the end result
– Work to defined priorities
– Schedule time for important issues
– Delegate routine tasks and
responsibility for them
– Confront your own indecision and
delay
– Take the stress out of work
– Keep applying the essential habits!
Types of Time:
•
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
Over- & Under-estimating Time:
•
Time
for tasks or activities can be over- or under-estimated due to
– Intensity of activity
– Level of brain function
– Length of gaps between enjoyments
– Fear or ecstasy
Effects of Estimating Time Incorrectly:
•
Under-estimation
of time
•
Stress
due to committing to too many tasks
•
Poor
quality output
•
Deadlines
may be missed
•
Over-estimation
of time
•
Stress
due to people pressing to have activities completed
•
Poor
quality output
•
Deadlines
set may not match requirements
Time Management Principles:
•
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!
Time-Based Management:
•
Fundamentals:
– Focus is on time and resources
– Pre-analysis of performance
– Analysis of goals and objectives
– Systematization of processes
Pre-Analysis
Of Performance:
•
The
ability to learn from past experience allows time management to improve
performance
•
The
discipline of reviewing past performance allows the organization to:
– Debug projects before initiation and
subsequent waste of resources
– Define critical points in processes
which need to have particular attention paid to them
– Improve the overall utilization of
resources by capturing and implementing
best practice
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
Systematization of Processes:
•
The
ability to design and implement processes that allow consistency of
– Input
– Output
– Training and skill transfer
– Consistency allows for time to be
gauged accurately for activities which assists in the scheduling aspect of
capacity planning in the organization
Time-based Management:
•
Need
to look at
– Is the allotted time for completion
of plans realistic for the person / team?
– In the effort to achieve results, is
efficient use made of the available time?
– For teams - how can the time
available be used to generate the optimal results?
– Is task-related time management
appropriate and realistic in the situation?
Busy
Work:
•
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
Busy v Productive Work:
•
Problem
No 1:
Procrastination
•
Putting
off doing the things that you should be doing at this point!
•
Solution
•
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
Dealing
with Indecision or Delay:
•
When
faced with a task - decide to deal with it according to one of the following
actions:
– Do it
– Delegate it
– Dump it
– Deadline it
– Dissect it
Busy v Productive Work:
•
Problem
No 2: Paralyzing perfectionism
– This is a failure to recognize the
difference between excellence and perfection
•
Excellence
•
Achievable
•
Healthy
•
Satisfying
•
Realistic
•
Perfection
•
Unattainable
•
Frustrating
•
Unrealistic
Busy v Productive Work:
•
Problem
No 3: Setting unchallenging objectives
– Objectives need to be set that
challenge you in a realistic manner and take heed of resource availability Otherwise you are busy without any
possibility of success
•
Use
SMARTS criteria where the objectives are:
– Specific
– Measurable
– Attainable
– Realistic
– Time-bound
– Supported by the organization
Overwork:
•
Overwork
can have effects that may be classified as
– Psychological
– Physiological
•
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
Urgency V Importance:
•
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
Prioritization:
•
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
Proactive v Reactive Work
•
Reactive
work - concentrates on getting things done
– Handling daily routines
– Dealing with urgency
– Resolving crises
– Handling interruptions
•
Proactive
work - concentrates on making things happen
– Developing plans and schedules
– Focusing on key tasks
– Achieving deadlines & targets
– Managing projects
Why Crises Occur:
•
Checklist
of reasons:
– Failure to recognize the crisis
– Underestimation of time required
– No contingency plan is ready
– No follow-up on delegated tasks
Anticipating & Preventing Crises :
•
The
most effective way to anticipate and prevent crises is to:
– Set deadlines and stick with them
– Use interim targets and milestones
to break the task or project into manageable chunks
– Build the schedule so that it is
realistic
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