Read the following statements describing specific time management competences, and answer as best you can, on the basis of how you think you rate as a manager of time.
Tick or cross each statement – tick = true of you, cross = not.
Tick/cross
1. I can concentrate on getting one thing done at a time, and avoid ‘task-hopping’.
2. I know my most and least productive times of the day, scheduling work accordingly.
3. I respect others’ time, meaning I am just a little more likely to get this back from them.
4. I am prepared to be firm with people when I need, in order to protect my time.
5. I put effort into getting and staying and looking organised so I can focus on tasks..
6. I set specific deadlines for everything, and I take these seriously..
7. I clear my work space of everything other than that on which I am working at that time.
8. I am realistic about what I can get done, allowing myself the time I need for tasks.
9. I take breaks, without guilt, when I need them.
10. I prioritise effectively, being clear about which tasks need to be done ahead of others.
11. I delegate without hesitation, freeing up time, and ensuring I do only what I should.
12. I recognise when I am wasting time, or not using time well, and correct this.
13. I don’t overload myself by setting myself more to do than is realistic.
14. I reflect often enough on my use of time to make improvements to this.
15. I deliberately observe and learn from others’ management of time to improve my own.
16. I make sure I allow more time than is given to tasks than I feel they really should need.
17. I avoid absolute perfectionism whenever this leads to more time on a task than it needs.
18. I have developed a reputation for managing time positively.
19. I find do not find it hard to say ‘no’ to anyone when I need, in order to protect my time.
20. I am familiar with the technology I have to hand, making the most of this to save time.
21. I am not a hoarder of paperwork or anything else that clutters my workspace.
22. I don’t let drop in visitors, or distracting phone calls interfere with my focus on tasks.
23. I have put real thought into the layout of my workspace to help get me organised.
24. I know what an hour of my time is worth – within the nearest pound, including overheads.
Tick/cross
25. I don’t get overawed by the size or complexity of tasks – I know they all break-down.
26. I am very clear about where my time goes – and how much is spent on specific tasks.
27. I do not attend meetings that I feel are not a good use of my time.
28. I don’t confuse activity with productivity, I know achievement counts more than what I do.
29. I am keen to learn more about managing time, and how to improve the way I do this.
30. I leave time within my busy day for the things that come up unexpectedly.
31. I do not put off tasks I find unpleasant, or know I will find difficult in favour of easier stuff.
32. I feel that time spent reflecting and planning is not dead or unproductive time.
33. I am always on time for appointments.
34. I can scan read complex documents to save time.
35. I make and return phone calls in batches, never one at a time.
36. I never allow anyone, whoever they are, to dump work on me they should do themselves.
37. I regularly review the way I spend time, looking for, and finding ways to improve.
38. I am assertive, meaning I can skilfully stand up for my rights without upsetting people.
39. I can generally distinguish the urgent tasks from the important.
40. I can find time and space away from distraction for when I really need to focus.
41. I am able to consciously control my body language so as not to prolong conversations.
42. I give myself sufficient credit when I manage time well – it’s not all beating myself up!
43. I maintain a positive balance of work and home time – I don’t to too much work at home.
44. I am prepared to seek advice on how better to manage time from those who do this well.
45. I am clear about my objectives, both long term and tactical, and focus on these.
46. I feel generally in control of my time.
47. I finish one task before I start the next.
48. I am finding it harder and harder to my manage time.
49. I have competent, supportive immediate colleagues, who take some time pressure off me.
50. I really can find more time if I put my mind to it.
Category : Articles
Systematic Trainer
• Concerned with detail, structure, administration
• Tends to write more than talk – handouts, readings, etc.
• Interested in procedures and conforming to training manual
• Values intellect – but not necessarily in trainees
• Avoids “one-off” experimental designs and methods
• Prefers routine – tried and tested
• Conservative
• Logical and rational
• Does not see relationships as being important for effective training
• Sees people as parts of work system rather than individuals
• Avoids emotion or dependence
• Likes documentation and measurement of training and administration
• Works with a lot of paper systems – appraisal, evaluation, requisition, objectives, etc. – Likes to see all training and personnel functions systematized.
