ITON CHICHEKE

Time Management

Learning Objectives

When you have completed this module you will be able to define the key concepts associated with Time Management and you will be able to:

Identify the major Time wasters in your daily role

Understand the nature of Time Management

Learning Objectives Understand a range of tools, techniques and concepts for

Time Management

Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress

Explain the benefits of effective Time Management process

What is Time Management?

ability to make the most efficient use of the time that you have.

Unique Characteristics

RegularInflexibleNon discriminatoryOnce lost, ……. LOST FOREVER.

Time Management & The Organization

Looking at time management from the perspective of the organization what are the benefits:

Improved productivity through improved use of time by the personnel

Better performance in terms of on time delivery to customers

Increased profitability

Improved planning and control of business systems

Better alignment of activities by incorporating co-ordination of tasks and projects

Reduction of stress

Essential Habits

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 them Confront your own indecision and delay Take the stress out of work Keep applying the essential habits!

Time Wasters?

Personal

Organisational

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 ____________________

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 ____________________

Time management process

1. Set your own priorities1. Personal2. Professional

2. Determine your goals for each priority3. Plan the steps for goal attainment4. Allocate time appropriately for each

step5. Use time management

tools/techniques

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

Step 2: Set goals for each priority

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 Outlook Express Goal: Take one course each semester toward CIMA

certificate

Step 3: Plan for goal attainment

Planning is bringing the future into the present so you can do something about it now.

Alan Lakein, time management “guru”

Step 4: Plan to allocate time

Visualize the end result: your goalEstimate the time requiredBreak the whole into piecesDevelop a scheduleCheck your progress against your time

estimateRefine the schedule if neededAnticipate/allow for possible problems

Step 5: Time management tools and techniques

1 Notes and ChecklistsRecognition of the demands on energy & time

2 Calendars and appointment booksScheduling with some focus on the future

3 Prioritization Comparison of the relative worth of activities

4 Self managementRealization that time cannot be managed - it is ourselves that we have to manage!

Types of TimeTime 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 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 Fear or ecstasy

Effects of Estimating Time IncorrectlyUnder-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

Analysis of Goals & Objectives

By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity:

S -- specific and well defined objectivesM -- measurable outputs and inputs A -- achievable in terms of resources available and expectationsR -- relevant to the overall business strategyT -- time bound with an operational schedule

Productive Work

Busy V’s Productive

Indecision & Delay

Overwork

Urgency V Importance

Prioritization

Busy

Just because you are busy does not mean that you are productive

Differentiate between

Effectiveness -- doing the right things

Efficiency -- doing the right things correctly

Busy v Productive Work

ProcrastinationPutting off doing the things that you should

be doing at this point!

Solution List all tasks that you are currently putting off Remove two from the list by doing them now! Plan and set a schedule for dealing with the rest Reward when tasks are completed Punish when tasks are not completed on schedule

Dealing with Indecision or Delay

When faced with a task - decide to deal with it according to one of the following actions:

Do it

Delegate it

Dump it

Deadline it

Busy v Productive Work

Paralyzing perfectionism This is a failure to recognize the difference between excellence

and perfection Excellence

Achievable Healthy Satisfying Realistic

Perfection Unattainable Frustrating Unrealistic

Busy v Productive Work

Setting unchallenging objectives Objectives need to be set that challenge you in a

realistic manner and take heed of resource availability Otherwise you are busy without any possibility of success

Overwork

Overwork can have effects that may be classified as Psychological Physiological

People are overloaded for two main reasons

The person or team does too much

The person or team have too much to do

Overwork

To deal with over-work, try the following Understand your pressures Don’t get worked up or panicked Don’t blame everything on yourself Walk away Estimate time as well as possible Agree priorities and keep them Remind yourself that there is a limited amount of time

available to you

Proactive v Reactive Work

Reactive work - concentrates on getting things done

Handling daily routines

Dealing with urgency

Resolving crises

Handling interruptions

Proactive v Reactive Work

Proactive work - concentrates on making things happen

Developing plans and schedules

Focusing on key tasks

Achieving deadlines & targets

Managing projects

Why Crises OccurChecklist of reasons:

Failure to recognize the crisis

Underestimation of time required

No contingency plan is ready

No follow-up on delegated tasks

Anticipating & Preventing Crises

The most effective way to anticipate and prevent crises is to:

Set deadlines and stick with them

Use interim targets and milestones to break the task or project into manageable chunks

Build the schedule so that it is realistic

Planning

Planning

What is a Plan?

