Program: BA118

Course : Office Administration 1 (OBM131)

Chapter 2
TIME MANAGEMENT
Lecturer : Intan Nurul ‘Ain Mohd Firdaus Kozako
UiTM Cawangan Kelantan
CHAPTER OUTLINES
Manage Your Time

Manage Your Work

Reminder Systems

OBM131 | Chapter 1 : The Office Environment 2

 TIME MANAGEMENT
 Planning your activities to gain better control
over how you spend your time.

 Managing your time effectively is critical

to your success on the job.

 Calendar & reminder systems are

helpful in bringing to mind
events & tasks to be completed.

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MANAGE YOUR
TIME
 The concept of time management is actually on how
you manage yourself in relation to time.

 Time management is a major factor in productivity

& feelings of job satisfaction, reputation as an
effective worker, & opportunities for advancement.

 One of the first steps in

learning how to use your time
is to recognize how it can
be wasted.

OBM131 | Chapter 2 : Time Management 4

COMMON TIME
WASTERS
The followings are common time wasters:

Unnecessary telephone Frequent

conversations interruptions

Ineffective
Excessive socializing
communication

Disorganization

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C O M M O N T I M E WA S T E R S
1) UNNECESSARY TELEPHONE
CONVERSATIONS

• Telephone can be either a time-saver or time-waster.

• Talking about non-related work over the phone.

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OBM131 | Chapter 2 : Time Management
C O M M O N T I M E WA S T E R S
2) FREQUENT
I N T E R RU P T I O N S

 A person, sound, or event that distracts you or stops you from

doing an activity

 Unplanned visits or questions

from coworkers or customers,
phone calls, & delays in
receiving work or material
from others are common ones.

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C O M M O N T I M E WA S T E R S
3 ) E XC E S S I V E S O C I A L I Z I N G

• Too much socializing, is a misuse of company time.

• Engaging in long conversations, not limiting lunch &
breaks time.

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OBM131 | Chapter 2 : Time Management
COMMON TIME WASTERS
4) INEFFECTIVE
COMMUNICATION
 Most of the time, you will receive information in both written &
oral form from customers & coworkers.

 BUT, if the information received

or given by you is inaccurate or
incomplete, lost time &
money can be the result of
poor communication.

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C O M M O N T I M E WA S T E R S
5) DISORGANIZATION

 Being disorganized can be a major time-waster.

 Searching for the paper you just had in your hands, forgetting
important deadlines, & shifting unnecessarily from one project to
another are all signs of a disorganized people.

 Do not PROCRASTINATE.
(put off, delay intentionally)

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OBM131 | Chapter 2 : Time Management
TIME ANALYSIS
PROCEDURES
• Time is a valuable resource that
should be used wisely; it cannot
be replaced.

• Identify the common time wasters

& the next step is to analyze how
you spend your time on the job.

• Time analysis helps you to

determine how effectively your
time is used.

OBM131 | Chapter 2 : Time Management 11

TIME ANALYSIS
PROCEDURES
1) Keep a time inventory / time log
 Start by keeping a written record of what you do & how
much time is used to complete the activity.
 Records all activities in a time-use log and keep it for a day, for
several days, or even a week.

2) Analyze how you spend your time

 By studying the time-use log, you are able to identify how time
has been used and you are able to spot problem areas quickly.

3) Develop a plan of action

 Determine how well the task completed.
 Look at each activity you have listed in time use log
 Ask yourself whether that activity helped you complete your work
 If not, develop a different approach – to increase the effective use
of your time
OBM131 | Chapter 2 : Time Management 12
TIME ANALYSIS
PROCEDURES

Example of a time log.

You can also refer to text book page 296 (Figure 9-1)

OBM131 | Chapter 2 : Time Management 13

 MANAGE YOUR WORK

Plan your Simplify

activities your work

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MANAGE YOUR WORK
1. PLAN YOUR WORK ACTIVITIES
 Planning your daily work activities may help you to remember
all tasks to be completed.
 Your task list can be a simple handwritten or keyed list.
 If you have the software available, your list may be created
using a calendar program or PIM Program.
– PIM program is a personal information management software
for managing appointments, contacts & tasks

– It allows you to manage appointments

and schedule tasks as well as
other functions.

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MANAGE YOUR WORK
1. PLAN YOUR WORK ACTIVITIES
Set Priorities
The following questions may help you to determine the
priority of a task:

Are others
How much By what time
involved in
time will the is this
completing
task require? needed?
the task?

What will happen Do I have all the

if this task is information
not completed to complete
on time? the task?

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OBM131 | Chapter 2 : Time Management
MANAGE YOUR WORK
1. PLAN YOUR WORK ACTIVITIES
Completing large projects
Suggestion for 1. Break the large project into smaller tasks
handling a 2. Determine the steps to be taken in each of
large project: the smaller tasks
3. Establish deadlines for each section or
smaller task and meet those deadlines
4. Look for ways to improve your
procedures and simplify the completion
of the project
5. Record your procedures for later use (for
project that will be repeated periodically)

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MANAGE YOUR WORK
1. PLAN YOUR WORK ACTIVITIES
Completing large projects
• Project management programs are available to help
users schedule & manage large projects.

