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Management. Chapter 9: Time Management. Understanding Time. Characteristics of time Time is democratic Everyone gets 24 hours in a day Time is perishable, it cannot be stored Time cannot be bought Time is a valuable and limited resource How time is used is up to YOU

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Chapter 9: Time Management

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Understanding Time

  • Characteristics of time

    • Time is democratic

    • Everyone gets 24 hours in a day

    • Time is perishable, it cannot be stored

    • Time cannot be bought

    • Time is a valuable and limited resource

    • How time is used is up to YOU

  • Efficiency vs. Effectiveness

  • Hurrying is NOT the answer to time management

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Identifying Time Wasters

  • Begin with a time audit

    • Make a commitment and keep a log of how you use your time to pinpoint the time wasters

  • Time wasters might include

    • Misjudging time

    • Oversocializing

    • Lack of delegation

    • Telephone calls and meetings

    • Procrastination

    • Lack of objectives or goals

  • Correct the problem based on individual goals

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Setting Goals

  • Establish clear goals that meet five criteria

    • Specific

    • Measurable

    • Attainable

    • Realistic

    • Timetable/deadline

  • Set personal and professional goals to maintain a balance

  • Pareto principle says 20% of time spent on certain tasks will produce 80% of final results, while 80% of time spent on others will produce only 20% of output (80-20 rule)

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Urgency/Importance Grid

Tool used to prioritize tasks

  • Zone 1 contains tasks that are important and urgent; they require immediate attention

  • Zone 2 shows tasks that are important, but not urgent; necessary but not immediate

  • Zone 3 contains tasks that are urgent, but not important; the necessary evils that must be complete, but mean little to goals

  • Zone 4 includes tasks that are not urgent and not important; minimize or eliminate

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Eliminating Time Wasters

  • Control telephone calls with effective management

  • Discourage drop-in visitors

  • Handle each piece of paper once . . . dump, defer, delegate, or do it

  • End procrastination by first identifying the causes and then breaking the habit

  • Facilitate meetings by preparing, planning, and scheduling them carefully

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  • Get things done through others

  • Failure to delegate occurs too often

    • Belief that no one can do it as well as yourself

    • Looks like the supervisor lacks abilities

    • Doesn’t want to let go of a task

    • Insecurity

  • Effective supervisors delegate by the results they expect and accept no less

    • Choose the right person, make objectives clear, provide support, specify deadlines, and provide feedback

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Work Smarter

  • Pareto Principle (80-20 rule)

  • Complete one’s own work, don’t take on others (unless supervisor directs)

  • Check on yourself to keep in focus, What is the best way for me to use my time right now?

  • Use dead time efficiently, keep a folder handy

  • Cluster tasks in uninterrupted work time

  • Have a plan for every day, use a to-do list

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A Time Management Plan

  • Look analytically at a job, look at the task list created in the job analysis and translate it into results

  • Put time into perspective

    • Where is the time being physically spent?

    • What are the staffing needs?

    • Are there policies and procedures to be set?

  • Use a time planner

    • A weekly schedule that identifies needs and goals

    • The daily schedule organizes each part of the day

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The Internet and Time Management

The Internet has changed how stakeholders interact

  • E-mail allows users to create, send, and read messages on the computer at their own convenience

  • Videoconferencing can replace face-to-face meetings while reducing travel and expenses

  • Internet telephony allows users to talk to one another over the Web

  • File transfers (ftp) allows downloading and uploading of files

  • Internet research saves a lot of time and resources

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Telephone Systems Save Time

  • Call management systems allow for better control of calls

    • Incoming calls can be screened and routed by computer

    • Outgoing calls can be monitored and tracked, numbers can be dialed automatically

    • Cell phones or pagers provide additional communication methods

    • Voice mail saves a lot of time since the message can be retrieved and acted upon after the call was made

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Computerized Time Management Tools

  • Handheld devices (PDAs) have become very convenient

    • Electronic schedulers can coordinate the desktop and handheld calendars

    • Contact managers keep information handy

    • Project management software may be included

  • Personal and laptop computers improve productivity with software options

    • PIM software combines the address book, appointment book, alarm clock, to-do list, dialer, and notepad

    • Scheduling software can coordinate meetings electronically