OBM131 Chapter 2... Time Management.pptx

about time management in chapter 2

1. TIME MANAGEMENT CHAPTER TWO 1

2. TIME MANAGEMENT Time management planning to gain control over how time is spent. The creative use of technique to manage time will enrich your work life. Reminder systems help to schedule activities for the most efficient use of time and resources. OBM131 SUZILA 2

3. MANAGE YOUR TIME The concept of time management is actually on how you manage yourself in relation to time. Time management is a major factor in productivity and feelings of job satisfaction, reputation as an effective worker, and opportunities for advancement. OBM131 3 TIME MANAGEMENT

4. COMMON TIME WASTERS The following are common time wasters: Unnecessary telephone conversations Frequent interruptions Excessive socializing Ineffective communication Disorganization OBM131 4

5. TIME ANALYSIS PROCEDURES Time is a valuable resource that should be used wisely; it cannot be replaced. Identify the common time wasters and the next step is to analyze how you spend your time on the job. Time analysis helps you to determine how effectively your time is used. OBM131 5

6. TIME ANALYSIS PROCEDURES Keep a time log Start by keeping a written record of what you do and how much time is used to complete the activity. Records all activities in a time-use log and keep it for a day, for several days, or even a week. Analyze how you spend your time By studying the time-use log, you are able to identify how time has been used and you are able to spot problem areas quickly. - Time of the day, most productive - Waste time- unnecessary interruptions, visitor, crisis or telephone and those involved - time needed to complete tasks – use time wisely OBM131 6

7. Develop a plan of action Determine how well the tasks you complete contribute to meet your work goals. - Activity listed in time-use log – help to complete your work or develop a different approach to your work that will increase use of time. OBM131 7 TIME ANALYSIS PROCEDURES

8. Plan Your Work Activities Planning your activities may help you to remember all tasks to be completed. Prepare a task list and follow the listing according to its importance. The list should guide you through your daily activities and tasks not completed can be carried over the next day’s list. Set Priorities Identify tasks for the day and rank them on your task list. Complete the most important ones first. The following questions may help you to determine the priority of a task: I. How much time will the task require? ii. By what time is this needed? iii. Are others involved in completing the task? iv. What will happen if this task is not completed on time? v. Do I have all the information to complete the task? OBM131 8 MANAGE YOUR WORK

9. Suggestion for handling a large project : Break the large project into smaller tasks Determine the steps to be taken in each task Establish deadlines for each smaller task Look for ways to improve your procedures Record your procedures and note suggestions to follow in the future for improvements (for project that will be repeated periodically) OBM131 9 COMPLETING LARGE PROJECTS

10. Work simplification is the process of improving the procedures for getting work done. Involves simplifying some steps and eliminating others. Goal is – to use the most efficient procedure in completing a task. Always be aware of steps taken in completing a task. Eliminate any unnecessary steps. Consider alternative methods for completing the task. Find ways to improve your productivity. OBM131 10 SIMPLIFY YOUR WORK

11. Ask yourself about information and work assignments you received. Does the flow of work to my desk make good use of my time and effort? Does the flow of work provide the right information to customers or others outside the company in a timely fashion? Are the materials and equipment needed to complete my work readily at hand? Am I using the features of my office equipment and software to their fullest extent? OBM131 11 ANALYZE THE WORKFLOW

12. SUGGESTIONS TO DO WORKFLOW ANALYSIS: Group and complete similar tasks together Combine tasks for increased efficiency Determine the best way to organize equipment and supplies to complete a task Ask the help of others when you have an important deadline to meet and the workload is overwhelming. OBM131 12

13. REMINDER SYSTEMS Devices for keeping track of appointments, meetings, travel dates, and deadlines. - Manual systems - Electronic systems - Used to record appointments, deadlines, meetings. OBM131 13 manual system electronic system

14. Manual Systems A well- maintained desk calendar to keeping track of the many tasks and deadlines. It is called Personal planners or organizers. Tasks lists, notes and contacts can be recorded. Wall calendars are useful for a large projects or those involve a number of people are broken into various small tasks. OBM131 14 REMINDER SYSTEMS

15. Electronic Systems Calendar and personal information management (PIM) programs have various features. Some programs sound an alarm to remind users of specific tasks or deadlines. PIM programs usually include an address book where you can record contact information for coworkers, clients or companies. Programs for long term projects called project management programs. OBM131 15 REMINDER SYSTEMS

16. Personal digital organizers - electronic calendars, personal information managers, personal data managers, and personal digital assistants (PDA). Personal digital assistants (PDA) OBM131 16 REMINDER SYSTEMS

17. Personal Digital Assistant OBM131 17

18. Typical tasks of Personal Digital Assistant includes: Storing contact data Scheduling appointments Creating task lists. Use handwritten input Access and send e-mail messages Work with program such as word processors or spreadsheets Do calculations such as currency conversions Upload data to or download data from desktop or laptop computer Record notes of telephone calls Recognize schedule conflicts Sound alarms as reminders of meeting or deadlines Search the Internet. OBM131 18

19. To schedule an appointments may be made in person, by telephone, letter, memo or by e-mail. Respond to appointment request by check the calendar to determine the date and time requested. OBM131 19 SCHEDULING APPOINTMENTS

20. Responding to appointment requests When you receive a request for appointment, check the calendar to determine whether the date and time requested are available. Or else, suggest other appointment dates and times. When you know the purpose of the meeting, you can provide all supporting materials needed. OBM131 20 SCHEDULING APPOINTMENTS

21. Guidelines when making appointments: Do not schedule overlapping appointments. Keep a complete calendar. Use clear handwriting to record entries on handwritten calendars. Appointments make for manager or coworker, may need to set a time for the appointment and then confirm that time with the individual. provide a daily listing appointments and reminders. keep previous year’s appointment data. OBM131 21 SCHEDULING APPOINTMENTS