time management
DESCRIPTION
Exploding some of the myths of 'time management'TRANSCRIPT
TIME MANAGEMENT
CHALLENGING THE MYTH“Organise & execute around priorities”
Richard Tredennick-Titchen 2010
TIME MANAGEMENT
Time Management is a myth
You cannot manage time
All you can try to do is to manage yourself
TIME MANAGEMENT Time in any organisation
is constant Nothing can be substituted
for time Once wasted it can never
be regained Leaders have many
demands on their time & they have to make choices
TIME MANAGEMENT
But, by becoming obsessed with managing your time, you can actually waste time
All you need to do is to make a simple assessment of how to use your workplace time most effectively
THE TIME MGT MYTH “I’ve got a problem with time
management, so ...”1. I should attend a time
management course – 16hrs2. I need to order planning
charts, agendas etc – 2hrs3. I must read the definitive book
– 50hrs4. I have to set aside at least an
hour a day to plan my time mgt – 240hrs Total 308hrs
5. Why with all this effort doesn’t it work
COMMON SENSE TIME WASTERS Indecision – worrying &
procrastinating Implementing – instead of
analysing first Accepting unimportant
interruptions Procrastinating Making unrealistic time
estimates
TIME WASTERS Poor organisation Innefective meetings Micro-managing Doing urgent, rather
than important tasks Poor planning & lack
of contingency plans Failing to trust &
delegate
COMMON SENSE TIME SAVERS Managing the decision
making process, not the decisions
Concentrating on doing only one task at a time
Establishing daily, short term, mid term & long term priorities
Throwing unneeded things away
TIME SAVERS Establishing personal &
organisational deadlines Not wasting yours or other
peoples time Ensure that all meetings
have a clear purpose & time limit
Maintaining an accurate agenda & sticking to it
TIME SAVERS Knowing when to stop a
task, policy or procedure Effective delegation &
empowerment of subordinates
Setting aside time to accomplish high priority tasks
Setting aside time for reflection & evaluation
TIME SAVERS Regularly assess where
you’re wasting time Create time management
goals – you are changing your behaviour – not time
Establish routines & stick to them as far as possible
Look at the big picture & do not get bogged down in details
TIME SAVERS Get into the habit of
setting time limits for your tasks
Be sure that your systems are organised in the most effective way
Don’t waste time waiting Reward yourself from
time to time
TIME SAVERS
Schedule your most important work during your most productive time
Always ask yourself – “Am I making the most of my time?”
Begin everything knowing, what you want to achieve
TIME SAVERS
Do not say “yes” to too many things
Divide large tasks into manageable portions
Do not put unneeded effort into tasks
Deal with it once & for all – do not put it off
Set start & stop times
TIME MANAGEMENT GRID
Quadrant 1 focusses on things which are both ‘urgent’ & ‘important’
They need to be dealt with now
Quadrant 2 represents things which are important but not urgent
These activities can be scheduled to when you can give quality thought to them. Personal activities can be part of this quadrant
TIME MANAGEMENT GRID
Quadrant 3 are distractions They must be dealt with right now, but
frankly are not important eg. unwanted interruptions or phone calls
Quadrant 4 are things which are neither urgent or important
Often unprepared meetings fall into this category
RECOMMENDATIONS Maximise quadrant 2 time Do these tasks when you are at your
best Many quadrant 1 activities could
have been quadrant 2 if they had been done earlier
You can also reduce time spent in quadrant 3 by improving your systems & processes for dealing with distractions
You can eliminate quadrant 4 activities by finding new ways to deal with time wasting
CONCLUSIONS You have to change your
behaviour – not time You have to take control
to ensure that you are working as effectively as possible
Delegate as much as possible, while still staying in control
CONCLUSIONS
Do not sacrifice regular interaction with your staff – but do it on a more structured basis
Consider appointing an executive assistant to assist with Board preparation & business development etc
Allocate yourself time to assess the ‘big picture’ & ‘plan strategically’
CONCLUSIONS Use the ‘Time Mgt Grid’
to help you assess & prioritise what is important
Demonstrate that you are not only successful in your present position, but that you are also building up the leadership skills & experience to take on the next career promotion