Directive Trainer
• Demonstrates own expertise in subject area concerned
• “Tells” and “Sells” rather than “Consults” or “Joins”
• Prefers to “do it now”
• Concerned with results
• Judges people on what they produce
• Initiates and directs
• Structures situations in which he/she has power over others
• Uses rewards and punishment in training situations
• Suppresses conflict by dominance
• Argues for his/her own point of view
• Uses own skills, influence and power to get things accomplished
• Emphasis on control of others’ activities
• Assumes responsibility for learning – “teaching”
Facilitative Trainer
• Accepts people as he/she finds them
• Enjoys long conversations as a way of getting to know people better
• Not too concerned with time use
• Identifies with trainees
• Sees understanding of others as a prime training requisite
• Judges people by the amount of warmth they exude
• In discussions he/she supports others and tries to create a sense of harmony
• Is often involved with counselling
• Good listener
• As a punishment he/she turns off his interest in a person
• Tends to discount value of organization, system and technology
• Avoids conflict if at all possible
Interactive Trainer
• Likes to become a part of the group; “Joins” rather than “Tells”
• Takes an active part in training process, along with trainees
• Emphasis teamwork
• Judges others on their willingness to join the team
• Interested in commitment and motivation of trainees
• Dislikes routine and procedure
• Handles conflict openly
• Attempts to achieve common ground for group
• Sometimes compromises
• Undervalues the need for independent action
• Emphasis involvement
• Provides major inputs to the trainee group
Many of us claim our days are never wasted. "I’m very organised" we say
"I know where I am going and what I’m going to do". If you truly feel
that way then you are in the minority. Most people become frustrated
with a day that is unproductive. We would all like to get more done in
a day.
The idea of time management has been in existence for more than 100
years. Unfortunately the term "Time management" creates a false
impression of what a person is able to do. Time can’t be managed, time
is uncontrollable we can only manage ourselves and our use of time.
Time management is actually self management. Its interesting that the
skills we need to manage others are the same skills we need to manage
ourselves: the ability to plan, delegate, organise, direct and control
There are common time wasters which need to be identified.
In order for a time management process to work it is important to know
what aspects of our personal management need to be improved. Below you
will find some of the most frequent reasons for reducing effectiveness
in the workplace. Tick the ones which are causing to be the major
obstacles to your own time management. These we refer to as your "Time
Stealers".
Identifying your time stealers
* Interruptions – telephone
* Crisis management (fire fighting)
* Interruptions – personal visitors
* Unclear communication
* Meetings
* Inadequate technical knowledge
* Tasks you should have delegated
* Unclear objectives and priorities
* Procrastination and indecision
* Lack of planning
* Acting with incomplete information
* Stress and fatigue
* Dealing with team members
* Inability to say "No"
* Desk management and personal dis-organisation
Fortunately there are strategies you can use to manage your time, be
more in control and reduce stress, but you can analyse your time and
see how you may be both the cause and the solution to your time challenges.
Below, we examine time management issues in more detail
1. Shifting priorities and crisis management. Management guru Peter
Drucker says that "crisis management is actually the form of management
preferred by most managers" The irony is that actions taken prior to
the crisis could have prevented the fire in the first place.
2. The telephone. Have you ever had one of those days when you thought
your true calling was in Telemarketing. The telephone-our greatest
communication tool can be our biggest enemy to effectiveness if you
don’t know how to control its hold over you.
3. Lack of priorities/objectives. This probably is the biggest/ most
important time waster. It affects all we do both professionally and
personally. Those who accomplish the most in a day know exactly what
they want to accomplish. Unfortunately too many of us think that goals
and objectives are yearly things and not daily considerations. This,
results in too much time spent on the minor things and not on the
things which are important to our work/lives
4. Attempting too much. Many people today feel that they have to
accomplish everything yesterday and don’t give themselves enough time
to do things properly. This leads only to half finished projects and no
feeling of achievement.
5. Drop in visitors. The five deadliest words that rob your time are
"Have you got a minute". Everyone’s the culprit-colleagues., the boss,
your peers. Knowing how to deal with interruptions is one of the best
skills you can learn.
6. Ineffective delegation. Good delegation is considered a key skill in
both managers and leaders. The best managers have an ability to
delegate work to staff and ensure it is done correctly. This is probably the
best way of building a teams moral and reducing your workload at the same
time. The general rule is -this; if one of your staff can do it 80% as
well as you can, then delegate it.
7. The cluttered desk. When you have finished reading this article look
at your desk. If you can see less than 80% of it then you are probably
suffering from ‘desk stress’. The most effective people work from clear
desks.
8.Procrastination. The biggest thief of time; not decision making but
decision avoidance. By reducing the amount of procrastinating you do
you can substantially increase the amount of active time available to you.
9. The inability to say "no!". The general rule is; if people can dump
their work or problems on to your shoulders they will do it . Some of
the most stressed people around lack the skill to ‘just say no’ for
fear of upsetting people.
10. Meetings. Studies have shown that the average manager spends about
17 hours a week in meetings and about 6 hours in the planning time and
untold hours in the follow up. I recently spoke to an executive who has
had in the last 3 months 250 meetings It is widely acknowledged that
about as much of a third of the time spent in meetings is wasted due to
poor meeting management and lack of planning If you remember your goal
is to increase your self management, these are the best ways to achieve
this;
There are many ways we can manage our time. We have listed some
strategies you can use to manage your time.