Information & Planning

Time Management Systems

Goals & Time Spans

Cascading

The Daily Plan

Planning in Time Management

Rule No 1

Failing to Planis Planning to Fail

What is a Plan?

A plan is a road map set in real time to reach an

objective or set of objectives through the use

of defined resources

Information & Planning

Essential information:

You need to know what you have to plan

Once this is established Break the task into manageable chunks Gauge the time required for each chunk Schedule each chunk into a logical sequence

Time Management Systems

Key components Appointments Dated deadlines Tasks - to do and work in progress Ideas and notes Key task identification Personal information Financial planning records Crises log Project log Contact list

Checklist for Goals

Checklist for Goals Are they realistic and challenging? Have they been agreed with the manager and linked to the

performance appraisal system? Do you know what it will look like when you have achieved

the goal (visualization)? Are the goals important to you? Is there a time bound aspect to the goals? Are the goals SMART? What will the reward be once the goals have been

achieved?

Cascading

Planning levels should cascade as follows: Yearly overview plan

Monthly Plan

Weekly Plan

Daily Plan Note that in the cascade, the time span decreases whereas

the level of complexity increases

The Daily Plan

The Daily Plan should cover three main areas:

Scheduled activities for the day showing time allocated to each

Identification of key tasks for the day to allow them to be prioritized

Indication of who you need to contact during the day to allow you to complete tasks

The Daily PlanWhen setting out the daily plan pay

attention to the following points: When do you perform best, suit your bio-rhythm

Build in planning time at the start and end of the day

Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’

The Daily Plan

Guidelines continued Leave room for unexpecteds

Don’t stack meetings back to back

Batch telephone calls

Build in quality time

Stress Management

It may seem that there’s nothing you can do about stress.

Identify the sources of stress in your work

What caused your stress (make a guess if you’re unsure)

How you felt, both physically and emotionallyHow you acted in responseWhat you did to make yourself feel better

Unhealthy ways of coping with stress

SmokingDrinking too muchOvereating or under-eatingZoning out for hours in front of the TV or

computerWithdrawing from friends, family, and

activities

Dealing with Stressful Situations

Avoid people who stress you outLearn how to say “no”Stick to your to-do list  Be willing to compromise.

MODULE 3

Leaders and Time Management

Time is money, the saying goes and most of it gets lost in disorganisation and disruption. It takes time to make time

work for you.

Time Management :Planning and setting a ritual

• Save yourself an hour a day by getting organised

• Understand two-time horizons: short and log term

• Make use of a calendar

• Use a planner

• When things begin to get hectic, a ‘Things To Do Today’ list helps focus attention on the highest priority items

• Planning contact with colleagues and staff will help minimise disruptions

Time Management :Planning

Five Point Planning Check

• What

• Where

• When

• How

• Who

Time Management : Urgent and Important Matrix

Urgent and Important

Urgent

ImportantOthers

Exercise:

Rank the following activities in order of priority.1. You have a meeting with the chief of staff in the next two minutes and you also need to grab a

banana from the kitchen which is about 10 minutes walk away.2. Its 9am in the morning, you need to do a manpower allocation for the day as well as work on a

hand over report for the shift that comes in at 6pm3. You need to go for team briefing and you also need to call a friend of yours in Kampala and

tell her about the neighbor's new car

• Crisis• Unscheduled client mtg• Pressing problems• Deadline-driven projects

• Preparation• Prevention• Planning• Relationship building• Empowerment

• Interruptions,• Some meetings• Popularity actions• Peer pressure

• Trivial activities• Some phone calls• Time wasters• “Escape” activities• Irrelevant mail• Excessive TV

I II

III IV

Urgent Not Urgent

Impo

rtant

Not I

mpo

rtantActivity quadrants

Each quadrant explained

Effective People: Stay out of Quadrants III & IV because they are not

important They shrink Quadrant I down to size by spending more time

in Quadrant II People become in-efficient, when they focus only on I & III and

not on II People become non-performers, when they focus on III & IV Working on Quadrant II is the heart of personal time

management. Being high impact activities, when done regularly would

make a tremendous difference in our lives

What is Motivation?

Motivation is a drive that encourages action or feeling.

To motivate means to encourage and inspire.Motivation can also mean igniting the spark

for action.

