Time Management

How To Manage Your Time Effectively

PARTICIPANT MANUAL

Copyright 2007
No part of this document can be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission.

KEY LEARNING PRINCIPLES

Before we begin this training module it is important we keep in mind some important concepts about adult learning. These points will help us all learn more and will contribute to a better sharing of the knowledge contained in this training module. If you are learning the course by yourself then take your time and read over the notes until you are comfortable with the material. If you are learning this material as part of a training session make sure to ask questions. We are confident that you will be glad that you did.

The first concept to remember is that learning is a process. From this we need to understand that learning does not happen in isolation e.g., at todays training event or at first reading of this material. Instead it involves how you as the learner relate and even adapt this learning to your work and home environments. Once we recognize that learning is a process we can then apply everything learnt to whatever situation is at hand. The second concept to be aware of is that we all learn in different ways or possess different styles of learning. Although this may seem like an obvious point, it has many important implications for the session today. As the training progresses the trainer will ask is everything OK so far or do you understand everything so far and many may state that they are happy with the progress. However, it is quite likely that all participants may not be learning in the same way or at the same pace. As a result dont be afraid to ask questions because what might be easy to some may be harder for others and vice-versa. It is also important to have patience if you feel the course is going to slow as it may actually be too fast for others. We all never know when we personally may need some extra time to understand things and will appreciate others support when this happens. What is important today is that everyone learns and hopefully meets their expectations from the course. The third concept to recognize is that learning is improved when it is goaldirected. Research has consistently demonstrated that when clear goals are associated with learning that the learning occurs more easily and rapidly. To illustrate, people who learn to drive so that they can get to and from work generally find the experience easier and apply themselves to reach this end. In contrast if you were placed on a course not knowing how it could be applied to your working or home environments then the experience could be frustrating

and the learning achieved not optimal. Again this may seem obvious but it is surprising how many participate in courses without a clearly identified purpose. Fourth, active participation improves the learning process. Research has also shown that by actively participating in training events that it improves how learning is achieved and how long information is retained. As a result dont be afraid to get involved or to make a mistake. After all mistakes are some of the best examples of learning and creativity in the world. Finally dont forget to be open to learning. No matter what you current knowledge and skill levels within this area it is essential that you are prepared to learn from the course and the other participants. It is also very likely that you have knowledge and experiences that could benefit the other participants and even the trainer. Please share what you can as it will make the course more rewarding for all concerned. Having introduced the main concepts of adult learning, it is now necessary to apply them to your own learning - both within your working environment and outside life. Research suggests that the best way to do this is to develop an action plan that clearly represents your goals and how you plan to achieve them. At the end of this training module you will be requested to complete a short action plan that will help you guide your ongoing achievement of your goals. Please note that this is included as a guide and you are free to add or substitute aspects to meet your own unique goals. You are also free to complete this plan after the course is over if you would prefer. Please remember that since all answers given are only for your use that it is advisable that you answer them as accurately and honestly as possible. All we can do now is to wish you the best of luck with your learning and hope that you find this course beneficial.

Pre-Assignment
Welcome to the Time Management Training Module. In effort to stimulate what you may already know about this module we have included a few short questions. It is your choice whether you want to take the assignment or not and it has been designed to assist your learning in the training module. All answers are for your own use only.

1. I believe that my time management skills are effective in the following areas: a. b. c. d. e. 2. These skills are measurable in the following ways: a. b. c. d. e. Note: Be sure goals are specific, attainable and measurable. 3. I believe that I need to improve my knowledge, skills and abilities in the following areas: a. b. c. d. e.

Session 1 Learning Objectives

Effective time management skills drive all successful organizations. In this module you will learn key time management skills that you can adopt in your organization to deliver endless results. When you have completed this module you will be able to define the key concepts associated with time management and you will be able to: Identify the main obstacles to effective Time Management in your daily role. Understand the nature of Time Management. Understand a range of tools, techniques and concepts for Time Management. Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress. Explain the benefits of having an effective Time Management process.

NOTES

Time Management and the Organization The increased globalization of industry, coupled with rapid technological development has placed increased pressure on organizations to assist staff in managing their time more effectively. Successes within this area are translated within the organization in the form of: Improved productivity through improved use of time by all personnel. Better performance in terms of on time delivery to customers. Increased profitability through better use of the human and non-human resources. Improved planning and control of your business systems through time based management. Better alignment of activities by incorporating a time bound system for coordination of tasks and projects within the business. Reduction of stress that arises from crisis management by reducing the incidence of crises through better planning.

