4/00/ © 2000 Business & Legal Reports, Inc. BLR’s Human Resources Training Presentations Principles of Time Management

4/00/ © 2000 Business & Legal Reports, Inc. Goals Identify ways you waste time Organize your workday more efficiently Keep to your schedule

4/00/ © 2000 Business & Legal Reports, Inc. Major Time Wasters Reacting instead of directing Short-term planning Inadequate preparation Excessive attention to detail Inability to delegate

4/00/ © 2000 Business & Legal Reports, Inc. Major Time Wasters (cont.) Lack of communication Lack of clear-cut goals Overcommitment Indecision Poor organization

4/00/ © 2000 Business & Legal Reports, Inc. Planning Make a daily list Make a weekly list Make a monthly/quarterly/annual list Update your lists every morning

4/00/ © 2000 Business & Legal Reports, Inc. Planners and Organizers Maintain a master calendar of events in your office Transfer this information into a pocket organizer Carry your organizer with you Make a note of all additional commitments Update your master calendar from your organizer

4/00/ © 2000 Business & Legal Reports, Inc. High-Tech Options Computer planners Digital pocket organizers

4/00/ © 2000 Business & Legal Reports, Inc. Prioritizing Rank tasks in order of importance Build in time for the unexpected Leave time for thinking and planning Remain flexible Realize you won’t finish everything

4/00/ © 2000 Business & Legal Reports, Inc. Defining Goals Determine the desired end result Set short-term objectives for reaching goals Adjust objectives as conditions change

4/00/ © 2000 Business & Legal Reports, Inc. Communication Think about what you want to say Consider your audience Ask for feedback and answer questions

4/00/ © 2000 Business & Legal Reports, Inc. Decision-making Make sure you have all the facts Consider the consequences Sleep on it Talk it over with someone Remember that you can change your mind later

4/00/ © 2000 Business & Legal Reports, Inc. Delegation Determine the task Select the right person for the job Define the task Communicate the job requirements Monitor progress and provide support

4/00/ © 2000 Business & Legal Reports, Inc. Prime Time When do you have the most energy? When are there fewest interruptions? When can you schedule private time?

4/00/ © 2000 Business & Legal Reports, Inc. Procrastination Break a large job down into smaller parts Do the easy parts first Face unpleasant tasks squarely Time yourself Reward yourself

4/00/ © 2000 Business & Legal Reports, Inc. Interruptions Set limits Get to the point Deal with the issue on the spot Conclude the conversation firmly Let callers leave a message Find a quiet place outside the office

4/00/ © 2000 Business & Legal Reports, Inc. Phone Calls and Incoming calls Outgoing calls

4/00/ © 2000 Business & Legal Reports, Inc. Meetings Attend only essential meetings Come prepared and participate effectively Leave as soon as you can When you are chairing a meeting – choose a good time – impose a time limit – set a reasonable agenda

4/00/ © 2000 Business & Legal Reports, Inc. Paperwork Throw it away Act on it Put it aside File it

4/00/ © 2000 Business & Legal Reports, Inc. Managing People Who Control Your Time Boss Employees Colleagues Clients

4/00/ © 2000 Business & Legal Reports, Inc. Handling Emergencies Try not to drop everything Spend only as much time as necessary Return to your established schedule

4/00/ © 2000 Business & Legal Reports, Inc. Make Constructive Use of Commuting Time Think Plan

4/00/ © 2000 Business & Legal Reports, Inc. Goals Identify your time wasters Organize your workday more efficiently Keep to your schedule

4/00/ © 2000 Business & Legal Reports, Inc. Summary Time is one of your most valuable assets Planning and organization are the keys to time management Eliminating time wasters allows you to accomplish essential tasks Control your schedule instead of being controlled by it

4/00/ © 2000 Business & Legal Reports, Inc. Time Management Audit Respond to each of the following with:  Always  Usually  Sometimes  Seldom 1.I allow plenty of time to get to work, making use of off-peak traffic times whenever possible. 2.I make constructive use of commuting and waiting time. 3.I know when I walk in the door what my two or three primary tasks for the day are. 4.I instruct employees to place mail and messages in my “in” basket instead of on my desk.

4/00/ © 2000 Business & Legal Reports, Inc. Time Management Audit (cont.) 5.I get all of my work done during business hours without taking it home or going in to work on weekends. 6.I handle a piece of paper no more than once before acting on it. 7.When I make a phone call or hold a meeting, I avoid chitchat and get right down to the business at hand. 8.My employees typically receive clear-cut assignments, outlining the range of their authority, the overall purpose, and the due date.

4/00/ © 2000 Business & Legal Reports, Inc. Time Management Audit (cont.) 9.I make every effort to minimize unauthorized interruptions. 10.I meet deadlines without working overtime. 11.I do my hardest tasks when my energy is at its peak. 12.I do work only I can do, like making decisions, and delegate other tasks to employees. 13.When I have a difficult task to do, I get started on it right away.

4/00/ © 2000 Business & Legal Reports, Inc. Time Management Audit (cont.) 14.The meetings I attend are worth my time. 15.I handle crises without upsetting my routine to any extent. 16.I block off quiet time when I have a task to do that requires concentration. 17.I make my scheduled appointments without being reminded by someone else. 18.I have time for myself and my family as well as for my work.

4/00/ © 2000 Business & Legal Reports, Inc. Time Management Audit (cont.) 19.By the end of the day, I have accomplished all my primary tasks. 20.My actions are determined primarily by me and not by circumstances or other people.