CHAPTER 2
TIME MANAGEMENT
AND EFFECTIVE
TELEPHONE
COMMUNICATION
TIME MANAGEMENT
▪ planning your activities to gain better control over
how time is spent.
▪ Analyzing how you spend your time will increase
productivity and effectiveness in managing work.
▪ Work hours are not always productive. You might not
even realize that you are wasting time.
COMMON TIME WASTERS
The following are common time waster:
Unnecessary
Frequent Excessive
Telephone
Interruptions Socializing
Conversations
Ineffective
Disorganization
Communication
COMMON TIME WASTERS
Unnecessary Telephone
Frequent Interruptions
Conversations
• Telephone can be either a time-saver • An interruption is a person, sound, or
or a time-waster. event that stops you from completing
• For example, an office worker takes 10 work.
minutes to verify price information by • Unplanned visits or phone calls,
telephone and at the same takes questions from coworkers and delays
another five minutes to discuss the in receiving work.
latest episode of a favourite movie. A • Question from customers or coworkers
conversation that began productively related to work are not time-wasters.
ends by wasting time.
COMMON TIME WASTERS
Excessive Socializing Ineffective Communication
• Too much socializing may contribute • If the information given or received
to misuse of company time. by you is inaccurate or incomplete,
• Some workers may socialize lost time and money can be the
excessively. result of the poor communication.
• Avoid engaging in long conversations • Be certain the information you give
with them. others is specific and accurate.
• Ask for feedback to make sure the
message is clear and complete.
5
COMMON TIME WASTERS
Disorganization
• Searching for the paper you just
had in your hands, forgetting
important deadlines, and shifting
unnecessarily from one project
to another are signs of
disorganized person.
• Take time to organize work area.
• Avoid jumping from one project
to another before finishing the
first one.
TIME ANALYSIS PROCEDURES
Time is a valuable resource
that should be used wisely;
it cannot be replaced.
Identify the common time
wasters and the next step is
to analyze how you spend
your time on the job.
Time analysis helps you to
determine how effectively
your time is used.
TIME ANALYSIS PROCEDURES
Time-use log
TIME ANALYSIS PROCEDURES
Keep a Time Log
Start by keeping a written record of what you do and how much time
is used to complete the activity.
Records all activities in a time-use log and keep it for a day, for
several days, or even a week. For example, record telephone calls,
meetings, discussions etc.
Analyze How You Spend Your Time
By studying the time-use log, you are able to identify how time has
been used and you are able to spot problem areas quickly.
When you review the log, you need to follow the points.
During what time of the day was I most productive? Least productive?
How did I lose my time?
Does a pattern emerge that might show the times when most
interruptions occur?
Do I think I have used my time wisely?
TIME ANALYSIS PROCEDURES
Develop a Plan of Action
o Determine how well the tasks you complete
contribute to meet your work goals.
- Activity listed in time-use log – help to complete
your work or develop a different approach to
your work that will increase use of time.
MANAGE YOUR WORK
➢ Calendars and time-management systems – help you
identify busy and slow work periods.
➢ You may know more productive use of time and for a
more even workload.
➢ To accommodate a peak period – determine what jobs
could be completed in advance and catch up on those
tasks that do not have deadlines.
MANAGE YOUR WORK
Plan Your Work Activities
Planning your activities may help you to remember all tasks to be
completed.
Prepare a task list and follow the listing according to its importance.
The list should guide you through your daily activities and tasks not
completed can be carried over the next day’s list.
PIM program (Personal information management) is software for managing
appointments, contacts, and tasks that allow employees to manage
appointments, schedule tasks and other functions.
MANAGE YOUR WORK
Set Priorities
▪ Identify tasks for the day and rank them on your task
list. Complete the most important ones first.
▪ The following questions may help you to determine
the priority of a task:
I. How much time will the task require?
ii. By what date (time) should the task be
completed?
iii. Are others involved in completing the task?
iv. What will happen if this task is not completed on
time?
v. Do I have all the information to complete the
task?
COMPLETING LARGE PROJECTS
Suggestion for handling a large project
Record your
procedures and
Determine Establish note
Break the the steps deadlines Look for suggestions to
large to be for each ways to follow in the
project into taken in smaller improve future for
smaller each of task and your improvements
tasks. the smaller meet those procedures. (for project
tasks. deadlines. that will be
repeated
periodically).
Project management programs are available to help
users schedule and manage large projects.
SIMPLIFY YOUR WORK
Work simplification is the process of improving the
procedures for getting work done.
- Involves simplifying some steps and eliminating others.
• Goal is – to use the most efficient procedure in
completing a task.
• Be aware of steps taken in completing a task.
• Eliminate any unnecessary steps.
• Consider alternative methods for completing the task.
• Find ways to improve your productivity.
SIMPLIFY YOUR WORK
Analyze the Workflow
Consider the information and work assignments you
received to help you analyze the workflow:
- Does the flow of work to my desk make good use of my time
and effort?
- Does the flow of work provide the right information to
customers or others outside the company in a timely fashion?
- Are the materials and equipment needed to complete my
work readily at hand?
- Am I using the features of my office equipment and software
to their fullest extent?
SIMPLIFY YOUR WORK
Suggestions to do Workflow Analysis
Group and complete similar tasks together.
For example, if you need photocopies of the letters you are preparing,
make them all at once rather than making several trips to the copier.
Combine tasks for increased efficiency.
For example, when you plan to leave a request at the records center
for a series of files you need to complete a report, stop by on your
way to lunch if records center is near to your company.
Determine the best way to organize equipment and supplies to
complete a task.
For example, change the placement of the equipment to provide a
smoother flow of work to retrieve pages from a printer.
Ask the help of others when you have an important deadline to meet
and the workload is overwhelming. 17
Be sure to help other workers when the roles are reversed.
SIMPLIFY YOUR WORK
Handle Information Overload
Provide and receive information in a timely manner.
Handle each message, file, or paper just once.
Take any needed action immediately if that is
appropriate.
Add the task to your tasks list for completion at the
proper time.
Make decision on how to handle every message, piece of paper
18 or file the
first time you view it.
End of Chapter 2
(Part 1)