In order to prepare you to manage your time more effectively, it is necessary to understand some simple concepts. These are: What is Time Management? Time as a Commodity Essential Habits Types of Time Over and Under Estimation of Time

What is Time Management? Time management has five main aspects: 1. 2. 3. 4. 5. Planning & Goal Setting Managing Yourself Dealing With Other People Your Time Getting Results

You may notice that the first 4 all interconnect and interact to generate the fifth aspect of results. In most organizations, it is results that will drive your efforts and need to manage time effectively. However, you will discover later in this module that other factors will influence how you manage time outside the work setting. NOTES

Time as a Commodity The following simple statements will assist you frame the importance of time in everything that you do. Time is the most precious thing we have Time is ultimately the most valuable resource Time and how we spend it within the organization must be managed effectively Time is totally perishable Time cannot be stored up for use later

Do you agree with all the above statements? Yes or No Why? _______________________________________

Essential Habits Research and experience have consistently shown that there are essential habits that drive excellent time management. These include: Know where the hours are going Keep focused on the end result

Work to defined priorities Schedule time for important issues Delegate routine tasks and responsibility for them Confront your own indecision and delay Take the stress out of work

If you keep applying the essential habits you will never be excessively concerned about time. Exercise: Identify any good habits you have regarding time management. Outline any bad habits you have and what effect they have on your productivity, stress levels and personal life. Types of Time Although all of us refer to time in terms of either of not having enough or having too much it is generally accepted that time should be categorized into two types: Fast Time o When absorbed in, or enjoying an activity Slow Time o When bored with an activity or having a bad time o When scared

Exercise: Estimate the passing of a minute without using a watch. How accurate were you? Did it seem fast or slow?

Over- and Under-Estimating Time Time for tasks or activities can be either over- or under-estimated due to: Intensity of activity Level of brain function Length of gaps between enjoyments Fear or ecstasy

Effects of Estimating Time Incorrectly: Under-estimation of time Stress due to committing to too many tasks

Poor quality output Deadlines may be missed

Over-Estimation of Time Stress due to people pressing to have activities completed Poor quality output Deadlines set may not match requirements.

NOTES

Session 2 Time Management Principles

Individuals and organizations are paying increased attention to time management as a route to maximizing the return on activities undertaken. There are four basic principles to consider: 1. 2. 3. 4. Time Management Principles Spent Time Matrix Quadrant 2 Time Based Management

Time Management Principles Covey identified 4 waves in time management each of which help us understand the concept of time in relation to the organization. 1. Notes and Checklists Recognition of the demands on energy & time 2. Calendars and appointment books Scheduling with some focus on the future 3. Prioritization Comparison of the relative worth of activities 4. Self Management Realization that time cannot be managed - it is ourselves that we have to manage!

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Exercise: Take a few moments to think how these principles relate to your daily work. Do you find that points 1 and 2 are principles that meet your everyday needs? How are you on principles 3 and 4?

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Spent Time Matrix The Spent Time Matrix is an important tool that will help you make better your use of time. By understanding what are the implications of being within any one of the quadrants you will be able avoid the pitfalls of inefficient use of time and will assist you in prioritizing your time.

Quadrant 1 Quadrant 1 brings Stress & Burnout Crises management Fire-fighting Focus on the immediate

Quadrant 3 Quadrant 3 brings Short term focus Crises management Low value on goals Feeling of victimization / lack of control

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 Shallow relationships Quadrants 3 & 4 Cycling between Quadrants 3 & 4 brings: Total irresponsibility High dependency on others for basics Short career path in the organization

Quadrant 2 Being in Quadrant 2 brings: Vision Perspective Balance Discipline Control

Exercise: Identify which quadrant you are currently in. Is it the most productive? What factors cause you to be in this particular quadrant?

When we apply this matrix to organizations we find that most people tend to occupy quadrant 4 because these tasks usually do not cause stress and create a sometimes secure comfort zone. To illustrate, I am busy so I must be doing well. Moving between quadrant 4 and 3 can also represent a form of safe procrastination where the individual believes that if they got around to things that all would be fine! As you start to manage your time ensure that you focus on quadrant 1 and 2 activities. You may even want to keep a list of the things you have to do and then place each item in the appropriate quadrant to help you understand which activities require attention and planning. This will be an important step in the road to prioritizing what is important. Start practising putting time aside each day to work on something that is important but not necessarily urgent. In doing so, youll save extra time later to handle the unexpected crises that happen to everyone. Remember, crises can be avoided or resolved with time on your side as we will see later.

