Engineering 23321Supervision

Managing Your Time

MANAGING YOUR TIME

KEY TO PERSONAL PRODUCTIVITY

TYPICAL TIME WASTERS

  • TELEPHONE INTERRUPTIONS.
  • VISITORS DROPPING IN UNPLANNED.
  • MEETINGS
  • LACK OF OBJECTIVES, PRIORITIES OR DEADLINES.
  • CLUTTERED DESKS AND PERSONAL DISORGANIZATION.
  • TRYING TO DO TOO MUCH AT ONCE AND\OR UNDERESTIMATING THE TIME TO DO THINGS.
  • POOR INFO FROM OTHERS; INACCURATE, LATE, INADEQUATE.
  • PROCRASTINATION
  • CAN’T SAY “NO”
  • FATIGUE

UNDERSTANDING YOUR JOB

  • COMMUNICATION: YOU <-> SUPERVISOR

ANALYZE YOUR TIME:

  • TAKE AN INVENTORY OR LOG OF ACTIVITIES.
  • CATEGORIES: TELEPHONE, PAPERWORK, PLANNING, BOSS, SUBORDINATE, SUPPLIERS.
  • ENTER IMMEDIATELY

PLANNING YOUR TIME: 2 MAJOR MUSTS

  • DO LIST: EVERY DAY RE-WRITE, PRIORITIZE (MAYBE 3 LEVELS)
  • MONTHLY PLANNER: KEEP MEETINGS, MEET DEADLINES

OPTIMIZE YOUR ROUTINE

  • MOST PRODUCTIVE TIME OF DAY
  • QUIET TIME
  • EMAIL
  • CLOSE YOUR DOOR

ESTABLISH GOOD WORK HABITS

  • PAPERWORK: NOW, LATER, DISCARD.
  • LETTERS AND MEMOS: RESPOND IN HANDWRITING OK (FOR SHORT ANSWERS), EMAIL, DELEGATE RESPONSE.
  • REPORT WRITING: CLEAR, SIMPLE.
  • FILING: IS IT USEFUL? ALPHABETICAL, PROJECT #, CROSS REFERENCED.
  • READING MATERIAL: READING SKILLS, SCAN TABLE OF CONTENTS.
  • MEETINGS: NECESSARY?, AGENDA, MINUTES.
  • TELEPHONE: WASTER AND TIME SAVER.
  • VISITORS: SET TIME LIMIT.
  • PROCRASTINATION: FEAR, COMPLEX, UNPLEASANT.
  • DELEGATING: LET SUBORDINATE(S) DO HIS/HER (THEIR) JOB.

TIPS FOR HANDLING VISITOR INTERRUPTIONS

  • SET TIME LIMITS
  • SET AGENDA EARLY IN CONVERSATION
  • MEET VISITOR OUTSIDE YOUR DOOR
  • TALK WHILE STANDING
  • IF THE VISITOR IS SEATED, GET UP TO SIGNAL THE END OF THE CONVERSATION
  • HAVE SOMEONE SCREEN VISITORS WHERE FEASIBLE
  • USE THE ENTRANCE FOYER OR CONFERENCE ROOM INSTEAD OF YOUR OFFICE

THINKING TIME:

  • HELPS SOLVE PROBLEMS
  • QUIET TIME, OUT OF NORMAL ENVIRONMENT

Time Management Assignment:

ASSIGNMENT # 2: 3%DUE: Mon/Tues. Jan 26,27 2015

@7:00 p.m.

A) INVENTORY OF ACTIVITY:

1) PREPARE A LOG OF YOUR ACTIVITIES FOR 5 DAYS IN THE FOLLOWING MAJOR CATEGORIES:

  • STUDY TIME
  • CLASS TIME
  • RECREATION AND RELAXATION TIME
  • SLEEP TIME
  • OTHER (MISC, ETC.)

2) DURATON:5 DAYS

3) PRECISION:To the nearest 30 minutes

4) UNITS OF MEASURE FOR EACH CATEGORY:HOURS AND % WITH TOTAL BEING 120 HOURS EQUAL TO 100 %.

5) USE ATTACHED CHART FORMAT WITH CATEGORIES INDICATED.AND PRESENT IN YOUR OWN HANDWRITING ONLY.

B) DO LIST: CREATE A DO LIST OF YOUR PLANNED ACTIVITIES FOR 3 DAYS. ROUTINE ACTIVITY LIKE ATTENDING CLASSES ARE NOT REQUIRED.

  • PRIORITIZE THE LIST WITHOUT RE-WRITING BY PLACING AN ASTERISK NEXT TO THE ITEM
  • CROSS OFF ITEMS WHEN COMPLETED.
  • RE-WRITE LIST DAILY OR MORE FREQUENTLY IF REQUIRED.
  • REPORT ONLY ITEMS THAT YOU FEEL ARE APPROPRIATE.
  • DATE EACH DAY S LIST.
  • SUBMIT ONLY WORKING COPIES OF THE LISTS AND DO NOT RE-WRITE UNLESS IT IS NOT READABLE.

Assignment #2:

Inventory of Activities for

Name:

From: To:

Date Date

Activity Log: (precision 0.5 hours)

Day / Class
hours / Study
hours / R&R
hours / Sleep
hours / Other
hours / Totals
1 / 24 h
2 / 24 h
3 / 24 h
4 / 24 h
5 / 24 h
Totals
hours / 120 h
%
of 120
hours / 100 %