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Time Management

Time Management. Gustavo De León Regional Officer, Air Traffic Management and Search and Rescue ICAO NACC Regional Office. Objectives. Identify basic elements of time management Recall effective planning guidelines Restate how to set priorities

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Time Management

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  1. Time Management Gustavo De León Regional Officer, Air Traffic Management and Search and Rescue ICAO NACC Regional Office NAM/CAR/SAM Air Traffic Services Quality Assurance Workshop (Port of Spain, Trinidad and Tobago, 26 to 30 November 2001)

  2. Objectives • Identify basic elements of time management • Recall effective planning guidelines • Restate how to set priorities • Discuss how the use of a Time Management System increases proactive job efficiency in your facility or organization

  3. Webster’s Definition • “Time is a continuum in which events suceed one another from past through present to future”

  4. Basic Element of Time • An Event • So, what is the key to managing time? Control the events Alan Lakein

  5. Types of Events • No control... • Some control... • Total control...

  6. No Control • ADAPT • Refocus and harness the time you can control • Implement… measures to minimize the impact of the demands that you can’t control

  7. More Productivity More Self-esteem Event Control

  8. Willing to do Rule.... • A successful manager of time is willing to do that which the unsuccessful manager of time is not willing to do.

  9. Keys to event control • PLAN • Control Procrastination • Control Interruptions • Control Time Robbers

  10. Planning The key to event control: “The more time we spend... on planning a project, the less total time is required for it. Don’t let today’s busy work crowd planning time out for your schedule” Edwin C. Bliss

  11. Guidelines for effective planning • Commitment • Review values and goals • Set specific tasks • Evaluate time versus task • Anticipate obstacles • PRIORITIZE tasks

  12. Daily tasks Intermediate steps Long-Range Goals Values Productivity Pyramid

  13. Planning SMART Goals • Specific • Measurable • Action Oriented • Relevant & Realistic • Timely

  14. Effective Goal Setting • Define GOALS • Establish type of goals • Short term goals • Immediate gains, daily or weekly • Intermediate goals • Measurement to long term • Long range goals • Future, months or years

  15. Effective Goal Setting (cont’d) • Goals are effectively planned when they are: • Important to you • Time Dimensioned • Clearly and specifically defined • Owned • Realistic

  16. How to set priorities • Clarify your goals… • Understand cause and effect… • Have project priorities, due dates... • Review long-range goals… • Plan your time… • Set up code for importance… • Record and analyze how you spend your time…

  17. Prioritizing • A = VITAL... High Value • Must be done • B = IMPORTANT… Medium Value • Should be done • C = OPTIONAL… Low Value

  18. Urgency • Urgency does not equal priority • Urgencies act on priorities The Tyranny of the urgent: Urgency engulfs the (time) manager; yet the most urgent task is not always the most important. The tyranny of the urgent lies in its distortion of priorities R. Alec Mackenzie

  19. Control Procrastination • Identify the concern behind procrastination • Schedule unpleasant work early in the day • Set a deadline • Reward yourself when you get difficult work done • Break difficult tasks into subsets… one at a time • Find a task to get you started… quick, easy

  20. Control Interruptions • Utilize Answering Machines/E-mail: • DO NOT use just for screening… • Check and respond… • Use “Good Ending” telephone techniques: • “______ before we hang up, I want to…” • “Mention your time limit, ‘I have to…’ ”

  21. Control Interruptions (cont’d) • Encourage appointments • Schedule time for yourself • Set time limits • Stand up and Carry on the Conversation • Develop stock phrases • Too bad you had to come by when… • I’m in the middle of…

  22. Control Time Robbers • Set a time and place for planning • Plan Daily: • Set Goals for the Day (A1, A2, B1, B2, etc… according to your priorities) • Schedule Appointments (block specific times for meetings, projects, tasks, contacts, yourself) • To Do Lists (don’t want to forget) • Review Goals and Values (evaluate progress and follow a Planning Procedure

  23. Bibliography Quality Assurance Program Administration, Course 50314 FAA Academy, Oklahoma City

  24. THE END THANK YOU

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