1. Always define your objectives as clearly as possible. Do you find
You are not doing what you want because your goals have not been set. One
of the factors which mark out successful people is their ability to work
out what they want to achieve and have written goals which they can
review them constantly. Your long term goals should impact on your
daily activities and be included on your "to do" list. Without a goal or
objective people tend to just drift personally and professionally
2. Analyse your use of time. Are you spending enough time on the
projects which although may not be urgent now are the things you need
to do to develop yourself or your career. If you are constantly asking
yourself "What is the most important use of my time, right now?" it
will help you to focus on ‘important tasks’ and stop reacting to tasks which
seem urgent (or pleasant to do) but carry no importance towards your
goals.
3. Have a plan. How can you achieve your goals without a plan. Most
people know what they want but have no plan to achieve it except by
sheer hard work. Your yearly plan should be reviewed daily and reset as
your achievements are met. Successful people make lists constantly. It
enables them to stay on top of priorities and enable them to remain
flexible to changing priorities. This should be done for both personal
and business goals.
4. Action plan analysis: Problems will always occur, the value of a
Good plan is to identify them early and seek out solutions. Good time
management enables you to measure the progress towards your goals
because "What you can measure, you can control". Always try to be
proactive.
Time management (or self management) is not a hard subject to
understand, but unless you are committed to build time management
techniques into your daily routine you’ll only achieve partial (or no)
results and then make comments such as "I tried time management once
and it doesn’t work for me". The lesson to learn is that the more time we
spend planning our time and activities the more time we will have for
those activities. By setting goals and eliminating time wasters and
doing this everyday you may find you will have extra time in the week
to spend on those people and activities most important to you.
© Collected
In the world of Time Management there are things said to us that we accept as truth and we act accordingly. The problem is sometimes they
are not truths. They are lies and as we believe them, they waste our time.
Those who speak these lies to us are not bad people at all because you and I are among them. We all speak these untruths to one another from
time to time. So let’s not wish harm and doom to the liars. Let’s avoid the time traps their lying may cause us.
Here are the eleven biggest lies to shield yourself from.
1. "This will just take a minute." Has anyone grabbed you with that
line? Does it ever "just take a minute"? Rarely. What typically "just
takes a minute", generally consumes several minutes and more.
Next time, when someone asks for your time and assures you," This
will just take a minute", tell them, "You’re lying. You may not realize
you’re lying, but you are. I’ll give you five minutes. You may begin
now."
2. "I need this as soon as possible." No you don’t. That’s a lie too.
You need it by a certain date and time because you are going to do
something with what I provide for you. And if you’re not going to do
anything with what I provide for you, why am I doing it for you in the first
place?
Don’t lie to me. Tell me when I have to get it to you. Be specific.
You and I probably have two difference dates in mind when we think in
terms of "as soon as possible".
3. "I want this now." I doubt it. In this 24/7/365 world, everyone is
under a sense of artificial pressure to get it done "now" or worse,"
yesterday".
Things are generally not that urgent. Don’t get caught up in someone
else’s urgent trivialities.
Call the liar to task. "I’m not sure I can get that done now. What if
I got it to you one week from today?" Use an outside deadline to give
yourself ample time to prevent getting into crisis management.
Oh, and if they reject that alternative, try three better dates for
you. Why? Because they may keep lying to you.
4. "It’s not about the money." When it’s not about the money, it’s
about the money.
5. "This is the best (investment, business opportunity, book, movie,
restaurant, boss, job, etc.) you’ll ever find." Not true. There’s
always something better. The best is yet to come.
6. "I can get this done in an hour." It’s a fib. Ever notice how it
almost always takes twice as long to get something done as what you
thought it would? That’s because few of us have a very accurate internal
clock to estimate the time required to complete most tasks.
7. "He’s a’ late’ person." Most people who are "late" have a
consistency about their behavior. My friend Dwayne is 20 minutes late all the
time. If we need to meet for lunch tomorrow, it will take him 24 hours
and twenty minutes to get there.
Dwayne is not "late". He’s "On-time; 20 minutes later".
8."No Cost." You don’t get "nothing for nothing". Everything has a
cost. It may not cost you your money but more often it will be your time
and more of it than what you are getting in return for "no cost".
9. "I’ll prove you’re wrong if it’s the last thing I do." And it may
well be. No one wants to be proven wrong. Everyone likes to be caught
doing things "right". Most, however, don’t mind being shown how to do
things better.
10. "By the time I show him how to do it I could just as quickly have
done it myself." If it’s a one-time proposition this may be true. It
doesn’t make a lot of sense to spend an hour to show someone how to do a
task that takes only 10 minutes.
But if it’s a repetitive task, it’s a lie. If that one hour
investment will save you 10 minutes every day, then in about a week you have
your investment back and now you have a dividend of 10 extra minutes a
day. What if you do that six different times? You get an extra hour in
your day and 365 hours over the next year.
11. "This is going to be really hard." Not true. Going through
whatever you have to go through is almost never as difficult as you imagined
it to be.
Mr. Smith, my high school principal, taught me that 95% of what we
fear coming at us will never hit us. It will ditch itself before it ever
reaches us. And as to the remaining 5%, God has given us the tools to
deal with it.
