Time Management presentation. How to mange your time

1. TIME MANAGEMENT AND DELEGATION SKILLS

2. PLEASE ANSWER FOLLOWING QUESTIONS 1. What one thing could you do ( you are not doing currently ) that if you do on regular basis, would make a tremendous positive difference in your personal life ? 2. What one thing in your business or professional life would bring similar results ? EXERCISE 1 :

3. HOW WELL DO YOU MANAGE YOUR TIME Listed below of ten statements that reflects generally accepted principles of good time management. Answer these items by circling the item most characteristic you perform your job. Please be honest. No one will know your answers except you. 1] Each day I set aside a small amount of time for planning and thinking about my job. 0. Almost never 1. Sometimes 2. Often 3. Almost always 2] I set specific, written goals and put deadlines on them. 0. Almost never 1. Sometimes 2. Often 3. Almost always 3] I make a daily “to do” list, arrange items in order to importance, and try to get the important items done as soon as possible. 0. Almost never 1. Sometimes 2. Often 3. Almost always 4] I am aware of the 80-20 rule and use it in doing my job. (The 80-20 rule states that 80 percent of your effectiveness will generally come from achieving only 20 percent of your key activities) 0. Almost never 1. Sometimes 2. Often 3. Almost always 5] I keep a loose schedule to allow for crisis and the unexpected. 0. Almost never 1. Sometimes 2. Often 3. Almost always

4. 6] I delegate everything I can to others. 0. Almost never 1. Sometimes 2. Often 3. Almost always HOW WELL DO YOU MANAGE YOUR TIME Listed below of ten statements that reflects generally accepted principles of good time management. Answer these items by circling the item most characteristic you perform your job. Please be honest. No one will know your answers except you. 7] I try to handle each piece of paper only once. 0. Almost never 1. Sometimes 2. Often 3. Almost always 8] I eat a light lunch so I don’t get sleepy in the afternoon 0. Almost never 1. Sometimes 2. Often 3. Almost always 9] I make an active effort to keep away common interruptions (visitors, meetings, telephone calls) from continually disrupting my work day. 0. Almost never 1. Sometimes 2. Often 3. Almost always 10] I am able to say no to other’s requests for my time that would prevent my completing important tasks. 0. Almost never 1. Sometimes 2. Often 3. Almost always

5. To get your score, give yourself: 3 points for each “Almost always” 2 points for each “Often” 1 point for each “Sometimes” 0 point for each “Almost never” If you scored: 00 - 15 Better give some thought to managing your time. 16 - 20 You’re doing on but there’s room for improvement. 21 - 25 Very good. 26 - 27 Excellent 28 - 30 You cheated.

7. FIND OUT YOUR TIME-WASTERS Instructions : Select your top time wasters and assign weights in descending order of importance. Weight your top timewaster “10”, your next most important “9” etc. PLANNING 1. ---- Lack Objectives/Priorities/Planning 2. ---- Crisis Management, Shifting Priorities 3. ---- Attempting too much at once/ Unrealistic time estimates 4. ---- Waiting for Planes/Appointments 5. ---- Travel 6. ---- Haste/Impatience ORGANIZING 7. ---- Personal Disorganization/Cluttered Desk 8. ---- Confused Responsibility and Authority 9. ---- Duplication of Effort 10. ---- Multiple Bosses 11. ---- Paperwork/Red Tape/Reading 12. ---- Poor Filing System 13. ---- Inadequate Equipment/Facilities STAFFING 14. ---- Untrained/Inadequate Staff 15. ---- Under/Over Staffed 16. ---- Absenteeism/Tardiness/Turnover 17. ---- Personnel with problems 18. ---- Over-Dependent Staff DIRECTING 19. ---- Ineffective Delegation/Involved in Routine Details 20. ---- Lack of Motivation/Indifference 21. ---- Lack of coordination/Teamwork

8. FIND OUT YOUR TIME-WASTERS Instructions : Select your top time wasters and assign weights in descending order of importance. Weight your top timewaster “10”, your next most important “9” etc. CONTROLLING 22. ---- Telephone Interruptions 23. ---- Drop-in visitors 24. ---- Inability to say “No” 25. ---- Incomplete/Delayed Information 26. ---- Lack of Self-Discipline 27. ---- Leaving Tasks Unfinished 28. ---- Lack Standards/Controls/Progress Reports 29. ---- Visual Distractions/Noise 30. ---- Over-control 31. ---- Not being informed 32. ---- People not available for discussion COMMUNICATING 33. ---- Meetings 34. ---- Lack/Unclear Communication, Instructions 35. ---- Socializing/Idle Conversation 36. ---- “Lack of”/Over-Communication 37. ---- Failure to Listen DECISION-MAKING 38. ---- Procrastination/Indecision 39. ---- Wanting all the facts 40. ---- Snap decision

