Time Management Principles – Follow Principles for Disciplined Time Management

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Time Management Principles – Follow Principles for Disciplined Time Management

Time Management Principles:

Covey identified 4 waves in time management

  • Notes and Checklists – Recognition of the demands on energy & time
  • Calendars and appointment books – Scheduling with some focus on the future
  • Prioritization – Comparison of the relative worth of activities
  • Self management – Realization that time cannot be managed – it is ourselves that we have to manage!


2. Spent Time Matrix:

Spent Time Matrix
Spent Time Matrix
  • Being in Quadrant 1 brings

– Stress

– Burnout

– Crises management

– Firefighting

–  Focus on the immediate

  • Being in Quadrant 3 brings

– Short term focus

– Crises management

– Low value on goals

– Feeling of victimization / lack of control

– Shallow relationships

  • Cycling between Quadrants 3 & 4 brings:

– Total irresponsibility

– High dependency on others for basics

– Short career path in the organization

  • Being in Quadrant 2 brings

– Vision

– Perspective

– Balance

– Discipline

– Control

  • Being in Quadrant 1 brings

– Stress

– Burnout

– Crises management

– Firefighting

–  Focus on the immediate

Characteristics of a Quadrant 2 Person:

There are six basic criteria to allow a person to function in Quadrant 2:

  • Coherence
  • Balance
  • Focus
  • An ability to get on with people
  • Flexibility
  • Portability

Quadrant 2 Requirements:

The basic requirements to reach Quadrant 2 are:

  • Clear definition of organizational roles and specifically your own role
  • Selection of and focus on SMART goals
  • Development and utilization of schedules
  • The practice of daily adapting in work role

Saying No and Quadrant 2:

To stay within Quadrant 2, there is a requirement that you must say no:

  • In a professional manner
  • When items are associated with Quadrant 3 or Quadrant 4 activities

– Not important not urgent

– Not important but urgent

– Will not deliver competitive advantage

3. Time-Based Management:

Fundamentals:

  • Focus is on time and resources
  • Pre-analysis of performance
  • Analysis of goals and objectives
  • Analysis of goals and objectives

Focus on Time and Resources:

  • For effective management of time there needs to be a reasonable attempt made to look at the time and resources required to complete a task:

focus-timeresources

  • The quality of the outcome is directly influenced by the resources and time constraints involved

Pre-Analysis Of Performance:

  • The ability to learn from past experience allows time management to improve performance
  • The discipline of reviewing past performance allows the organization to:

–Debug projects before initiation and subsequent waste of                         resources

–Define critical points in processes which need to have particular           attention paid to them

-Improve the overall utilization of resources  by capturing and                  implementing best practice

Analysis of Goals & Objectives:

By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity:

  • S —   specific and well defined objectives
  • M — measurable outputs and inputs
  • A — achievable in terms of resources available and expectation
  • R — relevant to the overall business strategy
  • T — time bound with an operational schedule

Systemization of Processes:

The ability to design and implement processes that allow consistency of

  • Input
  • Output
  • Training and skill transfer

Consistency in following time management principles allows for time to be gauged accurately for activities which assists in the scheduling aspect of capacity planning in the organization.

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