Time management

TIME MANAGEMENT – PRINCIPLES, TOOLS AND

PRACTICE CHARLES COTTER

NIPMO, INNOVATION HUB

5-6 MAY 2016

http://www.slideshare.net/CharlesCotter

TRAINING PROGRAMME OVERVIEW (DAY 1)

• Introduction and Preview of training

• Diagnosis: Effective utilization of time

• Applying time management principles

• Identifying and combatting time wasters – self-generated and environmental

• Benefits of effective time management – personal and organizational

• Applying time management tools and techniques

TRAINING PROGRAMME OVERVIEW (DAY 2)

• Recap and review of Day 1

• Personal Effectiveness

The 7 Habits of Highly Effective People Work-Life Balance Assertiveness

• Case Study: “Who’s got the Monkey”

• Conclusion

APPLYING THE PARETO PRINCIPLE (80/20%)

INTRODUCTORY LEARNING ACTIVITY

• Individual activity:

• Complete the following statement by inserting one word only. In order to effectively manage time in the NIPMO work environment, I need to/to be………………………………………………………

• Jot this word down and find other learners who have written down the same word.

• Write this word down on the flip-chart. • You’ll be given the opportunity to substantiate your choice of

word.

EFFECTIVE UTILIZATION OF TIME• Individual Learning Activity 1:

• Complete the personal time management evaluation survey below and refer to the score interpretation on the following page.

• Time management analysis:

Goal Setting (Questions 6, 10, 14, 15)

Prioritization (Questions 1, 4, 8, 9, 13, 14, 15)

Managing Interruptions (Questions 5, 9, 11, 12)

Procrastination (Questions 2, 10, 12)

Scheduling (Questions 3, 7, 12)

TIME MANAGEMENT PRINCIPLES

TIME WASTERS

Self-generated

Environmental

SELF-GENERATED TIME WASTERS

• Personnel factors

• Disorganized

• Procrastination

• Inability to say no

• Burnout and stress

ENVIRONMENTAL TIME WASTERS• Organizational factors

• Organizational Cultural factors

• Management factors

• Top management

• Work processes, procedures & habits

• Supply chain

• Unproductive meetings

LEARNING ACTIVITY 2• Group Discussion:

• Identify the five (5) foremost time wasters – both self-generated and environmental – in the NIPMO working environment.

• Apply appropriate time management principles to address these identified time wasters.

• List the benefits of effective time management that will accrue as a result of minimizing these time wasters, with the appropriate tools/techniques – personally and for NIPMO.

TIME MANAGEMENT TOOLS AND TECHNIQUES

• Time and activity management log/audit

• Compiling a To-Do list

• Prioritize your time (ABC)

• Scheduling

• Other practical time management techniques

TIME AND ACTIVITY MANAGEMENT LOG/AUDIT

COMPILING A TO-DO LIST• Daily register of intended tasks/activities to be completed.

• Productivity and time management can be measured at the end of the day by using the To-Do List as a check-list of accomplishment.

• This will invariably lead to improved levels of accountability and productivity.

• If you use To-Do Lists, you will ensure that:

You remember to carry out all necessary tasks You tackle the most important jobs first, and do not waste time on trivial

tasks. You do not get stressed by a large number of unimportant jobs.

URGENCY/IMPORTANCE MATRIX

PRACTICE THE 4 D’s

• Dump

• Do it

• Delegate

• Defer/Diarize

SCHEDULING• Scheduling is the process by which you look at the time available to

you, and plan how you will use it to achieve the goals you have identified.

• Scheduling is a five-step process:

Identify the time you have available. Block in the essential tasks you must carry out to succeed in your job.

Schedule in high priority urgent tasks and vital "house-keeping" activities. Block in appropriate contingency time to handle unpredictable interruptions. In the time that remains, schedule the activities that address your priorities

and personal goals. If you have little or no discretionary time left by the time you reach step five,

then revisit the assumptions you have made in steps one to four.

OTHER TIME MANAGEMENT PRACTICES

• Focus on one thing at a time

• Shift focus

• Goal-setting

• Delegate, outsource and/or utilize support

• Establish routines and stick to them

• Use of time management tools

• Get your systems and processes organized

• Stop procrastinating

• Take at least 24 - 36 hours off each weekend

LEARNING ACTIVITY 3

• Group Discussion:

• Critically evaluate the utility value and functionality of the various time management tools and techniques. Indicate which have the most value in the NIPMO work environment.

WORK-LIFE BALANCE - WHEEL OF LIFE

DEFINING ASSERTIVENESS• Assertiveness is the ability to express one’s feelings and

assert one’s rights while respecting the feelings and rights of others.

• Assertive communication is appropriately direct, open and honest, and clarifies one’s needs to the other person. People who have mastered the skill of assertiveness are able to greatly reduce the level of interpersonal conflict in their lives, thereby reducing a major source of stress.

• The Assertiveness Continuum

THE ASSERTIVENESS CONTINUUM

MEASURING YOUR ASSERTIVENESS

• Do you have difficulty accepting constructive criticism?

• Do you have trouble voicing a difference of opinion with others?

• Do people tend to feel alienated by your communication style when you do disagree with them?

• Do you feel attacked when someone has an opinion different from your own?

• Do you find yourself saying ‘yes’ to requests that you should really say ‘no’ to, just to avoid disappointing people?

ASSERTIVENESS STRATEGIES• Be Firm and Decisive - Say No if You Have To

• Ask For What You Want - Matter of Factly

• Achieve Your Goals

• Constructively Resolve Conflict

• Be Interested In the People Around You

• Believe in Yourself

LEARNING ACTIVITY 4

• Describe how you can improve your assertiveness skills in the NIPMO working environment.

• Describe how you can apply Covey’s habits #1, 2 and 3 as a means of improving your personal effectiveness, time management and workplace productivity.

• Indicate how balanced is your Wheel of Life?

CASE STUDY – “WHO’S GOT THE MONKEY?”

“WHO’S GOT THE MONKEY?” – 3 KINDS OF MANAGEMENT TIME

• Why is it that managers are typically running out of time while their subordinates are typically running out of work?

Boss-imposed time

System-imposed time

Self-imposed time

5 RULES GOVERNING THE "CARE AND FEEDING OF MONKEYS."

• Rule 1. Monkeys should be fed or shot.

• Rule 2. The monkey population should be kept below the maximum number the manager has time to feed.

• Rule 3. Monkeys should be fed by appointment only.

• Rule 4. Monkeys should be fed face-to-face or by telephone, but never by mail.

• Rule 5. Every monkey should have an assigned next feeding time and degree of initiative.

LEARNING ACTIVITY 5

• Group Discussion:

• Read through the case study carefully.

• Identify and discuss the top ten (10) time management lessons, principles and practice.

CONTACT DETAILS

• Charles Cotter

• (+27) 84 562 9446

• charlescot@polka.co.za

• LinkedIn

• Twitter: Charles_Cotter

• http://www.slideshare.net/CharlesCotter