• Some of the features are:

– For scheduling personnel,
other resources & assigning
project costs.
– Simple program such as
Microsoft Outlook, can be
used to schedule tasks for a
project.

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MANAGE YOUR WORK
2. SIMPLIFY YOUR WORK
 Work simplification is the process of improving the
procedures for getting work done.

 Involves streamlining some steps & eliminating others.

 Goal is  to use the most efficient procedure in completing

a task.

 Always be aware of steps taken in

completing a task.

 Eliminate any unnecessary steps.

 Consider alternative methods for

completing the task.

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MANAGE YOUR WORK
2. SIMPLIFY YOUR WORK
Analyze the Workflow
 Does the flow of work to my desk make good sense use of my time and
effort? Of everyone’s time and effort?

 Does the flow of work provide the right information to customers or

others outside the company in a timely fashion?

 Are the materials and equipment needed to complete my work readily at

hand or nearby?

 Am I using the features of my office equipment and software to their

fullest extent?

Your answers to these questions should provide

you clues to simplifying your work…
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MANAGE YOUR WORK
2. SIMPLIFY YOUR WORK

• Group & complete similar tasks

together
Suggestions • Combine tasks for increased
to do efficiency
workflow • Determine the best way to
analysis : organize equipment & supplies
to complete a task
• Ask the help of others

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MANAGE YOUR WORK
2. SIMPLIFY YOUR WORK

Handling Information Overload

• When the amount of information you receive on a daily basis becomes
overwhelming, you are experiencing information overload.
• Ways to handle:

Take any needed action

Receive information in Handle each message,
immediately if that is
a timely manner file or paper just once
appropriate

Good rule of thumb is

Add the task to your
to make a decision
tasks list for
about how to handle
completion at the
every task the first time
proper time
you view it

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REMINDER SYSTEMS
 Must keep track of appointments,
meetings, travels dates & deadlines.

 A reminder file, arranged

chronologically (arranged by date),
can provide a convenient place to
keep notes about tasks to be
performed on specific dates.

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REMINDER SYSTEMS

1. Manual Systems
Desk calendar
• Can assist you in keeping track of the many tasks & deadlines, record
appointments, meetings etc.

Personal planner (day planners / organizers)

• Contains a calendar & space for recording appointments
(task lists, notes & contacts)

Wall calendar
• Useful when large projects or those involving a number of people
are broken into various small tasks with many deadlines.

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REMINDER SYSTEMS
2. Electronic Systems
• Calendar & personal information management (PIM) programs have
various features.
• They can be used to keep track of project deadlines, appointments,
work schedules, task lists & an address book where you can record
contact information for coworkers, clients & other people &
companies.
• Some programs sound an alarm to remind users.

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REMINDER SYSTEMS
2. ELECTRONIC SYSTEMS
SMARTPHONE /
TABLET
APPLICATION
(PAGE 303)

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REMINDER SYSTEMS
2. ELECTRONIC SYSTEMS

• Use handwritten input

• Access and send e-mail message
Other typical • Work with program such as word processors or
tasks a user spreadsheet

can do with • Do calculations such as currency conversions

smartphone / • Upload data to or download data from desktop or

laptop computer
tablet
• Record notes of telephone calls
application
include: • Recognize schedule conflicts
• Sound alarms as reminder of meeting or deadlines
• Search the Internet.

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REMINDER SYSTEMS
3. SCHEDULING APPOINTMENTS
Responding to Appointment Requests

 To what extent do you have authority to make appointments for others?

 When should you check with others before making appointments?

 At what regular times are appointments not to be made, such as the first half-
hour of the day?

 To what extent will the manager

or coworkers make appointments
without checking with you?

 Does the person for whom the

appointment is made want to know
the purpose of each appointment
you schedule?
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REMINDER SYSTEMS
3. SCHEDULING APPOINTMENTS
Follow these guidelines when making appointments :

Do not schedule overlapping appointments

Use clear handwriting to record entries on handwritten

calendars

If you make appointments for a manager/coworker, you need to

set a time for the appointment & confirm that time with the
individual
If you are responsible for keeping a manual calendar for others,
provide a daily listing of appointments & reminders at the
beginning of the workday

Keep the previous year’s appointment data

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REMINDER SYSTEMS
3. SCHEDULING APPOINTMENTS
Entering Recurring Items

 Recurring means happening again

after an interval or periodically.

 Some meetings & tasks are

performed weekly, monthly,
quarterly, or annually.

 As you set up your calendar at the

beginning of the year, enter the
recurring meetings & tasks.

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 END OF CHAPTER 2

This Photo by Unknown Author is licensed under CC BY-SA

OBM131 | Chapter 2 : Time Management 31