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Characteristics of a Quadrant 2 Person From the above descriptions, it is clear that the most efficient quadrant to be in is Quadrant 2. Individuals that consistently occupy this space tend to share particular characteristics. There are six basic criteria to allow a person to successfully function in Quadrant 2: Coherence Balance Focus An ability to get on with people Flexibility Portability

Quadrant 2 Requirements The basic requirements to reach Quadrant 2 are: Clear definition of organizational roles and specifically your own role Selection of and focus on SMART goals Development and utilization of schedules The practice of daily adapting in work role

Saying No and Quadrant 2 To stay within Quadrant 2, there is a requirement that you must say no: In a professional manner When items are associated with Quadrant 3 or Quadrant 4 activities Not important not urgent Not important but urgent Will not deliver competitive advantage

Exercise: Do you find it easy to say no? What are your main challenges?

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Exercise: How is no regarded by your colleagues and by management in your organization?

Time-based Management The following are the basic fundamentals of time-based management: Focus is on time and resources Pre-analysis of performance Analysis of goals and objectives Systemization of processes

Lets look at each of these in more detail.

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Focus on Time & Resources For effective management of time, there needs to be a reasonable attempt made to look at the time and resources required to complete a task. The quality of the outcome is directly influenced by the resources and time constraints involved.

Pre-Analysis Of Performance

Foc

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The ability to learn from past experience allows time management to improve performance as well as the discipline of reviewing past performance allows the organization to: Debug projects before initiation and subsequent waste of resources Define critical points in processes that need to have particular attention paid to them Improve the overall utilization of resources by capturing and implementing best practice

For effe attempt comple

Analysis of Goals and Objectives By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity: S M A R T -- Specific and well defined objectives -- Measurable outputs and inputs. -- Achievable in terms of resources available and expectations -- Relevant to the overall business strategy -- Time bound with an operational schedule

Exercise: Set some goals for yourself using the SMART criteria

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Systemization of Processes Systemization is the ability to design and implement processes that allow consistency of Input Output Training and skill transfer

Consistency allows for time to be gauged accurately for activities that assists in the scheduling aspect of capacity planning in the organization. Time-Based Management To achieve time-based management you will need to ask yourself the following questions: Is the allotted time for completion of plans realistic for the person / team? In the effort to achieve results, is efficient use made of the available time? For teams - how can the time available be used to generate the optimal results? Is task-related time management appropriate and realistic in the situation?

NOTES

Session 3 Productive Work

Now that we have presented some of the key aspects of time management, it is now necessary to apply this learning to the concept of productive work. After all it is why most of us want to learn about time management! There are five key terms that we need to understand about productive work so that we can manage our time more effectively. 1. 2. 3. 4. 5. Busy versus Productive Indecision & Delay Overwork Urgency versus Importance Prioritization

Productive Work versus Busy Work

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The one thing that we all can say about our work is that we are busy. However, just because you are busy does not mean that you are productive! To determine whether you are busy versus productive you will have to differentiate between: Effectiveness Efficiency Problem No. 1 Procrastination is the first problem that all of us face in our journey to manage time more effectively. This is simply putting off doing the things that you should be doing at this point! To overcome this involves List all tasks that you are currently putting off. Remove two from the list by doing them now! Plan and set a schedule for dealing with the rest. Reward yourself when the tasks are completed. Punish or account to yourself when tasks are not completed on schedule. --doing the right things doing the right things correctly

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Exercise: Do you tend to procrastinate? If so what are the effects and how might you stop procrastinating?

