Description
The PPT explains about Time Management Instrument Feedback.
Time Management – Instrument Feedback
Personal Time Profile
Goal Setting & Planning
• • • • • Have a diary system to keep track of day-to-day activities Agree Key Result Areas and standards with boss Regularly review role with boss Block out periods of time when you are high on energy for priority jobs Clarify start and finish times of meetings to plan time effectively before & after the meeting • Before leaving work plan next day?s activities
Time Principles
• Block out regular time each day for dealing with routines; clear out incoming post once you handle it • Try to complete one job at a time, avoid the “butterfly” approach • Throw away as much of paperwork; don?t unnecessarily hoard • Learn rapid reading to improve speed of scanning report, journals for relevant info and high retention of details imp to you • When organizing meetings use the best approach; attend meetings only if they directly affect your job • Keep only useful papers on desk • Include incompleted tasks for next day?s action
Time Principles (contd.)
• Try to switch telephone off, or get others to take call, when busy with imp tasks or in meeting • Don?t extend coffee or lunch breaks • Before making a phone call: - Write down number - Who you want to speak to - An alternative person if the main person is not in - The key objectives of the call • Place please „don?t disturb? board in a prominent position • Eat a loaf of bread „one slice at a time?.
Procrastination
• • • • • • „Procrastination is the thief of time? Write down the start date on diary; stick to it Note down due dates of projects to be completed; also of follow-ups Schedule unpleasant tasks when you are at your best Prioritise „Things to do? list into A B C. Ensure meetings end with an action plan and a clear understanding of who is to take the action • Use the DIN – „Do it now? approach • Break large tasks into smaller ones
Assertiveness
• Inability due to (1) fear of those in senior position; (2) not wanting to be badly thought by refusing a request • Need to say „no? without experiencing guilt • Attend an Assertivenes course • Use broken record technique for refusing requests • Stand up when casual visitors step in • Give interruptions a time limit • Do not take on others problems • Do not allow others to manage your diary • Before making a call write objectives and stick to it
Stress
• • • • • • •
-
Should work towards good quality of life at work and home Block time for a vacation or a break occasionally Allow about 15 minutes a day for progressive relaxation techniques Take a lunch break and take a short walk outside Take interest in a hobby outside work If feeling physically below par, get a check up and follow up Organize a contingency plan for crisis:
Is it my problem? Do I have the facts? Has it happened before? What are my objectives? My priorities? Make and implement plans and communicate
Time Management Personality Profile
Attention to Task: Divergent or Convergent
• Convergent person; messy desk; claim to be organized • Divergent; easily wander off the subject to whatever sounds interesting at the moment • Convergent draws energy from completing projects • Divergent gains energy from starting projects
Type of Focus: Global or Detailed
• Detailed person need facts and details about situation before being comfortable • Seek data and verification and prefer situations supported by facts • Gain energy from seeking and organizing information • Global persons drawn to „possibilities?. • Enjoy thinking about the future and discussing interrelationships • High tuned conceptual skills; in arts, upper mgnt, mkt
Approach to Structure: Tight or loose
• • • • • • Tightly structured; have a system for accomplishing tasks Loosely structured; prefer flexibility Tight; like meetings to start and end on time Loose, ok with late start meeting and no agenda Tight people have specific place to keep things Before starting work tight persons figure how to organize and structure their work; have a system to work and adjust accordingly as project proceeds • Loose people start with system but forgets it along the way
Style of Processing: Parallel or Serial
• Parallel processors; comfortable performing more than one task at a time • Serial processors, prefer to focus on the task at hand • Parallel people prefer to keep all the parts of a project in motion at the same time • Serial people prefer to begin at the beginning and complete each step thoroughly before proceeding
Strategy for Action: Proactive or Reactive
• Reactive procrastinate till actions become urgent • Spend lots of time responding to crisis or deadlines • Proactive people take charge of the day and accomplish what they set out to do • Do not let circumstance or procrastination get in their way • They make a plan and follow up; rarely find themselves in last minute crises situations
“Where does Time go?”
Where does time go?
1. 2. Good time magnt is not about working harder but smarter.You only leave unimportant things, not the „don?t want to? tasks Being too busy is a state of mind, being at loose end is to be disciplined. Sometimes there may be extra pressure. Need to plan for the unplanned Besides job need to love life too. Relax on a holiday. Take a holiday When you carry work, you only work harder; may not achieve more. Taking work home should be an exception. Take interest in a hobby or sport. Make the most of your life Rushing leads to mistakes; planning helps to get more done and not be hasseled
3. 4.
5.
Where does time go?
