1
IME MANAGEMENT FOR LEADER
Introduction 2
In these days of increasing global competition,
rising health care costs, and labor shortages,
employers are constantly striving to increase
productivity.
One of the best ways to increase productivity is to
make sure that employees are effectively
managing their time at work
The Importance of
Managing Time
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Effectively
“By labor we can find food and water, but all of our labor will
not find for us another hour”
In other words, time is finite – there’s only so much of it
By effectively managing our time, we can avoid a
stressed and less productive workplace and avoid
cramming work and family and other personal needs into
finite hours
Justas we spend so much effort managing money, we
need to spend equivalent effort managing time
What is Time 8
Management?
Time management has five main aspects:
1. Planning & Goal Setting
2. Managing Yourself
3. Dealing with Other People
4. Your Time
5. Getting Results
The first 4 all interconnect and interact to generate the
fifth - results
Effects of Stress 5
Effect Physical Symptoms
Cognitiv • Aches and pains
e • Diarrhea or constipation
• Nausea and/or dizziness
• Chest pain and/or rapid heartbeat
• Frequent colds
Emotion • Eating more or less
al • Sleeping too much or too little
• Isolating yourself from others
• Procrastinating or neglecting
responsibilities
• Using alcohol, cigarettes, or drugs to
relax
• Nervous habits (e.g., nail biting, pacing)
Time as a Commodity 9
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
Essential Habits 10
Essential habits for good time management are:
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 each
Confront your own indecision and delay
Take the stress out of work
Keep applying the essential habits!
Types of Time 11
Time can be categorized into two types:
Fast time
when absorbed in, or enjoying an activity
Slow time
when bored with an activity or having a
bad time
when scared
Over - & Under-estimating 12
Time
Time for tasks or activities can be over - or under-
estimated due to:
Intensity of activity
Level of brain function
Length of gaps between enjoyments
Effects of Estimating Time 13
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
Time Management - 11
Principles
Set goals and establish priorities
Spot the Time Wasters
Think quality not quantity of Time
Organize yourself for success
Prioritize
Clear your desk
Delegate work to others
Stay healthy in body and mind
Act purposefully and positively
Write a Daily Time schedule
Work to suit your preferred lifestyle
Time Management & 12
Organization: The Benefits
Improved productivity through better use of time
by the leadership and the employees
Better performance in terms of on timely
completion of tasks and resolution of all
stakeholders’ concerns
Increased
profitability through better use of the
human and non-human resources
Time Management &
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Organization: The Benefits
Improved planning and control of organizational routine
including production through time based management
Better alignment of activities by incorporating a time
bound system for co-ordination of tasks and projects
Reduction of stress that arises due to crisis
management by reducing the incidence of crises by
better planning
Ways We Waste Time? 14
We waste time due to factors beyond our control but also
due to factors within our control
What are some of the factors beyond our control that
result in our wasting time? Please write down three each
What are some of the factors within our control that result
in our wasting time? Please write three each
Ways in which we waste
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time: Factors beyond our
control
Interruptions – phone calls, questions from coworkers
and customers
Computer and other equipment problems
Staffing shortages – covering for absent coworkers
Unplanned work and changed priorities
Ways in which we waste 16
time: Factors within our
Lack of good planning and organization, control
failing to set and
maintain priorities, losing focus on task at hand – jumping
from project to project without completing any
Holding and attending unnecessary and unproductive
meetings
Spending too much time on phone calls, e-mails and the
internet
Inability to say “No” when appropriate – taking on too much
Failure to delegate when possible
Socializing too much
Unnecessary Meetings 17
Reasons for NOT to have a meeting: (Please write one each)
You can more effectively accomplish your purpose by
telephone, memo, report, e-mail, or a one-on-one discussion
It
is premature to meet – the subject is too uncertain or too
insignificant to justify a meeting
Thegroup needs a cooling off period – too much anger or
hostility among members at the time
Also, consider having one day each week when no meetings are held
Necessary Meetings 18
Reasons to have a meeting: (Please write one each)
To allow attendees to collaborate – review, evaluate,
discuss, problem-solve, decide – with each other
To present significant information
Conducting Meetings - 19
Essentials
Start on time
Always make and follow an agenda. With each agenda
item, include:
the topic stated in question form
the person responsible for leading the discussion
the information relative to the issue
the time allotted for that issue
the action/reason/purpose of the exchange
Conducting Meetings - 20
Essentials
Avoid attending your subordinates' meetings unless
specifically invited to discuss a topic and limit your time
attending to the discussion of that topic
Limitpresentations to 10 minutes. If a presentation is
longer than 10 minutes, schedule the presentation
separately as such and not as part of a meeting
Avoid having a meeting lasting over 90 minutes
Challenges - E-mail 21
Challenges of e-mails: (Please write two each)
Too many spam emails
Unorganized mail folders
Going through emails throughout the day
Long emails and replies
Long chain of to and fro mails on same subject
E-mail - Essentials 22
Unless you are awaiting an urgent message, check e-mails
only at specified times during the day
Set up folders to save appropriate e-mails
Touch each e-mail just once
Use recognized Acronyms
Some suggestions:
Further necessary action – (FNA)
Recommended and forwarded for necessary action - (R&FNA)
Need response by date and time – (NRB) (date) (time)
No further action (NFA)
Close of Business (COB)
E-mail - Essentials 23
Keep e-mails short – no more than 1-10 sentences.
