Education Center e – Learning TIME MANAGEMENT

Education CenterEducation Center

e – Learninge – Learning

TIME MANAGEMENTTIME MANAGEMENT

In these days of increasing global competition, rising health care costs, and labor shortages, employers are constantly striving to increase productivity.

One of the best ways to increase productivity is to make sure that all of students effectively managing their time at work. Training all new and

retraining current studebts in the principles and techniques of effective time management is essential.

This sample presentation is intended for presentation to all people. It is designed to be presented by an individual who has knowledge of time

management principles and techniques. This is a sample presentation that must be customized to include and match the sponsorship and employer’s own

policies and practices.

IntroductionIntroduction

At the close of this session, you will be able to:At the close of this session, you will be able to: Recognize the importance of managing time effectivelyRecognize the importance of managing time effectively

Understand ways in which we all waste timeUnderstand ways in which we all waste time Follow tips for effective time managementFollow tips for effective time management

Avoid two major challenges to effective time management – Avoid two major challenges to effective time management – unproductive and unnecessary meetings and e-mail overload. unproductive and unnecessary meetings and e-mail overload.

ObjectivesObjectives

The Importance of Managing Time EffectivelyThe Importance of Managing Time Effectively ““By labor we can find food and water, but all of our labor will By labor we can find food and water, but all of our labor will

not find for us another hour.”not find for us another hour.” In other words, time is finite – there’s only so much of it. In other words, time is finite – there’s only so much of it. By effectively managing our time, we can avoid a stressed and By effectively managing our time, we can avoid a stressed and

less productive workplace and avoid cramming work and less productive workplace and avoid cramming work and family and other personal needs into finite hours. family and other personal needs into finite hours.

Just as we spend so much effort managing money, we need to Just as we spend so much effort managing money, we need to spend equivalent effort managing time. spend equivalent effort managing time.

What are some of the ways we waste timeWhat are some of the ways we waste time? ?

We waste time due to factors beyond our control but also due to factors within our control.

What are some of the factors beyond our control that result in our wasting time?

(To make this interactive, you may want to ask this question and put responses on flip chart of white board.)

What are some of the factors within our control that result in our wasting time?

(To make this interactive, you may want to ask this question and put responses on flip chart of white board.)

Ways in which we waste time: Factors Ways in which we waste time: Factors beyond our controlbeyond our control

Interruptions – phone calls, questions from Coworkers, Friends & customersInterruptions – phone calls, questions from Coworkers, Friends & customers

Computer and other equipment problemsComputer and other equipment problems

Holding and attending unnecessary and unproductive meetingsHolding and attending unnecessary and unproductive meetings

Staffing shortages – covering for absent coworkersStaffing shortages – covering for absent coworkers

Unplanned work and changed prioritiesUnplanned work and changed priorities

Ways in which we waste time: Factors Ways in which we waste time: Factors within our controlwithin our control

Lack of good planning and organization, failing to set and maintain Lack of good planning and organization, failing to set and maintain priorities, losing focus on task at hand – jumping from project to priorities, losing focus on task at hand – jumping from project to

project without completing anyproject without completing any Holding and attending unnecessary and unproductive meetingsHolding and attending unnecessary and unproductive meetings

Spending too much time on phone calls, e-mails and the internetSpending too much time on phone calls, e-mails and the internet Procrastinating until a project becomes urgentProcrastinating until a project becomes urgent

Inability to say “No” when appropriate – taking on too muchInability to say “No” when appropriate – taking on too much Failure to delegate when possibleFailure to delegate when possible

Socializing too muchSocializing too much

Tips for Effective Time ManagementTips for Effective Time Management

To manage your time effectively: To manage your time effectively:

Plan and organize your day and weekPlan and organize your day and week Manage and control interruptions.Manage and control interruptions.

Tips (cont’d) - Planning and OrganizingTips (cont’d) - Planning and Organizing

Planning is the most important activity in Planning is the most important activity in managing your time effectively. managing your time effectively.

