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Time can't be managed, time is uncontrollable. We can only manage ourselves and our use of time.
The old adage reminds us that "People don't plan to fail but a lot of people do fail to plan."
Tell me now
Why you want to manage you time?
they don't know about it, they are too lazy to plan, they enjoy the adrenaline buzz of meeting tight deadlines, they enjoy crisis management.
You clearly know where you are going and what you are going to do
If Yes
The four Ds, the four rules for mastering time management are
Desire
To become efficient at Time Management
Decision
Decide to become Organized
Determination
Keep trying to master the techniques
Discipline
Be willing to pay the price
Most people would like to get more done in a day! There are common time wasters and you need to identified.
It requires planning to get the most from these hours. Planning time management requires self-discipline and control until the behavioral changes becomes an everyday habit. Remember, plans and schedules for managing time are useless if one does not follow them.
Manage yourself, not time! Time management is actually selfmanagement. What do we need to manage ourselves? The ability to: plan delegate organize direct control Time Management is a common-sense skill that help us use our time in the most effective and productive way possible.
Verifiable:
Observable or measurable by others.
Realistic:
Achievable with reasonable efforts and costs.
Challenging:
Not to easy; achievable with some "stretch".
Self-motivating:
What's in it for me (WHIIFM).
3. Have a plan
Like most people, you might know what you want, but have no plan to achieve it except by hard work.
You most make lists constantly in order to stay on top of priorities and remain flexible to changing priorities.
This should be done for both personal and business goals.
Planning Tools Include Year - In - Sight Month - In - Sight Week - In - Sight Daily Plan
Year-In-Sight
Should be viewed as a changing and evolving document. As the year progresses, ther will and should be changes, additions, and deletions to the plan. Any positive or negative events encountered in the previous year should be considered and noted on the YIS plan.
Month in Sight
Month-In-Sight - Is derivative of the annual plan. It is based on your monthly mission letter. The position should be studied, analyzed, and discussed any concerns regarding the mission prior to developing this plan. It has to be completed prior to the beginning of the month. The planning process for the new new month has to start 3 to 4 days prior to the end of the current month
Week-In-Sight This is where the YIS and MIS are put in action. The majority of weekly plan should be full of Target/Achievement especially for Consultants.
Daily Plan
It is critical that a Consultant daily schedule is full of activity. Remember the two most important things normal consultant do is PROSPECT and SELLING
Scheduling Activity
Avoid scheduling systems that overload Schedule work in blocks of time Schedule similar tasks together Be in a hurry to get things done Dont get caught in the activity trap Schedule important tasks for peak times Block out time for fun and relaxation Schedule in breaks Dont underestimate the time the task will take Dont overestimate the time the task will take
Scheduling Activity
Tackle important work, not the urgent Resist unscheduled activities Drop the heavy cargo Be appointment savvy Make phone appointments Make an appointment with yourself Schedule meetings
Institutional Arrangements
Method of Evaluation
Backup strategies
The impact of the risk on the project or product will be reduced
Contingency plans
If the risk arises, contingency plans are ones that deal with risk
Tell a problem
Risk Monitoring
Assess each identified risks regularly to decide whether or not it is becoming less or more probable Also assess whether the effects of the risk have changed Each key risk should be discussed at Management Progress Meetings
Daily activities
Keep accurate record of daily activities Review daily time spent on each activity Enter daily hours totals for each activity
Productive Time Supportive Time Unproductive Time 60% 30% 10%
Time Waster
Something that prevents a person from accomplishing a job or achieving a goal
You do not know how to delegate You are over delegating You are taking credit for the work delegated depriving the person who was working on that Your performance after delegation is meagre You are not supporting your line staff intimately but supporting only for serving your purpose
Delegation
You can only delegate those tasks for which you are responsible andto clearly understand WHO is responsible, it is important to look at practice acts, standards of care, job descriptions, and policy statements Along with responsibility, you must transfer authority Authority - the right to act
Work Allocation
Work allocation differs from delegation in that with work allocation there is no transfer of authority
Describing Expectations
Communication should be clear & complete Delegating should not be done in the middle of a crisis Encourage questions Avoid distractions
Obstacles to Delegation
Lack of trust Believe others incapable Fear of liability Fear of blame for others mistakes Fear of loss of control Fear of overburdening Insecurity Inexperience (or bad) in delegation Inadequate organizational skills
Unclear communication
Use vernacular language to communicate with down line people Enquire the level of understanding
Personal disorganization
Learn the art of saying No Do not say No to help offered Recognize the help so offered Do not confine the compliments inter persona Learn the art of Organizing Do not delegate organizing work
Crisis Management
The problem with crisis management and tight deadlines is that, While they can be fun, often they can lead to situations such as:
Stress Reduction
Once you become more effective in your use of time, you can reduce stress by: Being more in control of what you do. Being productive, and secure in your daily tasks. Enjoying what you do. Giving your-self more quality time to relax and enjoy life outside work.
