We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved.

Author: Tobias Stokes

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4 4 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. After the workshop, you will be able to :  Develop strategies to reduce the time barriers in your work  Apply time management techniques to plan work  Set up personal management strategies at your office  Develop plans for a small project Objectives

5 5 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. 1.Time Management  What is time management?  Time stealers  Process of time management 2. Management of workplace  Paper management  Phone management  Meeting management  Desk management 3. Small Project Management Content

6 6 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. What is Time? Time is a resource that is  limited  invisible  unchangeable  irreversible  invaluable

7 7 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Managing time means taking more control over how you use time in a way that allows you to do more in the time available to you. What is Time Management?

8 8 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved.  Interruption (subordinates, colleagues, and personal callers )  Paper work  Phone calls  Emails  Meetings  Wasting time looking for things Time Stealers - 1

9 9 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved.  No clear objectives  Looking for Perfection  Cannot say “No”  Strict control  No organisation  Procrastination More Time Stealers

10 10 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Goals and Objectives GOALSOBJECTIVES Related to missionRelated to goals Broad, generalized, do not limit time Narrow, specific, should say when and by whom it is to be done Intangible, cannot be measured or counted Tangible, are countable, observable and measurable Can’t be validatedCan be validated OBJECTIVES ARE FINAL RESULTS

12 12 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved.  Identify an objective  then list the necessary activities to reach the objective  Start your sentences with an action verb!!!  Establish a starting date and an ending date Action Steps

13 13 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Either: Urgent: they require immediate attention Or: Important: they have considerable significance or consequence Important activities may be either urgent or not urgent. Urgent activities may be either important or not important Priorities: Our tasks are

15 15 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Tools for Setting Priorities The Daily Activity Guide I Must Do!I Should Do!I Could Do! 1. 2. 3. 4. Date: ______________

16 16 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. + urgency - urgency - importance + importance Q1 High priority Q2 Planning Q3 Quick and simple Q4 Waste Tools for Setting Priorities The Time Management Grid (quadrants)

17 17 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Scheduling Your Work Tools for scheduling Diaries Calendars: annual, monthly, weekly, or daily Daily work – To-do list Microsoft Outlook or other software

18 18 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Set clear objectives Set the priorities Differentiate between the long-term and short- term as well as daily plans Have contingency plans Principles Scheduling Your Work

19 19 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Set goal Divide goal into small objectives Define manageable action steps Prioritise the action steps Group the similar tasks together Make schedule Process Of Time Management

20 20 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Managing Your Workplace Criteria for Managing Papers Active Inactive/reference Essential Non essential

22 22 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Managing Your Workplace COORDINATE THE TIMING OF YOUR CALLS: Try to group the calls and makes them in one lot. SET PRIORITIES: Make a list of the numbers you’ll call in order of importance. GET ORGANIZED BEFORE STARTING: Prepare whatever documents of information you will need. Have a block note handy to write notes and remarks. So that your telephone does not become a time stealer

23 23 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Managing Your Workplace Managing meetings: –Why do I need to call for a meeting (the objective)? –Who should attend it ? (To achieve the objective)? –When is the best time? –What is the best location? –What information is needed?

24 24 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Control your desk: Tidiness is crucial Easy to see and to get the tools Having necessary stationary Clean up your desk every day!!! Managing Your Workplace

25 25 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Planning Your Project A project is a job with a definite starting and ending points of time. It may be small or large. What is a Project?

26 26 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Factors of planning project  Project objectives  Tasks  Who  How  Time to begin and to end  Location of the project Planning Your Project

29 29 We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved. Contact details IFC SME Management Solutions 1 st Floor Maersk House, Plot 121 Louis Solomon Close, Off Ahmadu Bello Way, Victoria Island, Lagos, Nigeria. www.ifc.org www.businessedge-africa.com Tel: +234 1 2799 400 Fax: +234 1 2793618-19

We Complete Your Success Copyright © IFC on behalf of Business Edge™ 2008. All rights reserved.

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