Effective
use of time
- Concentrate on being effective, not on being busy.
- Avoid red activities (time spent which is not helpful in meeting your objectives). Analyses the root cause for each of these and avoid, eliminate or minimize this waste of your time.
- Don't do the work of others, unless you chose to do so (e.g. to understand the problems or to show others etc.)
- Delegate effectively
- Effective Meetings
- Be decisive. Evaluate, assess the risks and decide the next course of action.
- Do it now. Don't procrastinate; break up tasks so they are achievable.
- Give realistic promises.
- Learn to say 'No'. Direct people to owner of a problem or explain why you are not dealing with it.
- Avoid perfectionism. Seek a quality solution (fit for purpose) which is cost effective.
- Avoid clutter. Act - Bin - Refer - File. Only file if you need the information and it is not readily available elsewhere. Consolidate your time. Large sizes bites are excellent, hourly chunks are ideal. Control interruptions/ distractions. Find somewhere where you can think and plan.
- Orange time (marginal time) should be used wisely. Remember relaxation and breaks are essential but this time could also be used for thinking and planning. The choice is yours.
- Don't spend endless time reordering 'to do list'. When a task is complete just cross it out.
- Look at your aims/responsibilities and identify your key goals (10max.). Set performance objectives for each key goal e.g.:
o
Quality - right
- error free services & goods - fit for purpose.
o
Cost - value
§ People.
§ Machines,
facilities & equipment.
§ Method.
§ Material
o
Delivery
§ When.
§ Speed
- fast - time between customer asking and receiving.
§ Dependability
- deliver on time.
Flexibility
- ability to adapt - service, product, mix, volume and Effective use of time
The principles
being:
- To concentrate on being effective, not on being busy.
- To minimize wasted time.
- The priorities being your key goals and objectives.
- Plan in bite sized chunks.
- Break complicated or difficult tasks into achievable elements or steps. The first step could be to investigate.
- Identify the right time for each activity, for you and others?
- Leave time free for the unexpected! You can always use it! This may be as much as 50% of your time.
- Establish routines and patterns of work to improve efficiency.
Using a diary, planner or spreadsheet
allocates time to:
- Activities that you have committed to i.e. appointments, meetings and holidays.
- The urgent or desperate tasks but ensure you delegate these where appropriate and look for the route cause. Rearrange committed activities if required.
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