Time management for managers
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Time Management for Managers. Characteristics Of Time. There’s a finite amount of time. It’s the same for everyone. Nobody has more than anyone else. Non-renewable resource Cannot be replaced, saved, made up or overspent Time is either used or wasted. Time is your toughest competition.

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Time Management for Managers

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Time management for managers

Time Management for Managers


Characteristics of time

Characteristics Of Time

  • There’s a finite amount of time.

  • It’s the same for everyone. Nobody has more than anyone else.

    • Non-renewable resource

    • Cannot be replaced, saved, made up or overspent

  • Time is either used or wasted.

  • Time is your toughest competition.


The value of time

The Value Of Time

  • How much is your time worth?

    • Time is money, right?

    • Wrong! Money is time.

    • You can always get more money – time is more valuable.

  • Exercise - How much is an hour worth to you?


Time management

Time Management

  • Time management helps you work smarter, not harder.

    • Smart people get the right things done.

    • People who work smart make more money and get promoted faster or get to do the jobs they want.

  • Time management requires self-management and self-discipline.


Four steps in time management

Four Steps In Time Management

  • Planning

  • Organizing

  • Controlling (Keeping track of it)

  • Evaluating


Planning

Planning

  • Set Goals (Always time framed - deadlined).

    • Yearly: Income, projects/tasks, improvement areas

    • Monthly updates

    • Weekly Planners

    • Daily Schedules

  • Prioritize everything: 1s, 2s, 3s.


Planning1

Planning

  • Remember the 80/20 rule: 80% of your results come from 20% of your activities.

  • Plan for the full range of your job functions and activities to get the results you’re expected to get.

    • Results are politically defined.


Self management

Self-Management

  • If you’re unsure about priorities, ask your boss.

    • “I don’t have enough time,” blames time, not yourself.

      • You probably didn’t check your priorities with your boss.

    • Don’t be a victim, take responsibility for managing and controlling your time.

      • According to boss’s priorities, not yours.

    • Take responsibility for results as the boss defines them.


Self management1

Self-Management

  • People who are habitually late or constantly procrastinate:

    • Arrogant: Try to establish power consciously

    • Poor self-image: Try to establish power subconsciously

    • Unhealthy fear of failure

    • Are you in denial about any of the above problems?


Self management2

Self-Management

  • Overcome these problems with self-discipline:

    • Time management and priority setting

    • Professional help ( yes, a shrink)

    • Don’t procrastinate on getting started or getting help in planning your time.


Planning2

Planning

  • Yearly Goals

  • Monthly Updates

  • Weekly Planners

  • Daily Schedules

    • The keystone of an effective system


Planning tools

Planning Tools

  • To-Do List

  • Action Folder

  • Management Folders

  • Project Folders

  • Calendar

  • Weekly Planners

  • Daily Schedule


To do list problems

To-Do List Problems

  • The Longer, the worse – depressing.

  • Unconscious, stupid tricks we play on ourselves:

    • Do lots of little things first to give ourselves achievement feedback.

    • Do the easiest things first.

    • Do the most fun things first.


To do list solutions

To-Do List Solutions

  • Scrub it every week to keep it short.

    • Reward accomplishments — give yourself a piece of candy.

  • Deadline all items.

  • Prioritize all items (boss’s priorities).

    • Listen to boss carefully.

      • Listen for stuff you don’t want to hear.

      • Don’t listen defensively – it’s not personal criticism, it’s improvement advice


Weekly planner

Weekly Planner

  • Assign priorities in an Action Folder and on a To-Do list.

  • Look at last week’s Weekly Planner.


Weekly planner1

Weekly Planner

  • Look at Calendar for scheduled appointments and meetings.

  • Synthesize into a new Weekly Planner.

  • Keep Weekly Planners for later analysis.


Daily planning

Daily Planning

  • Set a time for your daily planning (first thing in the a.m. is usually best).

  • Look at your email - DRAS (delete, refer, act, or save) it

    • Refer means to refer it to someone else to do.

    • Act if it takes less than two minutes.

  • Snail-mail – TRAS (toss, refer, act, or save) it

    • Keep briefcase or backpack open and toss reading in it.


Daily planning1

Daily Planning

  • Refer - Delegate, forward, or print out and put in an appropriate folder.