Daily Schedules
There is a variety of time schedules to fit our personality:
Engagement books - DIARY, Palm Computers - ORGANISER A piece of poster board tacked to a wall - POSTER 3 x 5 index cards REMEMBER ME CARD Once you decide upon the style, the next step is construction. Allow spaces for each hour, even half-hours for a busy schedule.
Take into account your learning style when developing a study schedule. Select the times when you are most alert and the most appropriate place for you to study.
When setting up your schedule, organize tasks in order of priority. (Get the most important things done first.) Spread work out over a week period. Performing small amounts daily works better than does cramming or pulling an "all-nighter". Plan ahead your computer access needs and avoid time of heavy user traffic.
It is easier to find something to do with extra time then to find extra time to do something. It is important that you make the schedule work for you. A time schedule that is not personalized and honest is not a time schedule at all.
drawn out to avoid confronting the issue. Plans are argued and polished and perfected, but implementation of the plans is delayed unnecessarily.
-2Boredom Boring jobs are very easy to delay for spurious reasons. Thats when self-discipline is very much needed.
Hostility When you are hostile to the task or to the person giving the task, there is a strong temptation to delay. The Deadline High Coming up against a tight deadline and meeting it is immensely satisfying. It can be associated with strong rushes of adrenaline. The problems with this are that you may find that: 1)You have delayed the job precisely to get the adrenaline rush, and 2) occasionally jobs may fail because they have been left too late.
Create a deadline Work with the deadline set by your professor, and create sub
deadlines along the way.
Prioritizing
Total irresponsibility Fired from jobs Dependent on others or institutions for basics
Maxwells Three Rs
What is required? Your list of priorities must always begin with what is required of you. What gives the greatest return? Spend most of your time working in your areas of greatest strength. What brings the greatest reward? The things that bring the greatest reward are the fire lighters in a leaders life.
So.. how could you use your time in the most effective way possible?
Evaluating your use of time Focusing on your priorities Planning for effective use of time Using time to work for you Creating more time Avoiding distractions
Keep in mind that: The main reason for managing time is to: provide structure to one's life and, in turn, piece of mind. Managing time is just something one does for: one's own psyche, to make one's days easier.
When you are fresh, you can process information more quickly and save time as a result.
Work in shorter time blocks with short breaks between. This keeps you from getting fatigued and "wasting time." This type of work is efficient because while you are taking a break, the brain is still processing the information.
This will allow you to reduce distractions which can "waste time." For E.g. If there are times in the residence halls or your apartment when you know there will be noise and commotion, use that time for mindless tasks.
6.Make Sure you Have Time to Sleep and Eat Properly: Sleep is often used by so called professionals as
their time management "bank." When they need a few extra hours, they withdraw a few hours of sleep. Doing this makes the time they spend is less effective because they will need a couple hours of clock time to get an hour of productive time. This is not a good way to manage yourself in relation to time.
concept. If you are spending time at the client place, bring your planning notes for completion. If you are waiting in line for tickets, bring your flashcards to memorize new concepts in place.
Remeber
Half our life is spent trying to find something to do with the time we have rushed through life trying to save.
Will Rogers
Reap a habit,
Sow a habit, Reap a lifestyle, Sow a lifestyle, Reap a DESTINY