As the old quote goes, As the old quote goes, ““Failing to plan is planning to fail”Failing to plan is planning to fail”

Plan each day in as much detail as possible. Do this ideally at the Plan each day in as much detail as possible. Do this ideally at the end of the preceding day or the first thing at the beginning of your end of the preceding day or the first thing at the beginning of your

day. ( Plan your week on a “big picture” basis making notes in day. ( Plan your week on a “big picture” basis making notes in your day-timer or desk calendar.)your day-timer or desk calendar.)

Make a daily to-do list of your objectives in order of priority. Use Make a daily to-do list of your objectives in order of priority. Use whatever system you prefer to record this list – handwritten, whatever system you prefer to record this list – handwritten,

computerized, day-timer, blackberry. Cross out items as they are computerized, day-timer, blackberry. Cross out items as they are completed. Move items that cannot be done that day to another day completed. Move items that cannot be done that day to another day

in the week.in the week.


Batch routine tasks together – separate from your high priority Batch routine tasks together – separate from your high priority tasks tasks

Break any large task or project into smaller piecesBreak any large task or project into smaller pieces Work on priority or routine items during that time of day Work on priority or routine items during that time of day

which matches your work habit preferences. which matches your work habit preferences. For example, if you are a morning person and like to tackle For example, if you are a morning person and like to tackle

tough assignments when you first start working, batch your tough assignments when you first start working, batch your priority and harder tasks in the morning hours. Do more priority and harder tasks in the morning hours. Do more

routine tasks in the afternoon.routine tasks in the afternoon.


Handle each piece of paper or document Handle each piece of paper or document only onceonly once if at if at all possible. Refer it on, file it, or discard it. all possible. Refer it on, file it, or discard it.

(Another idea is to have a temporary hold until discarded (Another idea is to have a temporary hold until discarded file – keep a file, perhaps under your desk where you file – keep a file, perhaps under your desk where you

place documents you are not quite ready to discard. Last place documents you are not quite ready to discard. Last ones on top so it is chronological. If you have not ones on top so it is chronological. If you have not

needed the document in 3 months, discard it when you needed the document in 3 months, discard it when you periodically review the stack.)periodically review the stack.)


Challenges to Effective Time ManagementChallenges to Effective Time Management

Three workplace challenges to effective time Three workplace challenges to effective time management that are within our control:management that are within our control:

Unnecessary and unproductive meetingsUnnecessary and unproductive meetings E-mails.E-mails.

Ways to avoid unnecessary and unproductive meetings.Ways to avoid unnecessary and unproductive meetings. Determine if the meeting is really necessaryDetermine if the meeting is really necessary

Challenges (cont’d) - MeetingsChallenges (cont’d) - Meetings

Reasons NOT to have a meeting:Reasons NOT to have a meeting: You can more effectively accomplish your purpose by You can more effectively accomplish your purpose by

telephone, memo, report, e-mail, or a one-on-one discussiontelephone, memo, report, e-mail, or a one-on-one discussion It is premature to meet – the subject is too uncertain or too It is premature to meet – the subject is too uncertain or too

insignificant to justify a meetinginsignificant to justify a meeting The group needs a cooling off period – currently too much The group needs a cooling off period – currently too much

anger or hostility among members. anger or hostility among members. Also, consider having one day each week when no meetings Also, consider having one day each week when no meetings

are heldare held


Reasons Reasons to to have a meeting:have a meeting: To allow attendees to collaborate – review, To allow attendees to collaborate – review,

evaluate, discuss, problem-solve, decide – with evaluate, discuss, problem-solve, decide – with each othereach other

To present significant informationTo present significant information

Start on time Start on time Always make and follow an agenda. With each agenda item, Always make and follow an agenda. With each agenda item,

include: include: the topic stated in question formthe topic stated in question form the person responsible for leading the discussion the person responsible for leading the discussion the information relative to the issuethe information relative to the issue the time allotted for that issuethe time allotted for that issue the action/reason/purpose of the exchangethe action/reason/purpose of the exchange Tip: Include with the agenda a not-on-agenda list of topics that Tip: Include with the agenda a not-on-agenda list of topics that

are off limits for this meeting. Indicate when these items are off limits for this meeting. Indicate when these items might be expected to be on a future agenda. might be expected to be on a future agenda.