  • Act - Do it immediately if it takes less than two minutes.

  • Save- Don’t save what others save.


Daily scheduling tips

Daily Scheduling Tips

  • Be tough on yourself – do the hardest, nastiest things first.

  • Save the easiest, most fun for last in the day – look forward to them.

  • On every activity, ask “how is this helping me achieve my goals?”

  • Prioritize 1, 2, 3. You shouldn’t be doing 4s and 5s

    • You distract yourself.


Daily scheduling tips1

Daily Scheduling Tips

  • Break big jobs into smaller chunks.

    • Turn off your computer — no email, Ims, Facebook, or Twitter during chunking.

    • Each chunk completed builds momentum.

  • Don’t attempt too much. Make yourself feel like a winner.

  • Allow for interruptions — leave one-quarter unscheduled.

    • If you’re not a manager, leave one-eighth unscheduled.


Daily scheduling tips2

Daily Scheduling Tips

  • Set a time limit on each appointment or meeting.

  • If you add something during the day, drop something.

  • Make time for call-backs.

    • Best time for call-backs is when assistants aren’t around — before 9:00 A.M. or after 5:30 P.M. (No-Screening Time).


Working your plan

Working Your Plan

  • The number-one time management rule:

    • Do one task until it’s finished.

      • We interrupt ourselves (email notifications, IMs, texting, Facebook).

        • Focus intensely

    • Champion athletes know the value of focused concentration.


Follow up

Follow-Up

  • Conduct a desk check at the end of the day.

    • Nothing open

    • No random piles of stuff — have organized piles

    • No Post-Its all over the place

    • What color is your desktop?

      • If you don’t know or can’t see your desktop, you’re not well organized.


Organize your desk and computer

Organize Your Desk and Computer

  • Phone on the left (if you’re right-handed)

    • Use a headset if you’re on the phone a lot so you can write stuff down.

  • Handy Calendar (Only One-Portable, such as a synched smartphone)

  • Work space neat and clean

  • Writeeverything down.

  • Put often-used information in Favorite Places.


Organize your desk and computer1

Organize Your Desk and Computer

  • Vital information handy

  • Action folder (red if not on computer)

  • Management folder (yellow if not on your computer)

  • Project folders (blue if not on your computer)


Organize written communications

Organize Written Communications

  • Analyze repetition: use forms, templates.

  • Analyze correspondence.

    • Have separate files and templates for letters and paragraphs.


Organize support staff

Organize Support Staff

  • Have no-interrupt hours for support people.

  • Utilize quiet hours for the entire office or department .


Organize support staff1

Organize Support Staff

  • Have the support staff keep time logs occasionally.

  • Meet regularly with the support staff to discuss problems, solutions.

  • Make the support staff part of the team.


Organize your associates

Organize Your Associates

  • Use liaisons.

  • Consolidate meetings (bring management and project folders).

  • Compress meetings (set time limits, use and follow agendas).


Manage your boss

Manage Your Boss

  • Get specific instructions.

  • Get agreement on priorities.

  • Expand autonomy parameters: gain trust.


Controlling time

Controlling Time

  • Proper use of time separates winners from losers.

  • Winners take credit, losers blame time and others.

  • View time management as an edge opportunity.


Evaluating

Evaluating

  • Time logs (every six months)

    • We misjudge time. What we like to do goes fast. What we dislike to do goes slowly.

    • Time logs must be accurate.

    • Analyze logs carefully and identify the biggest time wasters:

      • Overextended lunch and coffee breaks

      • Extended, unproductive phone conversations

      • Inconsequential personal discussions, IMs, Facebook


Evaluating1

Evaluating

  • Look at your time log and ask these questions:

    • “Am I doing the right things?”

    • “Could I have done things in less detail?”

    • “What kind of interruptions? How long did it take me to recover?”

    • “How long were my conversations?”

    • “Did I say ‘no’ often enough?”

      • Set up “no” systems


Summary

Summary

  • Time isn’t money, it can’t be saved. It’s more precious .

  • Know how you use your time (time logs).

  • Know your boss’s priorities.

  • Set deadlines for everything.


Next steps

Next Steps

  • Remember, you’re the one who makes yourself unhappy with unreasonable expectations and disorganization.

    • Create a plan.

  • Get organized and smell the flowers.


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