Manage your timeManage your timeTime wasters solutionShamsuddin HassanBhg Teknologi Pendidikan, KPMNov. 2013 (adapted from Muhd Bistaman Abd Manaf, IAB, KPM)

Time wasters solutionShamsuddin HassanBhg Teknologi Pendidikan, KPMNov. 2013 (adapted from Muhd Bistaman Abd Manaf, IAB, KPM)

Time managementTime management

CrisisDeadlinesMeetings

Pressing tasks

PreparationPlanning

PreventionTeambuilding

CPD

InterruptionsSome mails

Many popular activities

TriviaSome phone calls

Excessive entertainmentsTime wasters

X UrgentX UrgentIm

port

ant

Imp

ort

ant UrgentUrgent

X Im

port

ant

X Im

port

ant

IIIIII

IVIVIIIIII

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Cause Solution

Meetings Long meetings Stick to agenda

Afraid of responsibilities due to decisions

Make decisions without meetings

Cannot make decisions

Make decisions even with some facts are missing

Too much communication

Do not attend too many meetings

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Cause Solution

Rushing Impatience with routine and details

Take time to do right things first time to avoid repeated corrections.

Reacted too quickly Differentiate between urgent and important

Lack of planning Take time to plan and strategise

Doing too many things in too little time

Delegate

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Cause Solution

Routines and trivial things

Lack of priorities Fix targets, delegate less important things

Too much supervising

Delegate, trust, stress on outcome not so much on the processes

Refusing to delegate for fear of failures and incompetence

Delegate with increasing complexities

Visitors Cannot say no Filter visitors, learn to say no, Use “TIADA DI PEJABAT”

Like to socialise Meet visitors outside office hours

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Cause Solution

Phone calls Poor self discipline Filter calls. Stick to facts. Be brief

Need to know and be involved

Be involved in main things. Reduce micro managing

Reading and note taking tasks

Too much information

Be selective. Learn speed reading techniques

Failure to filter Delegate extensive reading jobs.

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Cause Solution

Procrastination in decision making

Lack of confidence in facts

Improve fact finding mechanism.

Insistence on availability of all facts

Take intelligently calculated risk, don’t wait for all details.

Afraid of making mistakes

Collective decision making. Failures are part of learning.

No rational decision making process

Be rational. Gather the facts, set targets, analyse consequences and alternatives, decide and act on it.

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Cause Solution

Poor delegation Lack of confidence in subordinates’ capabilities

Train them. Delegate with increasing complexities. Allow room for errors/failures. Rotate

Imbalance in work delegation

Reprioritise. Check work balance. Right job for the right person.

Lack of prioritization No target Set specific targets with subordinates.

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Cause Solution

Too many commitments

Too much interests Learn to say no. be selective.

Wrong priority Urgent and important things first

Fail to set priority Build personal time philosophy. Relate priority to events schedule.

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Cause Solution

Management by crises

Lack of planning Plan properly

Unrealistic time estimation

Set enough time inclusive of interruptions

Problem oriented Look for opportunities

Tendency to hide bad news

Quick communication of good or bad news