Transcript Time Management April 12 Forum - Carmichael Centre for Voluntary

Time Management
Carmichael Centre for Voluntary Groups Forum
Facilitated by:
Caroline Egan, Training and Development Manager
A Few Thoughts…
• Pareto’s 80/20 Rule:
80% of results come from 20% of effort
• The causes of wasted time in the workforce – labour
inefficiency:
- inadequate workforce supervision (31%)
- poor management planning (30%)
- poor communication (18%)
- IT problems, low morale and lack or mis-match of skills
(21%)
Time Management Model
Managing Work
Activities
Managing
Communications
Managing
Relationships
Managing
Thinking and
Reasoning
Managing your
Work Environment
Managing Work Activities
KEY: Taking action for the right reason, at the right time and in
the right way
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Job Clarification
Identifying key areas of work
Identifying activities that relate to each key area
Setting priorities
Managing a diary
- a record of what you plan to do and what has been
achieved
- a source of information and reference
- a prompt for those with poor memories
- a way of keeping control over your activities
Managing Work Activities
• Estimating Time – Use a time log
• Before of monkeys!
- Learn to say “no” politely and constructively
- Avoid sideways delegation
• Learn to delegate
• Avoid procrastination
Managing Thinking & Reasoning
Avoid Stress:
• Identify what causes you stress and tackle it
• Concentrate on what must be done and cut out non-essential
meetings, phone calls and visitors
• Learn to delegate and trust others
• Pace yourself and take breaks throughout the day
• Be tidy and organised in the work environment
• Learn to relax and switch off – don’t take work home
• Learn to say “no”
• Improve your listening skills
• Keep fit
Managing Thinking & Reasoning
Manage your “Prime Time”. Don’t waste high-energy time
doing low priority work
• We all have a “prime time” during the day. Do those activities
that require energy and thought when you are at your
sharpest
• Work in periods of time: a max. of an hour before you give
yourself a break – better for concentration
Other factors to consider: problem-solving, decision-making,
and memory
Managing Relationships
Key issues to consider:
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Working with your boss
Working with people reporting to you
Working with peers in a team
Being assertive
Managing Communications
Key Issues:
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Listening
Asking questions
Structuring a message
Choosing a mode of communication
Handling meetings effectively
Managing your Work
Environment
Key issues:
• Cluttered desks
• Pieces of paper – can’t remember the last time you used it,
and don’t know when you’ll need it next – BIN IT! (Unless
official document then file it!)
• Filing Systems. Set up working files to include:
- projects you are working on
- routine jobs you perform daily, weekly, monthly
- information required for meetings with key people
- information needed at your fingertips