Communicate main point in first or second sentence
Aftertwo rounds of trying to solve a problem via e-mail, use
phone or talk in person
Ifyou can’t respond immediately, let the other party know
when you can
Remove yourself from as many distribution lists as possible
Use filters or rules to eliminate or assign junk e-mails to a
special folder
Use “No response required” to end messages and discourage
unnecessary replies
Time Management - Tips &
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Techniques for Leaders
Time Logs
Quality Time
Managing Documents
Managing Interruptions
Managing Workspace
Managing your Phone
Effective Time Management
Tips - Time-logs 25
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
Crises points / tasks
Tips - Quality Time 26
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
It allows you to move away from reactive work to
proactive work
Tips - Dealing with 27
Documents
Document handling can steal a vast quantity of time from
our 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
Tips - Dealing with 28
Documents
Have a good system for handling your documents that
allows you to:
Define what you need to keep and for how long
Allows you to file materials easily and logically
Facilitates access to materials
Purge the files on a regular basis
Tips - Managing 29
Interruptions
Try to reduce the number of interruptions by applying the
following techniques:
Createa visual barrier at your workspace to reduce the
incidence of ‘drop-in’ visits
Don’thave extra chairs in your workspace - people do
not hang around as long if they must stand
Forimportant work - move to another space so the
potential interrupters can’t find you!
Tell
people that you are busy, explain why and arrange
to contact them at a more suitable time
Tips - Managing Your 30
Workspace
How our workspace is organized has an impact on how
efficient we are - try the following to improve efficiency:
De-clutteryour desk by clearing it at the end of each
working day
File documents once they have been used
Purge files regularly
Organize a work flow system in your space
Tips - Managing Your 31
Phone
The telephone can be responsible for eating vast quantities of
time - control the phone by using:
Batch your outward calls – Keep one time for making
outward calls
Delegate calls that you don’t 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
Tips - Planning and 32
Organizing
Planningis the most important activity in managing your
time effectively. As the old quote goes, “Failing to plan is
planning to fail”
To manage your time effectively:
Planand organize your day and week in as much detail
as possible
Make a daily to-do list of your objectives in order of
priority
Manage and control interruptions
Batch routine tasks together – separate from your high
Tips - Planning and 33
Organizing
Break any large task or project into smaller pieces
Workon priority or routine items during that time of day
which matches your work habit preferences
Handle each piece of paper or document only once if at all
possible. Refer it on, file it, or discard it
Another idea is to have a temporary hold until file
discarded
Delegate to others if appropriate and possible
Prioritization Grid 34
Urgent Not Urgent
Importance
Importan
I Quadrant I II Quadrant II
Important
Priority 2 Important
Priority, 1
andImmediate but
Requires attention,
t
Urgent Not Urgent
Attention Required
Priority 4 but not yet critical
Priority 3
III Quadrant III IV Quadrant IV
Urgent, Not Urgent Urgency
ortant
These activities are
but and
“Nice to do” Not time eaters
Not
Not Important Important
Summary 35
Time is finite – there is only so much of it. That is why it is
so important for us to manage our time effectively at work
By effectively managing our time, we can avoid a stressed
and less productive workplace and avoid cramming work
and family and other personal needs into finite hours
There are ways in which we all waste time. Some are
beyond our control. But many are within our control and
these are the ones we need to work on
Summary 36
To manage your time effectively plan and organize your day
and week
Manage and control interruptions paying special attention to
meetings and e-mail
Control your documents, workspace and phone
Effective Management of time by the Leadership for the
Organization with enhance the overall Proficiency and
hence, with increase Productivity
The Tips shared are just a few guidelines and may differ in
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THANK
YOU
