1. Time Management By Human Resources
Pass out the questionnaire, have them work on it as a gathering activity.
By Human Resources

2. Introduction Employers are striving to increase productivity:
increasing competition
rising health care costs
labor shortages
Best ways to increase productivity:
make sure that employees are effectively managing their time.
Training all employees in the principles & techniques of effective time management is essential.
This presentation provides that training and will help you make the most of that most precious commodity – your time.
Note to Presenter: This presentation is intended for presentation to all employees.
In these days of increasing global competition, rising health care costs, and labor shortages, employers are constantly striving to increase productivity.
One of the best ways to increase productivity is to make sure that employees are effectively managing their time at work.
Training all employees in the principles and techniques of effective time management is essential.
This presentation provides that training and will help you make the most of that most precious commodity – your time.

3. Agenda The Importance of Managing Time Effectively
The Ways We Waste Time
Tips for Effective Time Management
In Just Two Minutes
Final Message

4. The Importance of Managing Time Effectively
“By labor we can find food and water, but all of our labor will not find for us another hour.” Kenneth Patton, Author
In other words, time is finite – there’s only so much of it.
By effectively managing our time, we can avoid a stressed and less productive workplace and avoid cramming work and family and other personal needs into finite hours.
Just as we spend so much effort managing money, we need to spend equivalent effort managing time.

5. Did You Know…
The average person gets one interruption every eight minutes, or approximately seven an hour, or per day. The average interruption takes five minutes, totaling about four hours, or 50% of the average workday. 80% of those interruptions are typically rated as "little value" or "no value" creating approximately three (3) hours of wasted time per day.
The reality of many people's work is of constant interruption:
Studies show some managers getting an average of as little as six minutes uninterrupted work done at a time.

6. Prioritize
The first step is to list all the activities and projects you feel you have to do.
Assign importance to each of the activities
Once you have assigned importance to each activity, evaluate the urgency of each activity.
Use a scale of 1-5 – don’t worry about urgency at this point

7. Time Management Quad 1 Important & Urgent 2 Important & Non-Urgent
You will spend most of your time on these items as they are viewed as “red hot”
2 Important & Non-Urgent
Don’t overlook these items or they will become “1’s” very quickly
3 Urgent & Non-Important
Often times we focus on these items and neglect 1’s & 2’s
4 Non-Urgent & Non-Important
Check this list carefully. Are there items here that could be handed off to someone else?
Old School…still very useful but what can happen?
A - DO NOW
emergencies, complaints and crisis issues
demands from superiors or customers
planned tasks or project work now due
meetings and appointments
reports and other submissions
staff issues or needs
problem resolution, fire-fighting, fixes
Subject to confirming the importance and the urgency of these tasks, do these tasks now. Prioritize according to their relative urgency.
B - PLAN TO DO
planning, preparation, scheduling
research, investigation, designing, testing
networking relationship building
thinking, creating, modeling, designing
systems and process development
anticipation and prevention
developing change, direction, strategy
Critical to success: planning, strategic thinking, deciding direction and aims, etc. Plan time-slots and personal space for these tasks.
C - REJECT AND EXPLAIN
trivial requests from others
apparent emergencies
ad-hoc interruptions and distractions
misunderstandings appearing as complaints
pointless routines or activities
accumulated unresolved trivia
Scrutinize and probe demands. Help originators to re-assess. Wherever possible reject and avoid these tasks sensitively and immediately.
D - RESIST AND CEASE
'comfort' activities, computer games, net surfing
chat, gossip, social communications
daydreaming, doodling, over-long breaks
reading nonsense or irrelevant material
unnecessary adjusting equipment etc.
embellishment and over-production Habitual 'comforters' not true tasks. Non-productive, de-motivational. Minimize or cease altogether. Plan to avoid them.