Dealing with Indecision or Delay When faced with a task - decide to deal with it according to one of the following actions: Do it Delegate it Dump it Deadline it Dissect it

This may at first seem to be a simplification and easier said than done. However, take a few minutes to think about the activities that you engage in everyday and try to see if the actions above would help you make better use of your time. If you agree why are you DOING IT NOW! Problem No. 2 Paralyzing perfectionism is the second problem to solve when deciding whether you are busy or productive. This is a failure to recognize the difference between excellence and perfection. The following definitions should help you decide if you are affected by paralysing perfectionism: Excellence is: Achievable Healthy Satisfying Realistic

Perfection is Unattainable Frustrating

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Unrealistic

Problem No. 3 Setting unchallenging objectives is another problem that many busy, but unproductive, individuals face. Objectives need to be set that challenge you in a realistic manner and take heed of resource availability. Otherwise you are busy without any possibility of success. Now we can use the extended SMART criteria by adding another S. This SMARTS criteria will ensure that the objectives are:

Specific Measurable Attainable Realistic Time-Bound Supported by the Organization

Although the conversion of the SMART criteria to SMARTS may seem like a small step, the difference is really immeasurable. Take a few moments to think of how your efforts to manage your time have been affected by lack of support from your organization. Overwork We all at times believe that we are overworked but are we really? Overwork can have effects that may be classified as: Psychological Physiological

We all have probably expressed that we are overworked at one stage or another in our career. However, people are overloaded for two primary reasons: The person or team does too much The person or team has too much to do

To deal with over-work, try the following. Understand your pressures

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Dont get worked up or panicked Dont blame everything on yourself Walk away Estimate time as well as possible Agree priorities and keep them Remind yourself that there is a limited amount of time available to you

The last approach and probably the most important Breathe and manage your time as you are in control of how you utilize your own time

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Urgency V Importance Have you ever noticed that everything at work is always urgent these days? But have you ever considered that everything urgent may not be important?

To help you prioritize you will need to differentiate between Urgent Tasks o Assume importance as they demand immediate attention. Important Tasks o May become urgent if left undone o Usually have a long term effect

To judge importance v urgency, gauge tasks in terms of Impact of doing them Effect of not doing them

Importance
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Exercise: How well can you differentiate between Urgent and Important? Analyse your day using the Priority Grid and see how much time is spent on urgent issues compared to that spent on important issues.

Prioritization The main aim of prioritization is to avoid a crisis. To do this you must Schedule your Priorities as opposed to Prioritizing your Schedule Exercise: How do you prioritize activities? Draw up a set of guidelines or criteria that would allow you to prioritize more effectively

Session 4 Crisis Management

It is commonly accepted that poor crisis management is closely associated with poor time management. Often what occurs is that an issue is raised and there is not enough time to deal with it. This is usually then compounded by the stress that is caused by the crisis and a belief that there is a need to react to the crises. Many organizations and individuals operate in a constant state of crisis reaction which generates greater unpredictability within the organization and a negatively charged and stressful work environment. To avoid this situation and improve your manage your time skills it is important to consider: Proactive versus Reactive Work Why Crises Occur? Anticipating and Preventing Crises

Proactive v Reactive Work Reactive work - concentrates on getting things done.

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Handling daily routines Dealing with urgency Resolving crises Handling interruptions

Proactive work - concentrates on making things happen. Developing plans and schedules Focusing on key tasks Achieving deadlines & targets Managing projects

Although this may seem like a rather subtle difference in terms of working styles, it is all important when managing your time effectively.

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Why Crises Occur? Checklist of reasons: Failure to recognize the crisis Underestimation of time required No contingency plan is ready No follow-up on delegated tasks

Anticipating and Preventing Crises The most effective way to anticipate and prevent crises is to: Set deadlines and stick with them Use interim targets and milestones to break the task or project into manageable chunks Build the schedule so that it is realistic

Exercise: Determine the key factors in your organization that lead to crises occurring. How might the incidence of crises be reduced and what benefit would this reduction bring?

Rules For Managing Your Time And Managing Crises Rule 1: Be Proactive Being proactive means taking initiative, not waiting for others to act first, and being responsible for what you do. The opposite of proactive is reactive. Reactive people tend to react to what goes on around them. Proactive people act based on principles and purpose. Think about this a little and then write a brief paragraph detailing specific strategies you can use to be more proactive in your own education; focus on how you can take greater control over your semester. Rule 2: Start With A Clear Objective Think things through. Plan your work. The carpenter's rule is "measure twice, cut once." Planning requires that you set realistic goals, not only for your courses, but also for the various assignments you have to complete. Take a few minutes to write out your goals and then list the steps to achieve them. You may even want to add the element of time to each task--how long will it take and when can you do it. Rule 3: Target What Is Important First Make sure to distinguish the goals that are truly important (e.g. completion of a research