6. 7. 8. 9. 10. 11. 12. Taking work to meetings helps in that you get time to accomplish something. Planning time makes sure you forget nothing. Have a checklist before travel. Pack bag a day earlier to prevent hassels at last minute Time mgnt is a discipline learned in childhood. If parents took control, may find it difficult to take control now Time deadlines are budgets to guide you, not targets to exceed. Don?t race against the clock to prove yourself The fresher you are the more likely you are to be productive Use your best time for your most important assignments A and C are the best strategies in a project
Where does time go?
13. Good time mgnt is about taking stock regularly of tasks that are waiting to be done. At the beginning of the day. Also revise and review the priorities If „to do? list is good with priorities listed you are able to negotiate as temptations occur. You will have to change priorities as needed. Working late should not be habit forming. If you work late to avoid interruptions need to establish a quiet hour Diversity of teams mean usually quicker to work as team. Delegate. Don?t dump problems on someone else. Ok in a crisis Put the time to the best use to you. Drive only when necessary. Relax or catch up with the reading pile
14. 15. 16. 17.
Where does time go?
18. 19. 20. Best to do it first and get it over with. Putting it off only annoys and depresses you. May not be as bad as imagined. Self-employed have to regulate own lives, need to self-motivate. Give brain time to relax and think. Don?t plan all the time. Two rules to taking on a task: make sure you have enough time to complete it; make sure you know the objectives and planned space for it. Never wait for others to get you going. Nice people are taken for granted; need not be nasty too.Help when you can and have the time. Be aware of upward delegation. We all take on too much at times, but if it is a constant emotion there is something wrong. Learn to say no. Not taking on enough is not fulfilling your real potential
21. 22.
Where does time go?
23. 24. 25. 26. 27. 28. 29. 30. Rushing may be exciting, but nothing really gets done and fully completed. Ensure things are done with spare time for crisis. Pressure makes some overreact and expend unnecessary energy; others withdraw. Good crisis management is the art of being prepared. Go on with the other work; don?t get annoyed. World too complex and tasks too many for one person; team helps. Being on time is polite, efficient and sign of good time manager Each day is the first day of the rest of your life; don?t begin with the leftover of the previous day; clear desk is good for security Make the filing system easy for retrieval E-mail is most efficient, but sometimes face-to-face is appropriate
doc_877879319.ppt
The PPT explains about Time Management Instrument Feedback.
Time Management – Instrument Feedback
Personal Time Profile
Goal Setting & Planning
• • • • • Have a diary system to keep track of day-to-day activities Agree Key Result Areas and standards with boss Regularly review role with boss Block out periods of time when you are high on energy for priority jobs Clarify start and finish times of meetings to plan time effectively before & after the meeting • Before leaving work plan next day?s activities
Time Principles
• Block out regular time each day for dealing with routines; clear out incoming post once you handle it • Try to complete one job at a time, avoid the “butterfly” approach • Throw away as much of paperwork; don?t unnecessarily hoard • Learn rapid reading to improve speed of scanning report, journals for relevant info and high retention of details imp to you • When organizing meetings use the best approach; attend meetings only if they directly affect your job • Keep only useful papers on desk • Include incompleted tasks for next day?s action
Time Principles (contd.)
• Try to switch telephone off, or get others to take call, when busy with imp tasks or in meeting • Don?t extend coffee or lunch breaks • Before making a phone call: - Write down number - Who you want to speak to - An alternative person if the main person is not in - The key objectives of the call • Place please „don?t disturb? board in a prominent position • Eat a loaf of bread „one slice at a time?.
