Time management hs 1
- 1. Time, time, time… We have many sayings about time and they make good points: Time is money - it is a valuable resource There never enough time to do a job right, but always time to do it over - we should not rush through our work at the risk of error If you want time, you must make time - we need to allocate time according to our priorities A job will fill all of the time allocated for it - poor planning and procrastination are time wasters Have the time of your life - good time management will allow you to fulfill your personal/professional goals
- 2. Myths of time management With better time management, you can find new time during the day. Everyone is limited to only 24 hours each day. Effective time management is the same for everyone. Time management is unique for each person because each person has different priorities and goals. Activity is good in itself. Being busy is not the same as being effective, if time is spend on low priorities.
- 3. Myths of time management Time management is a complex subject. The basic process has only five major steps. Once you learn the basics of time management you automatically make better use of your time. You have to actually use time management techniques consistently. Good time managers are born not made. Some people seem to be more naturally organized, but everyone can learn to manage his/her time.
- 4. Time management process Set your own priorities Personal professional Determine your goals for each priority Plan the steps for goal attainment Allocate time appropriately for each step Use time management tools/techniques
- 5. Step 1: Set priorities Are you unsure what is important to you? Think about what you would do if you only had one more year to live You can’t do everything: Think about what you would like to accomplish Think about what regrets you might have for not accomplishing something
- 6. Step 2: Set goals for each priority You can’t do everything: Think about what you would like to accomplish Think about what regrets you might have for not accomplishing something Personal priority: spend more time with family Goal: Spend additional ½ hour with family at dinner Goal: Spend one afternoon every three months with parents Professional priority: achieve promotion Goal: Learn to use MS Project Management software Goal: Take one course each semester toward certificate in Construction Management
- 7. Step 3: Plan for goal attainment Planning is bringing the future into the present so you can do something about it now.
- 8. Obstacles to planning work Unfortunately we often encounter a number of obstacles in planning our work: Others’ plans and priorities Lack of solid planning skills Time required for good planning Pressure of other work Absences of examples, if the project is new Time wasters such as procrastination Interruptions Try to anticipate obstacles, so you can work around them before they become problems.
- 9. Poor planning consequences Despite obstacles we should make planning a priority to avoid: Decreased productivity Dissatisfaction among coworkers Misunderstandings and confusion Pressure from others Poor work quality, accidents, errors Wasted time/resources
- 10. Planning, the starting point For all major tasks you should consider: Why is the job necessary? What’s its purpose? What goals do you want to achieve? When is best time of day or schedule to do it? Where is the best location to do it? Who would produce best results? Is training needed? How should it be done (traditional/innovative)?
- 11. Step 4: Plan to allocate time Visualize the end result: your goal Estimate the time required Break the whole into pieces Develop a schedule Check your progress against your time estimate Refine the schedule if needed Anticipate/allow for possible problems
- 12. Step 5: Time management tools and techniques Use “to do” lists for planning Create a time diary to track where your time actually goes Become aware of your external and internal timewasters and avoid them Pulverize paperwork
- 13. Get things done Allow for emergencies, don’t overbook Schedule the most challenging tasks for when you are most alert Keep your goals in mind Evaluate your priorities continuously during the day and always work on the most important task first
- 14. Keep a diary Still can’t figure out where the times goes? Keep a diary for about two weeks: Include personal time List time that was needed to do each task Prioritize what should have been done; compare it to the actual work accomplished Analyze what can be cut/compressed Note time wasters
- 15. External time wasters Be aware of ways others or the environment waste your time: Interruptions, especially email Office socializing Too many meetings Unscheduled visitors Poor work environment Unclear goals Trying to get other’s cooperation Bureaucratic “red tape” Others you can think of ____________________
- 16. Internal time wasters Be aware of ways in which you waste your own time: Procrastination Lack of planning Lack of priorities Indecision Slow reading skills Physical or mental exhaustion Not being able to say “no” Messy work areas Low motivation Others you can think of ____________________
- 17. Walk away with… Develop your personal and professional priorities Find and use a great calendar Develop plans – annual, monthly, weekly Note all deadline on your plans Make a “to do” list daily Prioritize and reprioritize your daily list Work on your top priorities first