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project) from those that may seem urgent but are really not important (e.g. arranging the weekend's softball game for your buddies). You do not want to spend an inordinate amount of time doing busywork--work that appears productive but only keeps you occupied. Rule 4: Look Ahead Essential to being proactive, as opposed to reactive, is to project ahead. One way to effectively do this is to keep a calendar for each month of the semester. From the syllabi for your courses and the General Information Catalogue, note the important dates such as test dates, due dates of important assignments, times of mid-term and final exams, holidays, registration periods, drop dates, and financial aid deadlines. In filling out your calendars, note the times of the semester that will be difficult for you and begin to develop a plan to address the difficulties you anticipate. An effective tool for those students who occasionally have more to do than they can keep track of in their minds is the daily "to do" list. First, plan your day at a regular time in the morning or before bed. Then on a 3x5 card or a sheet of paper, list the specific activities you would like to complete for that day. Examine the list and ask yourself does it emphasize quadrant 1 and 2 activities or does it contain a lot of unproductive busywork? If regularly composing daily "to do" lists is not your thing, consider using one when you find yourself "in the weeds" for example, during mid-terms or the well-known end-ofsemester crunch. A well-crafted list can do wonders. One Last Word... If you have never managed your time before, it will take a little bit of time to learn how and to do it. But just like anything else, the more you do it, the better you get. This, in turn, will allow you to schedule time better and faster. The key, of course, is stick with it for approximately 30 days so that you can evaluate its effectiveness. You may discover that you need to make some slight modifications or maybe even visit the Learning Center for assistance. Do not assume, however, that you have to do everything outlined in this section of the course. Instead identify those suggestions mentioned that will enhance your way of managing time. Perhaps, you prefer to compose daily "to do" lists rather than to maintain weekly schedules. That's just fine. Be discriminating and remember that, in many cases, you will have to modify our advice to fit your learning style. While you are scrutinizing your use of time, make sure to note any patterns to your wasting time. Also note under what circumstances you use time effectively. No one knows you better than yourself; in most cases, you are your own best friend.

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Session 5 Planning
No discussion on time management would be complete without adequate recognition of the importance of appropriate planning. The most important rule that you need to consider is:

FAILING TO PLAN IS PLANNING TO FAIL

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In this session we will explore accepted planning best practices and how they impact time management. What is a Plan? A plan is a road map set in real time to reach an objective or set of objectives through the use of defined resources. Information & Planning Essential information -- you need to know what you have to plan. Once this is established: Break the task into manageable chunks. Gauge the time required for each chunk. Schedule each chunk into a logical sequence.

Time Management Systems There are certain key criteria that need to be applied to a time management system: Functional Portable Intelligible

Pitfalls associated with time management systems are: Totally dis-organized system Nothing can be located when required. Perfectly maintained system Too much time is spent keeping the system in perfect condition as opposed to actioning the items contained within it. Key components of a time management system are: Appointments Dated deadlines Tasks - to do and work in progress

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Ideas and notes Key task identification Personal information Financial planning records Crises log Project log Contact list

Goals & Time-spans A time management system is useless if defined goals are not available to work towards. Strategic Goals - long term goals, perhaps out to five years. Tactical Goals - medium term goals, from 3 - 12 months ahead. Operational Goals - short-term goals defining the exact action to be taken. The schedule may cover hours or days.

Checklist for Goals: Are they realistic and challenging? Have they been agreed with the manager and linked to the performance appraisal system? Do you know what it will look like when you have achieved the goal (visualization)? Are the goals important to you? Is there a time bound aspect to the goals? Are the goals SMART? What will the reward be once the goals have been achieved?

NOTES

Cascading Planning levels should cascade as follows: Yearly Overview Plan Monthly Plan Weekly Plan Daily Plan

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Note that in the cascade, the time span decreases whereas the level of complexity increases.

The Daily Plan The daily plan should cover three main areas: Scheduled activities for the day showing time allocated to each. Identification of key tasks for the day to allow them to be prioritized. Indication of who you need to contact during the day to allow you to complete tasks.