8. Strategies for Different Quadrants of the Matrix
1 - Urgent and Important There are two distinct types of urgent and important activities: Ones that you could not foresee, and others that you have left to the last minute.
2- Not Urgent, but Important These are the activities that help you achieve your personal and professional goals, and complete important work. Make sure that you have plenty of time to do these things properly, so that they do not become urgent. And remember to leave enough time in your schedule to deal with unforeseen problems. This will maximize your chances of keeping on schedule, and help you avoid the stress of work becoming more urgent than necessary.
You can avoid the latter by planning ahead and avoiding procrastination.
Issues and crises, on the other hand, cannot always be foreseen or avoided. Here, the best approach is to leave some time in your schedule to handle unexpected issues and unplanned important activities. And if a major crisis arises, some other activity may have to be rescheduled.
If this happens, identify which of you urgent-important activities could have been foreseen and think about how you could schedule similar activities ahead of time, so they do not become urgent.

9. Strategies for Different Quadrants of the Matrix
3 - Urgent and Not Important Urgent but not important activities are things that stop you from achieving your goals, and prevent you from completing your work. Ask yourself whether these tasks can be rescheduled, or whether someone else could do them.
A common source of such interruptions is from other people in your office.
4 - Not Urgent and Not Important These activities are just a distraction, and should be avoided if possible. Some can simply be ignored. Others are activities that other people may want you to do, but they do not contribute to your own desired outcomes. Again, say "No" politely and firmly if you can.

10. Activity The Ways We Waste Time
We waste time due to factors beyond our control but also due to factors within our control.
What are some of the factors beyond our control that result in our wasting time?
What are some of the factors within our control that result in our wasting time?
Note to Presenter: Make this interactive, you may want to ask these questions and put responses on flip chart of white board.

11. The Ways We Waste Time: Factors Beyond Our Control
Interruptions – phone calls, questions from coworkers and customers
Computer and other equipment problems
Attending unnecessary and unproductive meetings
Staffing shortages – covering for absent coworkers
Unplanned work and changed priorities/Emergencies

12. The Ways We Waste Time: Factors Within Our Control
Lack of good planning and organization – jumping from project to project without completing any
Holding unnecessary and unproductive meetings
Spending too much time on phone calls, s and the internet
Procrastinating until a project becomes urgent
Inability to say “No” when appropriate – taking on too much
Failure to delegate when possible
Socializing too much
Lack of good planning and organization, failing to set and maintain priorities, losing focus on task at hand – jumping from project to project without completing any

13. Tips for Effective Time Management
To manage your time effectively:
Plan and organize your day and week
Manage and control interruptions.
Above all, planning is the most important activity in managing your time effectively.
As the old quote goes,
“Failing to plan is planning to fail”

14. 10 Common Time Management Mistakes
Failing to keep a To-Do List
Not setting Personal Goals
Not Prioritizing
Failing to Managing Distractions
Procrastination
Taking on too Much
Thriving on “Busy”
Multitasking
Not Taking Breaks
Ineffectively Scheduling Tasks
Refer to gathering activity – the 15 statements to Answer

15. Mistakes cont. Are you usually late to meetings? Late to work?
Always apologizing or making excuses?
Asking for more time?
Think about this, why?
Look back at your list of what you checked.
Are there things we are talking about today that you can work on?

16. Tips for Effective Time Management
Plan each day in as much detail as possible.
Ideally at the end of the preceding day or the first thing at the beginning of your day.
Plan your week on a “big picture” basis making notes in your calendar/planner or app.
Make a daily to-do list of your objectives in order of priority.
Use whatever system you prefer to record this list – sticky note, calendar/planner, or app on your phone.
Cross out items as they are completed.
Move items that cannot be done that day to another day in the week.
Plan each day in as much detail as possible. Do this ideally at the end of the preceding day or the first thing at the beginning of your day. (Plan your week on a “big picture” basis making notes in your calendar/planner or app.)
Make a daily to-do list of your objectives in order of priority. Use whatever system you prefer to record this list – sticky note, calendar/planner, or app on your phone.
Cross out items as they are completed. Move items that cannot be done that day to another day in the week.