9. TIME MANAGEMENT FILM

10. LEARNING TO SAY “NO”. When I was Director of University Relations at a large university, I hired a very talented, proactive, creative writer. One day, after he had been on the job for a few months, I went into his office and asked him to work on some urgent matters that were pressing on me. He said,”Stephen, I’ll do whatever you want me to do. Just let me share with you my situation.” Then he took me over to his wallboard, where he had listed over two dozen projects he was working on, together with performance criteria and deadline dates that had been clearly negotiated before. He was highly disciplined, which is why I went to see hem in the first place. If you want to get something done, give it to a busy man. Then he said,”Stephen, to do these new jobs would take several days. Which of these projects would you like me to delay or cancel to satisfy your request?” Well, I didn’t want to take the responsibility for that. I didn’t want to put a cog in the wheel of one of the most productive people on the staff just because I happened to be managing by crisis at that time. The jobs I wanted done were urgent, but not important. So I went and found another crisis manager and gave the job to him. Dr. Stephen R. Covey

11. Need immediate attention. Insist on action. Usually visible. They are right in front of us. They press on us. Often they are pleasant, easy and fun to do. Usually we react to urgent matters. OUR TASKS IMPORTANT URGENT NOT URGENT NOT IMPORTANT

12. Q IV NOT URGENT AND NOT IMPORTANT Q I URGENT AND IMPORTANT Q III URGENT AND NOT IMPORTANT Q II NOT URGENT AND IMPORTANT QUADRANT MATRIX IMPORTANT URGENT NOT URGENT NOT IMPORTANT

13. Q II Prevention Relationship building Recognizing new opportunities Q I Crises Pressing Problems Deadline driven projects Q III Interruptions Phone calls Mail Meetings Popular’Activites Pressing Matters Q IV Trivial Activities Mail Phone calls PUT / 010 ACTIVITIES IN EACH QUADRANT IMPORTANT URGENT NOT URGENT NOT IMPORTANT

14. Q II Vision. Perspective Balance Discipline Control Few Crises Q I Stress Burnout Crisis Management Always putting out fires Q III Short term focus Crisis Management Sees goals/plans as worthless Feel victimized/out of control Shallow relationship Q IV Total irresponsibility Fired from jobs Dependent on others for basics PUT / 010 RESULT OF EACH QUADRANT IMPORTANT URGENT NOT URGENT NOT IMPORTANT

15. PLEASE GO BACK TO THE EXERCISE 1 WHERE YOU WROTE THE ANSWERS FOR TWO QUESTIONS. PLEASE VERIFY YOUR ANSWERS WOULD FALL INTO SECOND QUANDRANT, WHERE THE TASKS ARE NOT URGENT BUT THEY ARE IMPORTANT.

16. DO YOU SLEEP WELL WHEN THE WIND BLOWS? A young man applied for a job as a farmhand. When the farmer asked for his qualifications, he said, “I can sleep when the wind blows.” This puzzled the farmer. But he liked the young man, and hired him. A few days later, the farmer and his wife were awakened in the night by a violent storm. They quickly began to check things out to see if all was secure. They found that the shutters of the farmhouse had been securely fastened. A good supply of logs had been set next to the fireplace. The young man was sleeping soundly. The farmer and his wife then inspected their property. They found that the farm tools had been placed in the storage shed, safe from the elements. The tractor had been moved into the garage. The barn was properly locked. Even the animals were calm. All was well. The farmer then understood the meaning of the young man’s words. “I can sleep when the wind blows.” How does this apply to our lives ?

17. PLEASE IDENTIFY SOME MORE QUADRANT II ACTIVITIES WHICH ARE NEGLECTED IN YOUR LIFE. LIST THEM AND DECIDE TO WORK ON THEM. MAKE AN ACTION PLAN. EXERCISE 2 :

19. SOME TASKS WHICH CAN EASILY BE DELEGATED Reports. Fact gathering. Planning a project. Supervising a project. Delegating at some routine meetings. Liaison with other departments. Routine telephone calls and letters. Screening and preliminary interviews/meetings. Departmental routine work.

21. THANK YOU