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Time Management

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northstarontario

How to apply good time management technique to achieve better life-work balance and also ensure project success at the same time.

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Time management Helen Zhao December 2007 http://www.northstarontario.com
Outline • Definition • Resistors and drivers • Techniques for setting priorities • Time management—Techniques • Tools • Tips and Pitfalls • Life-work balance • Recommended Tools • Questions? http://www.northstarontario.com
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”. http://www.northstarontario.com
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. http://www.northstarontario.com
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. http://www.northstarontario.com
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 ,… http://www.northstarontario.com
Techniques for setting priorities • Pareto analysis – 80/20 rule Pareto’s 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. Don’t just work smart; work smart on the right things. http://www.northstarontario.com
Techniques for setting priorities • The Eisenhower Method --used by US President Dwight D. Eisenhower Do immediately Delegated Important Unimportant Urgent Urgent Important Unimportant Not urgent Not urgent X Planned http://www.northstarontario.com
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 http://www.northstarontario.com
Time management --Techniques • 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 http://www.northstarontario.com
Time management --Techniques Three Core! Establish expectations Evaluation results Make improvement http://www.northstarontario.com
Tools • PDA • Organizer • Task tracking software • Time tracking software • Project management software http://www.northstarontario.com
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 http://www.northstarontario.com
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 http://www.northstarontario.com
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 auto- generated 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 http://www.northstarontario.com
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. http://www.northstarontario.com
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 http://www.northstarontario.com

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Time Management

  • 1. Time management Helen Zhao December 2007 http://www.northstarontario.com
  • 2. Outline • Definition • Resistors and drivers • Techniques for setting priorities • Time management—Techniques • Tools • Tips and Pitfalls • Life-work balance • Recommended Tools • Questions? http://www.northstarontario.com
  • 3. 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”. http://www.northstarontario.com
  • 4. 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. http://www.northstarontario.com
  • 5. 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. http://www.northstarontario.com
  • 6. 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 ,… http://www.northstarontario.com
  • 7. Techniques for setting priorities • Pareto analysis – 80/20 rule Pareto’s 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. Don’t just work smart; work smart on the right things. http://www.northstarontario.com
  • 8. Techniques for setting priorities • The Eisenhower Method --used by US President Dwight D. Eisenhower Do immediately Delegated Important Unimportant Urgent Urgent Important Unimportant Not urgent Not urgent X Planned http://www.northstarontario.com
  • 9. 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 http://www.northstarontario.com
  • 10. Time management --Techniques • 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 http://www.northstarontario.com
  • 11. Time management --Techniques Three Core! Establish expectations Evaluation results Make improvement http://www.northstarontario.com
  • 12. Tools • PDA • Organizer • Task tracking software • Time tracking software • Project management software http://www.northstarontario.com
  • 13. 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
  • 14. Pitfalls • Too detail on tasks • List without priority • Open task list • No flexible • No evaluation system http://www.northstarontario.com
  • 15. 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 http://www.northstarontario.com
  • 16. 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 auto- generated 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 http://www.northstarontario.com
  • 17. 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. http://www.northstarontario.com
  • 18. 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 http://www.northstarontario.com