When setting out the daily plan pay attention to the following points: When do you perform best, suit your bio-rhythm? Build in planning time at the start and end of the day Prioritize actions into musts, shoulds and coulds and focus on the musts Leave room for unexpecteds Dont stack meetings back to back Batch telephone calls Build in quality time

Converting Your Daily Plan To A Realistic Action Plan The first step that you will need to do is to clarify your goal. Try to build a picture of what you want to achieve and what will be the expected outcome. Pay particular attention on how you will measure your goal. The second step is to write a list of actions that will be needed to achieve this goal. Are there any major constraints and what resources do you have achieve your goal? Now you will have to start prioritizing your actions. What actions can you remove or avoid and still maintain your goal Once you have completed this task it is possible to organize and order your list of action into a plan.

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Finally you are at a stage where you can execute, evaluate and possibly adjust your plan in terms of the goal that you initially set. It seems simple and it is when you carefully plan these steps.

Exercise: Critically appraise your current time management system. Identify its strengths and weaknesses. Outline how you might make improvements and the effect they would have.

Session 6 Tips & Techniques

Now that you have learnt the important aspects of time management we can explore practical tips and techniques that will repeatedly help you manage your time more efficiently. In this final section we will explore: Time Logs Quality Time Managing Documents Managing Interruptions Managing Workspace Managing Your Phone

Time-Logs A time-log is an effective way to see where your time actually goes to during the working day. Record the information for about 2 weeks to get a representative picture of time spent. By logging activities and the time taken to complete them, the time-log provides useful information that can identify: Accuracy of estimating time for tasks Time stealing activities Level of interruption Loading during the day.

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 Date

Crises points / tasks Time Activity

Sample Time Log remember to provide as much detail as possible Time logs will help you understand how you use your time, so that you can identify and eliminate all time-wasting activities. As a result time logs will allow you more time to do your work and increase your productivity at work. In addition, it will also free time so that you can also achieve a greater work-life balance. When you set out first to record your time you will more than likely be surprised at the amount of time-wasting activity you engage in. In addition, you will soon realize that what you thought you did everyday may be quite different. Be patient and keep filling in the time log and the benefits will soon pay considerable dividends. As you become more confident at completing your time logs, it is important to turn your attention to analyzing these logs. To do this simply review your log and consider what time spent is valuable, what activities you should continue to follow and how could you free up time by doing things differently. The important aspect of this technique is that it allows you to record and review what you do and what time is used. Always remember that time is not an endless commodity. Quality Time Quality time is where you can plan to do the most important high priority tasks. It allows for deep concentration through eliminating interruptions It imposes a structure on work

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It allows you to move away from reactive work to proactive work

Dealing with Documents Document handling can steal a vast quantity of time from your working day. Improve your document handling by handling documents only once by: Act on what is required by the document File the document for reference later Dump the document

Have a good system for handling your documents that allows you to: Define what you need to keep and for how long File materials easily and logically Facilitates access to materials Purge the files on a regular basis

Managing Interruptions In any given day we are all interrupted at some stage from the activity that we are undertaking. Whether this is by a phonecall or a colleague calling to our office they all can impact the time you have allocated to a particular task. Your objective should be to try to reduce the number of unwanted interruptions by applying the following practical techniques: Create a visual barrier at your workspace to reduce the incidence of drop-in visits Dont have extra chairs in your workspace - people do not hang around as long if they must stand For important work - move to another space so the potential interrupters cant find you!

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Tell people that you are busy, explain why and arrange to contact them at a more suitable time

It is always not possible to manage interruptions but it is important that we try to limit the frequency if these interruptions.

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Managing Your Workspace How your workspace is organized has an impact on how efficient you are at managing your time. How many times have you said: I must tidy my desk and get on top of my paperwork. The following will help you improve your efficiency: De-clutter your desk by clearing it at the end of each working day File documents once they have been used Purge files regularly Organize a workflow system in your space

Managing Your Phone The telephone can be responsible for eating vast quantities of your time. Although many of these calls are a necessary part of your everyday work it is important that you manage the phone by using the following simple rules: Batch your outward calls Delegate calls that you dont have to make personally to one of your team Terminate calls once the business has been done Set up a rota in your team for handling incoming calls

In this final section we have explored some practical tips and techniques that will allow you manage your time more effectively at work. It is important that you apply and practise these techniques often so that your time management skills will continually improve. Remember time management is a skill that can be learnt all you have to be is open to this learning.

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Exercise: Complete a time log each day for the next 2 weeks. Look at the level of interruption and productivity blockers that appear. Explain how these barriers to performance can be reduced using effective time management techniques.

