time management apamsa leadership development module

TIME MANAGEMENT APAMSA Leadership Development Module

Time Management

Leaders are often pressed for time, burdened with incessant demands, and confronted with crises

Consider the following approaches to better manage your time, cope with demands, and manage crises

Task-Oriented Behaviors

Source: G. Yukl, Leadership In Organizations (New Jersey: Pearson Prentice Hall, 2006, p. 42-45)


Time Management

Consider the practical importance of time management for efficient leadership functioning

Identify 3 personal and team-related tasks for the upcoming week and rank them by priority, and then create a 7-day schedule with allotted hours for each task according to priority

Leadership Challenge (10)

Time Management

Recognize the reasons for demands and constraints

Expand your options Set goals Determine how time

is spent

Schedule daily and weekly activities

Avoid unnecessary activities

Conquer procrastination

Utilize reactive activities

Make time for reflective planning

Guidelines For Time Management


Time Management

Demands and constraints arise from people's expectations of the leadership role

People's expectations are in turn derived from their values and needs

Investigate what the people really desire through face-to-face communications, thoughtful questioning, and active listening

Reasons For Demands & Constraints


Time Management

Establish a broader perspective in regards to expectations (i.e., to produce a health fair vs. to produce an event with 250 attendees)

Goal is to minimize, eliminate, or circumvent the people’s demands and expectations

Method: Redefine the leadership role to allow more discretion in expectations

Expand Your Options


Time Management

Know what you want to accomplish and set clear goals

Review your goals and rank them by priority

Consider your priorities to recognize important tasks and allot time accordingly

Set Goals


Time Management

Recognize how you manage your time with a daily log of activities for 1-2 weeks

Observe the cause for each activity (i.e., self, superior, peer, organization) and whether it was planned or a reaction to urgent situation

Time wasters should be noted (e.g., unnecessary interruptions, searching for misplaced items, meetings that run too long)

Determine How Time Is Spent


Time Management

Consider the importance of each activity and whether it can be avoided, combined with others, or given less time

Minimize time wasters, activities initiated by others and in reaction to urgent situations

Allot enough time for planned activities of high priority

Determine How Time Is Spent


Plan daily and weekly activities in advance with a to-do list and calendar of events

Prioritize activities and events

Set time to plan the next day’s or week’s activities

Schedule Daily and Weekly Activities


Time Management

Reschedule or delegate activities of lower priority if time is unavailable

Schedule similar activities (i.e., phone calls, e-mails) at the same time

Schedule demanding tasks during peak periods of alertness and energy—e.g., early morning hours

Schedule Daily and Weekly Activities


Time Management

Unnecessary activities are of low priority and take time from more important tasks

Unnecessary tasks should be delegated to others or put off until slack time

Tactfully turn down requests of low priority

Avoid Unnecessary Activities


Time Management

Tactful ways to turn down requests

Request a demanding favor in return for your services

Suggest others more fit for the task

Note more important tasks put in jeopardy if you follow their request

Avoid Unnecessary Activities


Time Management

Procrastination involves overlooking important tasks in favor of those of less priority

Fear of failure is a common reason for procrastination

Build confidence by tackling a huge task in small chunks

Conquer Procrastination


Time Management

Utilize deadlines to stay on task

Set early deadlines well-ahead of the time when the task must be completed

Set aside time in the early morning for unpleasant tasks to be accomplished first

Conquer Procrastination


Time Management

Unexpected situations do not have to be an inconvenience

Take advantage of unscheduled interruptions, meetings, and encounters

Seek new information, discover problems, influence others, and draft informal plans

Take Advantage Of Reactive Activities


Time Management

Schedule 1-2 hours each week to reanalyze your plans and priority list

Review plans and priorities with other team members

Reflective planning will minimize day-to-day problems and requests for direction or assistance

Make Time For Reflective Planning


Time Management


Time Management

Time management is critical for efficient leadership functioning

Leaders are often pressed for time, burdened with incessant demands, and confronted with crises

In your present leadership role, consider these guidelines to better manage your time, cope with demands, and manage crises

Summary

Leadership Development

Clarifying Roles And Objectives

Our next module discusses guidelines to ensure that everyone knows what to do, how to do it, and what results are expected

Next Topic…


G. Yukl, Leadership In Organizations, New Jersey: Pearson Prentice Hall, 2006, p. 42-45

Free Management Library www.managementhelp.org/ldrship/

ldrship.htm

Sources

time management apamsa leadership development module

Documents

time management slide

time management source

time management demands

slack time

time management leaders

time schedule demanding

organizations new jersey

pearson prentice hall