Time Management: December 2007

Time management
December 2007
http://www.northstarontario.com
Outline
Definition
Resistors and drivers Techniques for setting priorities Time managementTechniques Tools Tips and Pitfalls Life-work balance Recommended Tools Questions?
Definition
Definition Management of time on order to make the most out of it. What we really manage is our own activity to make sure that they are accomplished within the available or allocated time. So the core term is tasks.
Resistors to change time management approach

Fear of change Uncertainty Not sure when and how to start Time pressure Changing may involve more work at the start, thus in the very short term, make things worse Lack of will People need to overcome above resistors in order to apply a new time management approach to gain the benefits for a long term.
Drivers for time management

Increased effectiveness
Performance improvement Personal development Increased responsibilities Become necessary as a result of a promotion or additional responsibilities. Since there is more work to do, and still the same amount of time available, the approach must change.
Techniques for setting priorities

ABC analysis Categorization tasks into groups (A,B,C, or D) A: critical and immediate B: important, but slightly less time-sensitive C: not time-sensitive-yet D: optional but nice to do For multiple tasks in same group, use number to indicate their priorities like A1, A2 ,

Pareto analysis 80/20 rule Paretos Principle, the 80/20 Rule, should serve as a daily reminder to focus 80 percent of your time and energy on the 20 percent of the tasks that are really important and represent 80% of your value. Dont just work smart; work smart on the right things.

The Eisenhower Method --used by US President Dwight D. Eisenhower Do immediately Important Urgent Important Not urgent Planned Delegated Unimportant Urgent Unimportant Not urgent
Time management --Techniques

Create a task List Prioritize the tasks Use one or more of the discussed method Estimate the task durations Plan your schedule Be realistic and always set some time aside for enjoy and unexpected problems or opportunities Work the schedule

Evaluate the result 1. At the end of report period (day, week), assess results against schedule 2. Grade the performance as A to F where A for complete successfully, F for did not do the task, and others for B, C, and D Decide the changes need to make 1. Analyze the reasons for grade lower than A 2. Decide the change in order to get your expected results Revisit the task list, reset priority, and repeat the above procedures

Three Core! Establish expectations Evaluation results Make improvement
Tools
PDA Organizer Task tracking software Time tracking software Project management software
Tips
Set goals (attainable, measurable, written, accountable, and with deadlines) Do them on time Be reasonable and realistic Delegate effectively Just say no (with and honest) Anticipate unexpected and make the plan to handle it Keep track of things Use tools http://www.northstarontario.com
Pitfalls
Too detail on tasks List without priority Open task list No flexible No evaluation system
Life-work balance
Better time management will yield a better life-work balance. 1. Reduce stress as we balance the demands and what we could provide by scheduling tasks 2. Reduce frustration make the correct expectation 3. Be more confident 4. Feel better 5. Gain more time for personal enjoyment Achieve better life-work balance
Recommended Tools
eAssistant from NorthStar Technologies (SaaS) Link: http://www.northstarontario.com
A centralized web based time management tool for all people within a company or group It streamlines and automates the routine tasks in management of on-going operation, projects, and employees The managerial personnel could view, save, or print the autogenerated reports about operational tasks, projects, and assignments. The people could see their new assignments instantly, track the progress and evaluate the results on their tasks. Managerial personnel updates the assignments based on the analysis on the evaluation results
Recommended Tools
Advantages:
VS. Outlook: It could be used for a group of people. The groups members tasks and their results are visible to the managers VS. MS project It is web based and are used for all employees, while the MS project license is client-based. It eliminates the manual process in communications. The up-to-date information is visible to all stakeholders. VS. other web based time management tools The routine tasks and the process from information collection to distribution is automated and thus save the time for its users.
Recommended Tools
The eAssistant Demo Available Request an on-site demo (only for GTA area) or an online demo at http://www.northstarontario.com/demo

Time Management: December 2007

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Time management

Resistors to change time management approach

Drivers for time management

Techniques for setting priorities

Techniques for setting priorities

Techniques for setting priorities

Time management --Techniques

Time management --Techniques

Time management --Techniques

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