Time Management

1. Time Management

2. Objective - This training will help you as a supervisor to manage your time & become better organized • What is time ??? - It is simple means of measuring the minutes & hours as they tick by

3. What is Time Management - It is about controlling the use of your most valuable resources. • “Eff” Words - Time Management is about wining the “Eff” word & making them apply to you and your daily routine - The “Eff” words are: Effective - having a definite or desired effect Efficient - productive with min. waste Effortless - productive with min. effort

4. Importance Of Time Management • - Personal Time Management is a set of tools which • allow you to: • Eliminate wastage • Be prepared for meeting • Refuse excessive workloads • Monitor projects progress • Allocate resources (time) appropriate to a task’s importance • Ensure that long term projects are not neglected • Plan each day efficiently • Plan each week effectively

5. Time Analysis - The first step in learning how to manage time is analyzing how you spend it now - Using a daily time log helps you to identify time consuming activities - Remember you can’t solve your time problems until you identify them Time Log Time Starts Time Finish Activity / Task

6. Time Wasters - Sorts of things that can waste your time if you don’t control them: - People arriving unexpectedly to see you - Telephone calls - Crises brought about by something you did - Routine or trivial tasks that could be assigned to someone else • Body - clock Problem - Everyone has ‘peaks’ & ‘troughs’ of energy through the day - This rising or failing of energy is called your ‘Body Clock’ - The ideal is to carry out importance tasks when your energy level are highest

7. Get Organized. - The secret of making the best use of your time is to work proactively : 1) Plan times when you will plan & organize your time 2) Plan the next day, the next week - perhaps longer 3) Prioritize your tasks 4) Exploit the ‘peaks’ in your body clock 5) Keep a diary that you use regularly 6) Control non-urgent interruptions and time-wasters 7) Assign & delegate as much work as you reasonably can

8. Get Organized Cont. 1) Plan to plan : - Planning is a challenging activity for a supervisor - In order to plan, you first need somewhere quiet to sit & think apart from noisy & crowd places - Avoid choose your home a place for planning - The second thing is to find time in your work schedule for planning. Perhaps half an hour at the start of your working week, and fifteen minutes every day - Plan how for ahead = hourly, daily, weekly, monthly & yearly 2) Plan the next day, the next week - perhaps longer : - Plan how for ahead = hourly, daily, weekly, monthly & yearly

9. Get Organized Cont. - Planning doesn’t have to be a complicated process. Here are suggested logical process: 1) Decide what you are planning for 2) List all tasks which need to be done 3) Decide which ones you will do, & which you will assign &/or delegate 4) Decide the order in which you will do each of your tasks 5) Note down how each task will take 6) Do it !!!

10. Get Organized Cont. 3) Prioritize your tasks : - One way to distinguish between tasks that are urgent & those that are important through the ‘Time Management Grid’: High urgency - These are very urgent & very important. They have the highest priority, and must be carried out. - These are urgent but not vitally important.They are often fairly simple tasks that can be accomplished quickly & easily High Importance Low Importance - These are important but not very urgent. Tasks as planning ahead & preparation come in this box. Even though they may be not urgent, they are important. - These are neither important nor very urgent. Perhaps you should not even be doing the tasks in this box. Low urgency

11. Get Organized Cont. 4) Exploit the ‘peaks’ your body: - Once you have decided on the priority order in which your tasks need to be done, see whether you can fit the tasks you find hardest into your best body-clock 5) Keep a diary that you use regularly: - Once you have made your plans, don’t try to keep everything in your head - Complex & important things should not be left solely to your memory, your should write them down - One of the simplest & most effective ways of recording information is to keep a diary, that will help you to: a) to be your planning record & memory-jogger b) to be your log of what have actually done

12. Get Organized Cont. 6) Control non-urgent interruptions and time-wasters: - It is truly surprising how much of any managers’ time is taken up with non-essential interruptions - Here are a few that might happen to you, & hoe to deal with: a) If you anticipate a long interruption from someone, stand rather then sit b) If an interruption is not urgent, explain in a friendly voice” I’m busy right now, but I would be happy to discuss the matter later, perhaps .....” c) Check: are you interrupting yourself????

13. Get Organized Cont. 7) Assign & delegate as much work as you reasonably can : - One of your responsibilities as a supervisor is to assign tasks to your team. - Assign work to others not only frees your time; it also provides useful practice for the person who does the work for you.

14. Summary: - You have : - Reviewed how you spend your time - Seen that effective planning involves seven stages - Learned how to use the Time Management Grid (TMG) - Considered how could make the most of your high-energy times to do harder tasks

15. Thank You