Avoid attending your subordinates' meetings unless Avoid attending your subordinates' meetings unless specifically invited to discuss a topic and limit your time specifically invited to discuss a topic and limit your time

attending to the discussion of that topic attending to the discussion of that topic

Limit presentations to 10 minutes. If a presentation is longer Limit presentations to 10 minutes. If a presentation is longer than 10 minutes, schedule the presentation separately as such than 10 minutes, schedule the presentation separately as such

and not as part of a meeting.and not as part of a meeting.

Avoid having a meeting lasting over 90 minutes. Avoid having a meeting lasting over 90 minutes.


Challenges (cont’d) - E-mailChallenges (cont’d) - E-mail

Unless you are awaiting an urgent message, check e-mails only at specified Unless you are awaiting an urgent message, check e-mails only at specified times during the day. When you have planned to devote a block of time to times during the day. When you have planned to devote a block of time to

work on project, do not interrupt it by checking e-mails.work on project, do not interrupt it by checking e-mails.

Set up folders to save appropriate e-mails – possibly one folder for Set up folders to save appropriate e-mails – possibly one folder for messages to review later and delete or respond to and another folder for messages to review later and delete or respond to and another folder for

reference/retention. reference/retention.

Touch each e-mail just once – same as for paper documents. Decide Touch each e-mail just once – same as for paper documents. Decide whether to delete, save to respond to later, save for reference or retention, whether to delete, save to respond to later, save for reference or retention,

or to respond to immediately. or to respond to immediately.

Agree within your own department or company-wide on Agree within your own department or company-wide on subject-line protocolssubject-line protocols

Some suggestions:Some suggestions: No reply needed – NRNNo reply needed – NRN Thank you – TYThank you – TY Need response by date and time – NRB (date) (time)Need response by date and time – NRB (date) (time) End of message (EOM)End of message (EOM) Use subject line for entire message, example Meet 10 am Use subject line for entire message, example Meet 10 am

on 03/01 Okay? (EOM)on 03/01 Okay? (EOM)


Keep e-mails short – no more than 1-10 sentences. Keep e-mails short – no more than 1-10 sentences. Communicate main point in first or second sentence. Communicate main point in first or second sentence.

After two rounds of trying to solve a problem via e-mail, use After two rounds of trying to solve a problem via e-mail, use

phone or talk in person.phone or talk in person.

If you can’t respond immediately, let the other party know If you can’t respond immediately, let the other party know when you can if you can’t respond to avoid repeat messageswhen you can if you can’t respond to avoid repeat messages


Remove yourself from as many distribution lists as possibleRemove yourself from as many distribution lists as possible Use filters or rules to eliminate or assign junk e-mails to a Use filters or rules to eliminate or assign junk e-mails to a

special folderspecial folder Use “No response required” to end messages and discourage Use “No response required” to end messages and discourage

unnecessary replies.unnecessary replies. If someone is sending you messages or jokes that you do not If someone is sending you messages or jokes that you do not

need and want, ask them politely to stop.need and want, ask them politely to stop. Develop boilerplate or stock responses for frequently used Develop boilerplate or stock responses for frequently used messages and save them in your draft folder using the subject messages and save them in your draft folder using the subject

line for easy recognition and retrieval.line for easy recognition and retrieval.


Time is finite – there is only so much of it. That is why it is so important Time is finite – there is only so much of it. That is why it is so important for us to manage our time effectively at work.for us to manage our time effectively at work.

By effectively managing our time, we can avoid a stressed and less By effectively managing our time, we can avoid a stressed and less productive workplace and avoid cramming work and family and other productive workplace and avoid cramming work and family and other

personal needs into finite hours.personal needs into finite hours. There are ways in which we all waste time. Some are beyond our There are ways in which we all waste time. Some are beyond our

control. But many are within our control and these are the ones we control. But many are within our control and these are the ones we need to work on.need to work on.

To manage your time effectively plan and organize your day and To manage your time effectively plan and organize your day and week.week.

Manage and control interruptions paying special attention to Manage and control interruptions paying special attention to meetings and e-mailmeetings and e-mail. .

Summary

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Education Center e – Learning TIME MANAGEMENT