Time Management Propel
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This document outlines a 7-step approach to time management. The steps include: 1) listing tasks to be performed, 2) determining the time required for each task, 3) analyzing how tasks are currently performed, 4) constructing a skills inventory of key personnel, 5) calculating the percentage of time spent on each activity, 6) constructing a time-use matrix, and 7) formulating a time-use budget. The document also discusses various management functions like planning, organizing, staffing, and controlling, and how to analyze tasks, prioritize time usage, and construct an efficient time-use schedule.
Time Management Propel
- 2. Time Management • Time is an Asset – Once gone, it’s gone • Refining Management Behavior • A Seven-Step Approach Time Management
- 3. Time Management Time Management, A 7-Step Approach: 1. List tasks that must be performed 2. Determine the time required for each 3. Analyze how tasks are being performed now 4. Construct a skills inventory of key personnel 5. Calculate percentage of time spent on each activity 6. Construct a functional Time-Use matrix 7. Formulate a Time-Use budget. Time Management
- 4. Step 1: List Tasks or Functions to be performed Two Approaches for Listing Critical Tasks: 1. List the basic management functions that must be performed 2. Use and organizational chart Time Management
- 5. Management Functions • Planning • Organizing • Staffing • Supervising Time Management • Directing • Controlling • Coordinating • Innovating
- 6. Management Functions – Planning • What is the business? • What objectives does the business have? • How will the business achieve these objectives? • What resources are available to reach these objectives? • What additional resources are needed? • When will the business reach certain benchmarks – break-even point, profit level, value of assets? Time Management
- 7. Management Functions – Organizing Two Aspects: 1. Top-Down Approach Goals à Tasks 2. Bottom-Up Approach Tasks à Specific People Time Management
- 8. Management Functions – Staffing Allocation of Tasks: • Hiring • Training • Motivating • Reviewing Time Management
- 9. Management Functions – Supervising Three Critical Functions: • Observation • Training or remedial training • Job enrichment Time Management
- 10. Management Functions – Directing • Problem solving • Wasting time • Program the routine decision rules Time Management
- 11. Management Functions – Controlling Requires: 1. Setting standards or objectives 2. Maintaining current operating records for comparison with the standards adopted 3. Acting promptly when operations deviate from the standard more than is deemed acceptable Time Management
- 12. Management Functions – Controlling • Without coordination, objectives will not be met • Any business must be viewed as a system composed of interrelated parts – Parts must operate in balance with each other if the business is to perform effectively Time Management
- 13. Management Functions – Innovating • Has become a necessary function for virtually any business • Can things be done differently? • Can the business become more efficient or effective? “The business must stay tuned to changes in the environment, the industry, the community, the country, and even the world as a market-place.” Time Management
- 14. Step 2: Determine the Time Required for Each Task or Function • Analyze tasks • Prioritize – Priority ranking schedule • Record events and time – Analyze – Where is time being well spent? – Where is time being misspent? Time Management
- 15. Priority Ranking Schedule (Six Steps) 1. Rank the various jobs in order of importance. 2. Divide into (at least) 2 classes, based on whether the time spent on it can be controlled or not. 3. Decide which ones can be done by someone else (and when). 4. Identify those that could possibly be done more efficiently by adopting new procedures. 5. Identify training time and costs that may be needed to implement new procedures. 6. Begin a tickler file for routine reporting and control needs. Time Management
- 16. Step 3: Analyze How Tasks or Functions Are Now Being Performed Functional Task Analysis: • Determine all the tasks that need to be performed and are being performed in order to make the organization function • Look at the relative distribution of these tasks by the amount of time allocated to each, all with the objective of establishing a new schedule and a new set of priorities Time Management
- 17. Step 4: Construct Skills Inventory of Key Personnel • Who Will Do What – What is each person good at? ...bad at? – What does each person especially like to do? … dislike doing? – What must be done by each key person that no one else can do? Time Management
- 18. Step 5: Calculate Percentage of Total Time to be Spent on Activities Efficiency: • Utilize time efficiently • Don’t ignore any aspect of the business • People only have so much energy – Limit the time investment in the business to a certain number of hours that everyone agrees is reasonable “Run your business – Don’t let it run you.” Time Management
- 19. Step 6: Construct a Functional Time - Use Matrix • Task • Time Required • Time Available • Total Time Available • Time Needed • Total • Total Employee Time Available Time Management
- 20. Step 7: Formulate a Time-Use Budget • Plan for problems • Time override • Some functions and activities must be done at specific times – Downtime, training, and maintenance “Run your business – Don’t let it run you.” Time Management