Procrastination
• • • • • • „Procrastination is the thief of time? Write down the start date on diary; stick to it Note down due dates of projects to be completed; also of follow-ups Schedule unpleasant tasks when you are at your best Prioritise „Things to do? list into A B C. Ensure meetings end with an action plan and a clear understanding of who is to take the action • Use the DIN – „Do it now? approach • Break large tasks into smaller ones
Assertiveness
• Inability due to (1) fear of those in senior position; (2) not wanting to be badly thought by refusing a request • Need to say „no? without experiencing guilt • Attend an Assertivenes course • Use broken record technique for refusing requests • Stand up when casual visitors step in • Give interruptions a time limit • Do not take on others problems • Do not allow others to manage your diary • Before making a call write objectives and stick to it
Stress
• • • • • • •
-
Should work towards good quality of life at work and home Block time for a vacation or a break occasionally Allow about 15 minutes a day for progressive relaxation techniques Take a lunch break and take a short walk outside Take interest in a hobby outside work If feeling physically below par, get a check up and follow up Organize a contingency plan for crisis:
Is it my problem? Do I have the facts? Has it happened before? What are my objectives? My priorities? Make and implement plans and communicate
Time Management Personality Profile
Attention to Task: Divergent or Convergent
• Convergent person; messy desk; claim to be organized • Divergent; easily wander off the subject to whatever sounds interesting at the moment • Convergent draws energy from completing projects • Divergent gains energy from starting projects
Type of Focus: Global or Detailed
• Detailed person need facts and details about situation before being comfortable • Seek data and verification and prefer situations supported by facts • Gain energy from seeking and organizing information • Global persons drawn to „possibilities?. • Enjoy thinking about the future and discussing interrelationships • High tuned conceptual skills; in arts, upper mgnt, mkt
Approach to Structure: Tight or loose
• • • • • • Tightly structured; have a system for accomplishing tasks Loosely structured; prefer flexibility Tight; like meetings to start and end on time Loose, ok with late start meeting and no agenda Tight people have specific place to keep things Before starting work tight persons figure how to organize and structure their work; have a system to work and adjust accordingly as project proceeds • Loose people start with system but forgets it along the way
Style of Processing: Parallel or Serial
• Parallel processors; comfortable performing more than one task at a time • Serial processors, prefer to focus on the task at hand • Parallel people prefer to keep all the parts of a project in motion at the same time • Serial people prefer to begin at the beginning and complete each step thoroughly before proceeding
Strategy for Action: Proactive or Reactive
• Reactive procrastinate till actions become urgent • Spend lots of time responding to crisis or deadlines • Proactive people take charge of the day and accomplish what they set out to do • Do not let circumstance or procrastination get in their way • They make a plan and follow up; rarely find themselves in last minute crises situations
“Where does Time go?”
Where does time go?
1. 2. Good time magnt is not about working harder but smarter.You only leave unimportant things, not the „don?t want to? tasks Being too busy is a state of mind, being at loose end is to be disciplined. Sometimes there may be extra pressure. Need to plan for the unplanned Besides job need to love life too. Relax on a holiday. Take a holiday When you carry work, you only work harder; may not achieve more. Taking work home should be an exception. Take interest in a hobby or sport. Make the most of your life Rushing leads to mistakes; planning helps to get more done and not be hasseled
3. 4.
5.
Where does time go?
6. 7. 8. 9. 10. 11. 12. Taking work to meetings helps in that you get time to accomplish something. Planning time makes sure you forget nothing. Have a checklist before travel. Pack bag a day earlier to prevent hassels at last minute Time mgnt is a discipline learned in childhood. If parents took control, may find it difficult to take control now Time deadlines are budgets to guide you, not targets to exceed. Don?t race against the clock to prove yourself The fresher you are the more likely you are to be productive Use your best time for your most important assignments A and C are the best strategies in a project
Where does time go?
13. Good time mgnt is about taking stock regularly of tasks that are waiting to be done. At the beginning of the day. Also revise and review the priorities If „to do? list is good with priorities listed you are able to negotiate as temptations occur. You will have to change priorities as needed. Working late should not be habit forming. If you work late to avoid interruptions need to establish a quiet hour Diversity of teams mean usually quicker to work as team. Delegate. Don?t dump problems on someone else. Ok in a crisis Put the time to the best use to you. Drive only when necessary. Relax or catch up with the reading pile
14. 15. 16. 17.
Where does time go?
18. 19. 20. Best to do it first and get it over with. Putting it off only annoys and depresses you. May not be as bad as imagined. Self-employed have to regulate own lives, need to self-motivate. Give brain time to relax and think. Don?t plan all the time. Two rules to taking on a task: make sure you have enough time to complete it; make sure you know the objectives and planned space for it. Never wait for others to get you going. Nice people are taken for granted; need not be nasty too.Help when you can and have the time. Be aware of upward delegation. We all take on too much at times, but if it is a constant emotion there is something wrong. Learn to say no. Not taking on enough is not fulfilling your real potential
21. 22.
Where does time go?
23. 24. 25. 26. 27. 28. 29. 30. Rushing may be exciting, but nothing really gets done and fully completed. Ensure things are done with spare time for crisis. Pressure makes some overreact and expend unnecessary energy; others withdraw. Good crisis management is the art of being prepared. Go on with the other work; don?t get annoyed. World too complex and tasks too many for one person; team helps. Being on time is polite, efficient and sign of good time manager Each day is the first day of the rest of your life; don?t begin with the leftover of the previous day; clear desk is good for security Make the filing system easy for retrieval E-mail is most efficient, but sometimes face-to-face is appropriate
doc_877879319.ppt