Why do we need to get motivated?

Needs Drives Goal

Deprivation Deprivation with directionsReduction

Of drives

Relation between inspiration and motivation

People motivate themselves.In order to inspire people to motivate

themselves we need to understand their needs and wants.

Example if we ask hungry man to participate in 400 meter running race and go for any award then

CLASSIFICATION OF MOTIVATION

1)External Motivation 2) Internal MotivationExternal Motivation (External Motivation

comes from outside) and they areMoney (by way of bonus, incentive,over

time etc.)These factors works temporarily and not

permanent motivator.

Internal MotivationInternal Motivation comes from within, such as

pride, a sense of achievement, responsibility and belief.

The two most internal motivators are reorganization and responsibility.

We are motivated either Positively or negatively.Self-motivation:Self- Motivation starts with having a vision, a dream, a desire or a goal you want/need to achieve. How quickly or slowly you advance towards achieving it will depend on your motivation. Many people, while saying they really want to achieve X,Y or Z never actually become motivated to do the one thing necessary – TAKING ACTION

Demotivating factorsWhy do people move from initially motivated stage to demotivate

Some of the demotivated factors are:Low self esteemNegative self talkFailure of or fear of failureNegative criticismLack of priorities

Motivational factors

The presence of such factors create a highly motivating situation but their absence doesn’t cause dissatisfaction. people always respond positively with the presence of such factors.

A few steps to motivate others are:Give recognitionGive respectMake work interestinglyEncourage goal settingThrow challengesProvide training

Time Management : Advantages

Reduces stress and increases productivity.

Increases efficiency and effectiveness in service delivery through prioritization.

Self actualization or personal career growth.

Demonstrates reliability and breeds trust giving the organization a competitive edge.

Promotes harmony and good interpersonal skills.

TQM - do it right the first time.

Time Management: Recommendations

Delegate-accept that you can not do everything by yourself-let go!

Know your tasks( job description)

Prioritize-ranking most important, more important tasks.

C.P.A –Critical path analysis i.e. systematic one task after the other.

Avoid interruptions ( Time wasters)

Differentiate between urgent and important task to jobs

Plan for your time if you do not, you waste it.

Avoid idle talk and unnecessary telephone conversations.

Thank you!

It starts with the leader – self discipline

Its about doing the right thing at the right time as its not enough to be early

Understand the time wasters in your day. (Do’s and Don’ts in your work day)

Time lost can never be found

"Time is free, but it's priceless. You can't own it, but you can use it. You can't keep it, but you

can spend it. Once you've lost it you can never get it back."

DELEGATION

Delegation can simply be defined as getting help you need when you need it.

There is a limit to the amount of work that you can do on your own and so there is only so much value that you can deliver to your organization without the help of the others.

Delegation involves passing responsibility for the successful delivery of the work to other people, while retaining a suitable level of control over the process and the finished product.

Stages of Delegation Decide what to delegate: A good place to start with this is

your activity log. Look for tasks in your activity log that can be quickly taught to someone else, or can be done by someone else who already has the necessary skills.

One way of deciding what to delegate is simply to list the things that you do which could effectively be done by someone either more skilled in a particular area, or less expensive

Find the right person to delegate to: Find someone who is capable and willing to do the work, and who has the time to do it properly.

How far you can delegate jobs will depend on the ability, experience and reliability of your assistants. Inexperienced or unreliable people will need close supervision to get the job done to the standard and at the end of the day you will have done the work yourself.

Stages of Delegation

Explain the purpose of the Job & what you expect:i) Why the job needs to be done and what needs to be

delivered.ii) When the work needs to be completediii) The resources available and the constraints within which

work needs to be carried out. Etc.

Explain why the job is done, and what results are expected: when you delegate a job, explain how it fits into the overall picture of what you are trying to achieve.

Delegate complete jobs: It is much more satisfying to work on a single task than on many fragments of the task. Delegate a complete task.

Stages of Delegation

Then let go! Once you have decided to delegate a task, let your assistant get on with it. Do not constantly look over their shoulders.

Give help and coach when requested: It is important to support the people you have delegated the work to when they are having difficulties, but do not do the job for them.

Accept only finished work: You have delegated a task to take a work load off you. If you accept only partially done work, then you will have to invest time in completing them and your assistant will not have learnt.

