Chapter 4 Time Management. Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011...

Chapter 4Time Management

Office Procedures for the 21st Century, 8eBurton and Shelton

© 2011 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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Time Management

Quality Approach Effectiveness and Efficiency Time Management Tools and Strategies Evaluate Your Workload



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Time Management (continued)

Office Organization Ethics Regarding Your Work, Time, and

Other Resources Time Management in Other Cultures



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Quality Approach

Fundamental and practiced by applying basic principles, such as Customer focus Continuous improvement and learning Strategic planning and leadership Teamwork



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Quality Approach (continued)

What is Total Quality Management? Requires organizations to

Eliminate wasteful practices Redesign business methods Adopt focused approach to managing quality for

customers, employees, and company leaders



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Quality Approach (continued)

How does it work? Best use of your work, time, and resources Each employee involved with office teamwork

and focused on customer Each employee encouraged to find new and

innovative ways of doing jobs more effectively and being flexible enough to assist others



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Effectiveness and Efficiency

Both are equally important Effectiveness—doing right things Efficiency—doing things right



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Time Management Tools and Strategies

Establish Efficient Work Habits Take Charge of Your Time Learn Job Take Time to Think Assign Priorities



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Tools and Strategies (continued)

Work with Multiple Managers Adopt a Flexible Plan Manage Details Group Similar Tasks Work at One Task at a Time



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Start Day with Difficult Task Avoid Procrastination Cope with Interruptions Do It Right First Time



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Establish efficient work habits Be self-starter Arrive on time Keep focused Put in full expected hours Work willingly with enthusiasm Practice self-management



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Learn job Understand how manager works Learn what is expected before taking initiative Learn what position or job entails Become familiar with flow of information Rely on resourcefulness and judgment



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Take time to think Schedule time to solve problems and make

improvements Assign priorities

Assign numbers or alphabet to tasks Learn the questions to ask Discover ways to determine order of priorities



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Work with multiple managers If needed, keep record to determine time

allocated to others’ tasks Adopt a flexible plan

Plan work and follow plan Remain flexible, adaptable, and tolerant



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Manage details Complete to-do list or daily plan chart Develop habit in capturing details and using

planning lists/charts



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Group similar tasks Increases effectiveness Consider tasks that can be grouped



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Work at one task at a time Important to multitask; however, jumping from task to

task can be confusing Stay with task until completion

Motivated by satisfaction of having finished task Save time otherwise lost locating where you left off Decrease risk of forgetting to perform part of task



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Start day with difficult task Arrive on time, if not a few minutes early,

review plan for day, and begin task that requires concentration and effort

Do not use beginning of day to perform easy tasks that can provide relaxation at interval during day



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Avoid procrastination Gain understanding of behavior about work to

overcome it Admit you procrastinate Ask questions about tasks that cause you to

procrastinate Follow tips

Think through consequences of procrastination Break task into manageable subtasks Avoid “perfectionist” behavior



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Cope with interruptions Practice avoidance Relocate noisy equipment Ask for coverage during heavy task-oriented

projects Recognize interruptions are part of job Follow other tips for coping



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Do it right first time Plan each task before you begin Focus on exactness of details Check each finished task



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Evaluate Your Workload

Make Daily Plan Prepare in Advance Manage Large Project



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Office Organization

Organize Office Supplies Organize Workstation



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Organization (continued)

Organize office supplies Label shelves where supplies are stored Identify person to control inventory and order

supplies Compose list of all items used on regular basis Discourage staff from placing verbal orders



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Organize office supplies Request everyone to complete requisition Take inventory on regular bias Do not over-order supplies Provide required information to complete

requisitions or telephone order



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Organize workstation Work within easy reach Purge unnecessary items Organize necessary items Use follow-up organizers

Tickler Pending



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Ethics Regarding Your Work, Time, and Other Resources Organizations

Encourage employees to assume responsibilities

Authorize and entrust people to complete job/task ethically and to do their best



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Ethics (continued)

With regard to work, do you Use someone else’s words or ideas? Harass co-workers? Pad your resume? Spread untrue information? Overstate expense reports? Endanger others? Make negative public statements about company?



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Ethics (continued)

With regard to time, do you: Go home early often? Take extended lunch breaks? Take frequent smoking breaks? Get to work late frequently? Take/make personal calls frequently? Talk too long on personal calls?



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Ethics (continued)

With regard to resources, do you Exaggerate expense claims? Exaggerate accomplishments? Play games on your computer? Conduct personal research on Internet? Exaggerate time devoted to task or project? Take paper, paper clips, and other supplies home?



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Time Management in Other Cultures

Learn to understand other cultures’ personal styles and preferences for getting work done

Discuss issues with people who are members of culture you want to understand

Chapter 4 Time Management. Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011...

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