time management

Time Management Prepared by: Ledesma, Jazie Anne D. Martin, Miriam R. Masicampo, Renee Rose I. PSY41 : 

Time Management Prepared by: Ledesma , Jazie Anne D. Martin, Miriam R. Masicampo , Renee Rose I. PSY41

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CASE Georgia, an HR Manager in Adelle Company for five years, desires to be a more competent employee. To enhance her skills and abilities, and to be more knowledgeable, she decided to go to a graduate school to take her Ph.D Degree while working. As soon as she started in graduate school, other members of the company noticed that Georgia’s performance at work changed and she started having an inefficient work flow. She is often seen having difficulty in concentrating and worried with things. She tends to forget tasks that needed to be done. She also doesn’t have enough time to accommodate the needs of her employees. Aside from that, some of her subordinates have also noticed that her office became messy. The papers she needs to sign are piled up on her desk. It appears that her work quality suffered because of the school requirements she has to finish. Simply put, Georgia has poor time management skills and she is not even aware that her time is wasted .

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OBJECTIVES Organization Needs Analysis To help reduce organizational stress. To help increase effective communication throughout the organization. Job Needs Analysis To evaluate the performance that needs to achieve. To critique the relationship with internal & external people. Person Needs Analysis To help minimize the wasted time of employees and the distractions encountered in the workplace To develop employees’ capability to plan & prioritize work.

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ANALYZING TIME If you want to use your time efficiently to accomplish all that you need to do at work and at home, you need to be aware of the current habits and attitudes that shape your use of time. Changing attitudes Using time wisely

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ANALYZING USE OF TIME Assessing your day Costing your time Cost per hour Cost per minute Keeping a time log Breaking down tasks

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60% 60% 1 5% 25% 25% 1 5%

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MAKING PHONE CALLS Choosing when to call Keeping on track Using a voice mail system TAKING PHONE CALLS Dealing with “cold callers ” Recording messages

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HOLDING MEETINGS Meeting one to one Timing small meetings Keeping to schedule

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MAKING INSTANT CHANGES Breaking subjects down Labeling clearly Clearing your office Organizing paperwork Organizing work space Handle, file, or delegate Note action you need to take Throw away everything else

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Filing cabinets Chair Door Empty, unused space Meeting table

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AVOIDING INTERRUPTIONS Discouraging interruptions Organizing your office ASSESSING WORK PATTERNS Timing tasks Taking breaks from concentrated works

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USING TIME PLANNERS Choosing a system Standard diary Personal organizer Electronic planner Use colored pens to denote tasks of varying importance.

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Standard diary Electronic planner Personal organizer

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WORKING WITH OTHERS Assessing work roles Reviewing your assumptions Analyzing motivation Handling meetings Think before you interrupt anyone. Their time is as valuable as yours.

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FILTERING INFORMATION Gaining information Processing information Circulating material Dealing with reference Keeping up to date

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WORKING OUT PRIORITIES Analyzing your work and tasks Prioritizing and delegating your work Planning your day ANALYZING YOUR GOALS Setting goals Planning career goals

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CHARTING YOUR WORK LIFE Start first job or apprenticeship Work in finance or accounts department Join the company’s biggest customer Working in sales and marketing Gain work and experience abroad Set up and run own business Take evening classes Meet students in other lines of work Take a management course Apply for promotion Start a family Broaden horizons Take a maternity or paternity leave Cultivate useful contacts

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TRAVELLING FOR WORK Assessing need Packing efficiently Managing your travel time MANAGING YOUR MANAGER Building a relationship Communicating efficiently

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REFERENCE Hindle , Tim (1998). Manage Your Time. Dorling Kindersley