Give credit when a job has been successfully completed; Public recognition both reinforces the enjoyment of success with the assistant who carried out the task and sets a standard for other employees.

THANK YOU!

Leadership like painting is an art. There is no one rule to influence and get the most our of people but like someone once said, ‘’different strokes for different folks’’ .

You must get to understand an individual and reach out to them at their level to get the most and best out of them.

MODULE 7

TEAM WORK

TEAM WORK: MODULE CONTENT

What is a team?

Why build teams?

How do you build a team?

What the team members brings into the team.

What the team leaders brings into team.

Expectations from an effective/mature team.

Why would a team fail?

WHAT IS A TEAM ?

A team is a group of people working together to achieve a common goal. To make a team there should be a leader and

members. A team is therefore an operational unit held accountable for performance.

In modern management, it has been realized that you achieve

better results through teams than through individuals.

WHY BUILD TEAMS?

In a team, we compliment each other: one’s weakness may be the other’s strength and vise versa. We need each other to achieve and we are accountable to each other. (like the human body)

Advantages of Teamwork

Performance expectations are set high

Continuous improvement is expected and encouraged

Management structure tends to be flatter thus making communication easier and minimizing bottlenecks.

Influence is based on expertise, knowledge needs.

People rely on shared goals rather than individual needs.

How to build a team.

Considerations to be made in team building.

Set clear targets involve staff in setting the goal.

Know your staff weakness and strengths.

Select staff with varying capabilities, talents, and temperament.

Consider willingness to belong.

Considerations to be made in Team Building

State clearly the objective (s) you want the term (s) to achieve.

In choosing members of the team, be objective and transparent, use performance related criteria and not religion, tribe, politics.

Put together persons of varying capabilities and talents.

Take cognisance of team members’ opinions and feelings about leadership.

PHASES IN TEAM BUILDING

a) Forming

b) Storming

c) Norming

d) Performing

Responsibilities of a Team leader

Quality control and monitoring

Keeping costs low & minimising waste

Proper behaviour & good discipline.

Motivating team and maintaining high morale

Reducing labour turnover

Reducing conflict among team members

Qualities of good team leader.

1. LeaderRole Model, Knowledgeable, relates to the team, inspires

confidence in the team 2. CoachSupports by listening and being compassionate, mentors agents

to further their development 3. Communicator Possess superior communication with staff, managers as well as

other departments 4. MotivatorActs as a motivator to agents, keeps performance and morale

high, helps agents succeed5. Problem Solver Keeps the team focused, manages problems, solves conflicts,

solves problems as they arise

What a team member brings into the team?

Cooperation

Commitment to objectives.

Loyalty- by identifying with team.

Skills and competencies.

Willingness to belong and be lead.

Characteristics of an effective working team

The group atmosphere is informal, comfortable and relaxed.

There is lots of discussion and almost everyone participates.

The leader does not dominate the team or unduly differ from it.

Every member knows who is who in the team.

Every member knows his/her tasks.

Appreciative of each others effort.

Motivational

Encouraging.

Challenges to team work

Internal conflict/ misunderstanding..

Self centeredness.

Lack of communication.

Labor turn over.

Apparent Disparities between the more privileged and under privileged.

Tips & Techniques

Time Logs

Managing Documents

Managing Interruptions

Managing Workspace

Managing your Phone

Time-logs

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

Dealing with 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

Dealing with 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

Managing Interruptions

Try to reduce the number of interruptions by applying the following techniques:

Create a visual barrier at your workspace to reduce the incidence of ‘drop-in’ visits

Don’t have extra chairs in your workspace - people do not hang around as long if they must stand

For important work - move to another space so the potential interruptors can’t find you!

Tell people that you are busy, explain why and arrange to contact them at a more suitable time

Managing Your Workspace

How our workspace is organized has an impact on how efficient we are - try the following to improve efficiency

De-clutter your 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

Managing Your Phone

The telephone can be responsible for eating vast quantities of time - control the phone by using:

Batch your 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

Summary

Have a great planning system and use it

Take on realistic goals an schedule accurately

Do not over-commit

Set and agree priorities to distinguish between urgent and important tasks

Build in some flexibility to cope with anything unexpected

Control your documents, workspace and phone

Summary

Don’t procrastinate – Manage Your Time Today

Define and use periods of quality time in your schedule

Learn to say No in a professional manner

Stay away from perfectionism and aim for excellence

Build in time for personal development