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Successful Time Management is based on consistently applying a few simple techniques to how we approach work and the lives we lead. Have a great planning system and use it Take on realistic goals and schedule accurately Do not over-commit Set and agree priorities to distinguish between urgent and important tasks Build in some flexibility to cope with unexpecteds Control your documents, workspace and phone Dont procrastinate Manage Your Time Today Define and use periods of quality time in your schedule Learn to say No in a professional manner Stay away from perfectionism and aim for excellence Build in time for personal development

Always you are in control of your own time you may just choose to release the control at times. NOTES NOTES

Post-Assignment
Congratulations on completing the Time Management Training Module.

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To help you assess what you have learnt from this module please complete the following short assignment. This assignment has been designed to assist your learning and answers are for your own use only. It is your choice whether you want to take the assignment or not, or if you would like to review the material as you find the answers for the questions. What is important is that you are comfortable with the knowledge that you have gained from the training course.

1. What do you think time management is?

2. How does time management benefit the organization?

3. List four essential habits of effective time management?

4. Name and explain two types of time?

5. Explain Coveys four waves of time?

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6. Explain why it is beneficial to stay in Quadrant 2?

7. What does SMART stand for?

8. What is the difference between busy and productive work?

9. How would you deal with indecision or delay?

10. How would you differentiate between urgency and importance?

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11. Complete the following saying and explain what you think it means Schedule your priorities as opposed to

12. What are the differences between proactive and reactive work?

13. What are the most effective ways of preventing crises?

14. Complete the following saying and explain what you think it means

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Failure to plan is

15. What is a plan?

16. What are the key components of a time management system?

17. What should a Daily Plan include?

18. How should you manage interruptions?

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Action Plan
1. I believe that my Time Management skills are effective in the following areas: a. b. c. d. e. 2. These skills are measurable in the following ways: a. b. c. d. e. Note: Be sure goals are specific, attainable and measurable. 3. I believe that I need to improve my knowledge, skills and abilities in the following areas: a. b. c. d. e. Note: These improvements will represent your goals from completion of the course.

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4. These improvements will be measurable in the following ways: a. b. c. d. e. 5. To attain these improvements I will need to: a. b. c. d. e.

6. This is how I plan to attain these improvements: Goal Action Step Target Date Proposed Evidence

7. The following people and resources will assist me in accomplishing my goals: a. b. c. d. e.

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8. The following are constraints that may impact the achievement of my goals: a. b. c. d. e. 9. Here is a list of others factors that I need to consider in achieving my goals: a. b. c. d. e. 10. To achieve my goals will involve:

_____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ Signed: _____________________________

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Recommended Reading:
The Time Trap: The Classic Book on Time Management by R. Alec MacKenzie, Alec MacKenzie (Paperback - July 1997)

Time Management from the Inside Out, second edition : The Foolproof System for Taking Control of Your Schedule-and Your Life by Julie Morgenstern (Paperback) Time Tactics of Very Successful People by B. Eugene Griessman (Paperback)

Getting Things Done: The Art of Stress-Free Productivity by David Allen (Paperback - January 2003)

How to Get Control of Your Time and Your Life by Alan Lakein (Mass Market Paperback - July 1996)

How to Be Organized in Spite of Yourself: Time and Space Management That Works With Your Personal Style by Sunny Schlenger, Roberta Roesch (Paperback) Time Management for Dummies, Second Edition by Jeffrey J. Mayer (Paperback)

Time Management for the Creative Person : Right-Brain Strategies for Stopping Procrastination, Getting Control of the Clock and Calendar, and Freeing Up Your Time and Your Life by Lee Silber (Paperback) Time Management : Proven Techniques for Making the Most of Your Valuable Time by Marshall J. Cook (Paperback September 1998)

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Overwhelmed Person's Guide to Time Management by Ronni Eisenberg, Kate Kelly (Paperback)

Time Management: Increase Your Personal Productivity And Effectiveness (Harvard Business Essentials) by Harvard Business School Press (Other Contributor) (Paperback) 10 Natural Laws of Successful Time and Life Management by Hyrum W. Smith (Paperback)

Organizing from the Inside Out, second edition : The Foolproof System For Organizing Your Home, Your Office and Your Life by Julie Morgenstern (Paperback) Time Management is an Oxymoron by Maynard Rolston (Paperback - November 2001)

Time Management from the Inside Out: The Foolproof System for Taking Control of Your Schedule and Your Life by Julie Morgenstern (Paperback)

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