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Management

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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Management

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  1. Management Chapter 9: Time Management

  2. 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

  3. 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

  4. 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)

  5. 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

  6. 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

  7. Delegating • 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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

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