material time time management training material

Objectives

It provides some perspectives on time and several practical exercises to:

Work Sheet 1

Your Expectations and Feelings about Time Management

2. Now write down 2 things that you do not like about the way that you manage your own time.

3. What do you want to achieve from this time management training ?

61656; those that start in your environment

There are lots of practices out there that we can call Time Wasters. These are ways that we spend time not doing what we want to do or have planned to do (even if we did not really want to do them, but the boss says we have to.)

Some of these time wasters start out there in the environment at work. They can be unplanned visitors, people who do not show up on time, meetings that just go on and on and do not end up with the expected results. And then maybe you are asked to do too much or to do something you really do not know how to do. These types of requests are time wasters not just for you, but for your entire work team.

61656; Constant

61656; never enough

Time is constant. There are 60 seconds in every minute, 60 minutes in every hour, 24 hours in each day. There are usually only 5 working days in every sane work week. Sometimes there are 4, and sometimes even 6 or 7. But there are never, never 8 (despite the old Beatles tune!)

You have all the time that there is Never any more, but Never any less!

We need some good tools to help us make good decisions,

Work Sheet 2

Time Wasters

Let's have a close look at our own time wasters.

1.

1.

Work Sheet 3

Solutions to Time Wasters

Time Analysis

If you feel that you are having trouble managing your time, then let's have a close look at how you spend your work time.

First, we need an accurate picture of the way you spend your time. On an actual work day, keep track of what you do and for how long. Lawyers who bill their clients for the actual amount of time they spend, keep track of how they spend every 6 minute segment (one tenth of an hour) and bill the appropriate client for each 0.1 hour. We won't be as fussy as lawyers, so we will just keep track of every 30 minutes. But if you tend to change what you are doing more often, then chose a smaller time period.

Make up a chart, along the side with the most common types of jobs that you do most days, like:

Activity 7.00 7.15 7.30 7.45 8.00 8.15 8.30 8.45

.

Along the top break the day up into 15 minute segments. Mark down which of those activities you worked on during the period. If events are very short, like an interruption, just note the number which occurred in that period.

It is best to complete this chart for several separate days, even for an entire week. This is so you can get a pretty good idea of the range of days that you can have the good days and the bad days as well. Wait until you have finished charting all the days in your sample before you complete the analysis below.

After you have completed the charts for a number of days, then quickly add up the time spent on each of your listed activities.

Use quarterly targets or milestones

Decisions need to be made by the team if there is too much to do and not enough weeks and days to do it. These decisions also help team co ordination and commitment.

Work plans are the key to good time management.

An effective work plan can be an annual plan that sets out targets, or milestones, that should be achieved. If the work planning has been done well, it was probably developed as a team exercise, with all members contributing to it and agreeing what the important milestones are, and that they could be achieved during this year. A good work plan also usually states who is responsible for achieving that milestone, and who is also involved in it. So the work plan represents the agreements of your own work teams.

Milestones should be listed as targets for each quarter of the year. This way, you start with the really important targets, rather than those which are ongoing and never seem to actually become a milestone, a major eventl (work sheet 5).

Milestones only happen after a lot of hard work over months. If you want to hold a first ever workshop among adat groups from all over the country, you will have many separate tasks. Some of these will need to be done before others, like you have to book a venue before you can send out invitations, otherwise you do not know where or when to invite your participants to come. These tasks are often done by different people, and they need to work together, to be co ordinated. One way of ensuring this co ordination is to do quarterly work plans a detailed week by week time table that shows who has to do what on your team, and when.

The quarterly timetable can be presented as a table with columns for activities, key players, and each of the 13 weeks in a 3 month quarter. Each row is an activity that has to be done if the quarterly target is to be completed. As much detail as can be planned should be included. All routine or administrative activities such as Team Meetings should also be included, especially if these involve more than one person. And do not forget to include holidays and leave for team members, as this is time that they cannot devote to work! (work sheet 6)

The time table should be done by the team who actually must do the work. The team should work through the list of activities, estimating the number of days needed to complete it, and decide which week it should happen, if it is an event such as a meeting, or when it should be completed, like a draft training manual. As the team works through the activities, they often discover that they have over committed themselves they are trying to achieve too much, have too many events scheduled for the quarter. They run out of weeks and days in a week needed to complete the activities.

REMEMBER!! use SMART objectives have priorities plan time limits make decisions

Pull out your own activities from the team timetable, and

If this happens, then the team must decide which

When making these time tables, remember the following:

- have clear objectives which are SMART

- have a sense of priorities, what are the most important milestones and activities to achieve

- limit the time spent on any task in your plans, based on team's judgement and previous experience. Have start dates as well as end dates!

- make decisions about how much time and what will be done; do not try to do everything when it is clear that it cannot all be done.

Once the team has an agreed quarterly time table, you can now use this to draw up your own time table. Pull out all those activities that you are involved in, especially those you have the lead for. If you find that your timetable looks

Now comes the next challenge probably the most difficult for each inpidual. Transforming the quarterly time table into a weekly and even daily work sheet. If we use the quarterly time table, then each week has some clear targets whatever it is that needs to be finished this week. They can be broken down into activities and inpidual tasks, with an estimate of time needed to complete it, or even more importantly, the amount of time we are willing to give it. This is especially important for those type of tasks that are very fluid, taking up all the time we are prepared to give it. Writing reports are very common fluid tasks! ! It also helps to give your tasks priorities. A simple, two dimension system:

Annual Work Plan with Quarterly Milestones

8226; Start with Project Map

For example, "facilitate partners in use of IDF"

Actual result indicators can be readily used as milestones.

Also, include who is responsible, and who is involved in reaching the milestone.

A simple format that can be used:

Results and

Work Sheet 6

Quarterly Timeline

Start with the targeted milestones from the annual work plan. Break these into all the component activities be as detailed as you can at this stage. Certainly, break it down into tasks which have to be done by different people. Use the 13 week timeline there are 13 weeks in every 3 months!! Whew! an extra week!

Targets Who 1 2 3 4 5 6 7 8 9 10 11 12 13

To summarize

8226; List and prioritize weekly objectives .

Weekly Planning Work Sheet

8226; Start with the Team's quarterly timeline.

A "urgent & essential"; others depend upon you to do this, this is a critical step that prevents other things from happening. Include those activities that now have a deadline that must be met this week. Often these will include last week's B & C priorities. Spend most of your attention here!

Performance Contract

List two things that you promise yourself and the Team that you will now do differently, so that you can manage your time better.

1.

Effective Time

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