17. Tips for Effective Time Management
Record ideas and reminders using your smart phone.
Create a “to read” file.
Make an appointment with yourself to complete a task & block off time.
Save up trivial matters for a three-hour session once a month.
Group phone calls together.
List what you want to say before placing the call.
Batch routine tasks together – separate from your high priority tasks
Break any large task or project into smaller pieces
Carry 3x5 cards or a small spiral notebook to jot down notes or ideas
Skim books and articles quickly, looking for ideas. Tear out or photocopy articles of interest and file them appropriately for future reference.
Carry hand-held tape recorder with you to record ideas and reminders. This is particularly helpful when driving.
Create a “to read” file and carry it with you when you travel or you know you may be waiting for an appointment.
Make an appointment with yourself to complete a task and block off time on your calendar.
Save up trivial matters to take care of for a three-hour session once a month.
Group phone calls together. Set a particular time of day to make your phone calls.
List what you want to say before placing the call. You will not then forget important points and will avoid being lured into idle chit chat.
Try to find a new technique every day that will help you gain time.

18. Tips for Effective Time Management
Give yourself a break or several breaks during the day.
Get up and stretch, leave your desk for lunch.
Last but Not Least -- Maintain your work/life balance.
Put family and other social activities on your daily and weekly lists.
Avoid the habit of ignoring these for work!
Getting away even for a few minutes from your work will help you return alert and refreshed.
Put family and other social activities on your daily and weekly lists. Avoid the habit of ignoring these for work!

19. Just Two Minutes

20. Scheduling
Understand what you can realistically achieve with your time.
Plan to make the best use of the time available.
Leave enough time for things you absolutely must do.
Preserve contingency time to handle “the unexpected.”
Effective scheduling

21. Scheduling
Scheduling is best done on a regular basis, for example at the start of every week or month.
Start by identifying the time you want to make available for your work.
Next, block in the actions you absolutely must take to do a good job. These will often be the things you are assessed against.
Effective scheduling

22. Scheduling
If you manage people, then you must make time available for dealing with issues that arise, coaching, and supervision.
You must allow time to communicate with your boss and key people around you. Set aside time for those who are important in your life.
Review your To Do List, and schedule in the high-priority urgent activities, as well as the essential maintenance tasks that cannot be delegated and cannot be avoided.
Effective scheduling

23. Make it a priority and protect your time!
Scheduling
Block in appropriate contingency time. You will learn how much of this you need by experience.
The reality of many people's work is of constant interruption: Studies show some managers getting an average of as little as six minutes uninterrupted work done at a time.
What you now have left is your "discretionary time": the time available to deliver your priorities and achieve your goals.
Make it a priority and protect your time!
Effective scheduling

24. Action Activity - Let’s Brainstorm
Remember to….
List actions you can take to help manage your time!
Select three reminders from the list that have the most relevance to you.
Place them on a card to be posted in your workspace.
Reminder Activity “Brainstorming”
In a session, the trainer asks for participants to brainstorm reminders to help them manage their time more effectively while at work. Using the sentence stem, “Remember to…,” the participants come up with the following reminders:
Remember to….
Make a “to-Do list” everyday
Make an appointment with myself
Jot down notes and ideas on index cards
Set priorities based on importance, not urgency
Create a “To Read” file and carry it with me when I travel
Skim books and articles quickly, looking for ideas
Answer most letters and memos right on the item itself
Delegate everything I possible can
Consult my list of lifetime goals once a month and revise as necessary
Save up trivial matters for a three-hour session once a month
Each participant is asked to select three reminders that he or she feels have the most relevance and to place them on a card to be posted in his or her workspace.

25. Summary
Time is finite – there is only so much of it. That is why it is so important for us to manage our time effectively at work.
By effectively managing our time, we can avoid a stressed and less productive workplace and avoid cramming work and family and other personal needs into finite hours.

26. Summary (cont’d)
There are ways in which we all waste time. Some are beyond our control. But many are within our control and these are the ones we need to work on.
To manage your time effectively plan and organize your day and week.
Do our best to manage and control interruptions.

27. Final Message:
Time management is not doing the wrong things quicker. That just gets us nowhere faster. Time management is doing the right things.
The average person today receives more information on a daily basis, than the average person received in a lifetime in 1900.
One hour of planning will save 10 hours of doing.
References:

28. Thank You!
By Human Resources