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 Thinking and Reasoning Managing your Work Environment Managing Relationships Managing Communications

Managing Work Activities KEY: Taking action for the right reason, at the right time and in the right way 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: Working with your boss Working with people reporting to you Working with peers in a team Being assertive

Managing Communications Key Issues: 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