Time management - for effective workplace solutions

1. Time Management
& Prioritization

2. Objectives of Presentation
• Understanding Time Management
• Defining the term
• Importance of Time Management
• Evaluating the process
• Art of implementing the science
• Simulating an effective environment
• Setting up priorities & goals
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• Types of Planning & e.g.. software
• The big picture
• Prioritization
• Question matters
• Understanding priority
• Summarizing
• What’s in for us ?

3. Chapter 11

4. “
“Time management” refers to the
way that you organize and plan
how long you spend on specific
activities.
Defining time management ?

5. Importance of TM
◉ Greater productivity and efficiency.
◉ A better professional reputation.
◉ Less stress.
◉ Increased opportunities for advancement.
◉ Greater opportunities to achieve important
life and career goals.

6. Process of TM :
◉ Cost your time
Understand your true value by calculating your cost per year :
How much of profit are you generating
◉ Making activity logs
Understand your cycle time and process time to generate higher
yields of productivity.
◉ Goal setting
Set goal and action plans for each day. Judge and revise own
performance daily .

7. Continued -
◉ Planning
Draw an action plan for the things to do. and acheiveing the
goals.
◉ Prioritizing
Prioritize tasks on the class of urgency. Decide is it worth
spending your time and company resources
◉ Scheduling
Plan to make the best use of the available time. Preserve
some contingency time to deal with ‘unexpected jobs’.
Minimize stress by avoiding overcommitment by yourself and
others.

8. Chapter 22

9. The Big concept
How to manage time effectively ?

10. "getting organized" - ordering of work
and of tasks
"Protect your colleagues time" by
insulation, isolation and delegation
"achieve through goal-management and
through goal-focus" - motivational
emphasis
"rectify from bad time-habits" - recovery
from underlying psychological
problems, e.g. procrastination
Simulating an effective
environment

11. 1. Work in Priority Order - set goals
and prioritize
2. Set gravitational goals - that
attract actions automatically
Use different action plans for the
goals, generate deadlines based
on daily, weekly and monthly
planning methods.
Setting up priorities & goals

12. Different types of planning :
• ABC Analysis:
A – Tasks that are perceived as being urgent
and important,
B – Tasks that are important but not urgent,
C – Tasks that are unimportant. (whether
urgent or not)
Each group is then rank-ordered by priority.

13. • The Eisenhower Method
Eisenhower Decision Matrix
Using the Eisenhower Decision Principle, tasks are
evaluated using the criteria
important/unimportant and urgent/not urgent,
and then placed in according quadrants in an
Eisenhower Matrix
• POSEC method
Prioritize Organize Sstreamline Economize Contribute

14. • Pareto analysis
Pareto analysis is based on the idea that 80% of
a project's benefit can be achieved by doing
20% of the work or conversely 80% of problems
are traced to 20% of the causes.
• Task list organization
Task lists are often tiered. The simplest tiered
system includes a general to-do list (or task-
holding file) to record all the tasks the person
needs to accomplish, and a daily to-do list which
is created each day by transferring tasks from
the general to-do list

15. ◉Faster
◉Accurate results, better reliability
◉Higher results - less cycle time more process time
◉Includes core areas of focus - eg. critical tasks
Using software - Time Savvy

16. • Plan for Success
“Create a definite plan for carrying out your desire and
begin at once, whether you are ready or not, to put
this plan into action.” – Napoleon Hill
• Fix Your Focus
“It’s about focusing on the fight and not the fright.” –
Robin Roberts
The Big Picture

17. Chapter 33

18. Questions matter !
• What is the objective?
• How will I know if I’m successful?
• How will I be rewarded?
• Is this task something I want to do?
• Do I have the time to do it?
• What have I got to lose?
• Is there a better way to do it?
• Should it even be done at all?

19. Understanding priority
Be both
efficient
and
effective
Give
Yourself
Permission
to Fail
Efficiency
is…
Effectiveness
is…
Too many business spend
lots of time making sure they
are doing things right and not
enough determining if they
are doing the right things.
If you have not
failed, it means
you have not
risked, not
challenged
yourself
Other
Prioritization
Tips
You Can
and
Should,

20. Summarizing
The "Three Ps" of Effective Time
Management
•Planning.
•Priorities.
•Procrastination.
Making the Best Use
of Time
•Decide that you don’t have to
please everyone.
•Let go–don’t be a perfectionist.
•Resist the temptation to do small,
insignificant tasks too well.
To overcome procrastination
• You do not work best under
pressure.
• List the things you have been
avoiding. Prioritize them. Try to
do at least one of them each
day until you catch up.
Predicting the future
•This is hard
•Look at the environment.
•What did last year’s strategic plan
say?
•What does your boss or
organization want?
•What do your users want?.
Decide what you want your future
to look like
•Write your vision statement.
•Share your vision with the
participants.
•Then write the mission statement.
•Remember to plan for alternative
futures.
Analyze the results
•Write the strategic plan to show
how you will respond to and flesh
out the mission statement.
•Figure out ways to make sure
your future comes out the way you
want.
And Implement the plan

21. What’s in for Us ?
◉ Understand priority of the job.
◉ Use calendar available and schedule hourly
requirement (Microsoft Outlook perferred).
◉ Use of white boards for ABC plan sheets
◉ Monthly plans on Pareto Analysis
◉ Conduct periodically work –time study ;
describing the cycle times and process time for
the floor production.
◉ Prioritize tasks in advance of the day forward

22. RECRUITER SUBMITTALS INTERVIEWS HIRES
Net Bill of Hires
/Hour
Cost of Hires
/Hour
Margin of
Hires /Hour
Margin of Hires
(%)
XYZ 7 0 0 0 0 0.00 0.00
TOTAL 7 0 0 0.00 0.00 0.00 0.00

23. Any questions ?
Thanks!

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Artech Infosystems Ltd. and may not be disclosed in whole or in part
at any time, to any third party without the prior written consent of
Artech Infosystems Ltd
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