This document outlines a 7-step approach to time management. The steps include: 1) listing tasks to be performed, 2) determining the time required for each task, 3) analyzing how tasks are currently performed, 4) constructing a skills inventory of key personnel, 5) calculating the percentage of time spent on each activity, 6) constructing a time-use matrix, and 7) formulating a time-use budget. The document also discusses various management functions like planning, organizing, staffing, and controlling, and how to analyze tasks, prioritize time usage, and construct an efficient time-use schedule.

2. Time Management
• Time is an Asset
– Once gone, it’s gone
• Refining Management
Behavior
• A Seven-Step Approach
Time Management

3. Time Management
Time Management, A 7-Step Approach:
1. List tasks that must be performed
2. Determine the time required for each
3. Analyze how tasks are being performed now
4. Construct a skills inventory of key personnel
5. Calculate percentage of time spent on each activity
6. Construct a functional Time-Use matrix
7. Formulate a Time-Use budget.
Time Management

4. Step 1: List Tasks or Functions to
be performed
Two Approaches for Listing
Critical Tasks:
1. List the basic management
functions that must be performed
2. Use and organizational chart
Time Management

5. Management Functions
• Planning
• Organizing
• Staffing
• Supervising
Time Management
• Directing
• Controlling
• Coordinating
• Innovating

6. Management Functions –
Planning
• What is the business?
• What objectives does the business have?
• How will the business achieve these objectives?
• What resources are available to reach these
objectives?
• What additional resources are needed?
• When will the business reach certain benchmarks –
break-even point, profit level, value of assets?
Time Management

7. Management Functions –
Organizing
Two Aspects:
1. Top-Down Approach
Goals à Tasks
2. Bottom-Up Approach
Tasks à Specific
People
Time Management

8. Management Functions –
Staffing
Allocation of Tasks:
• Hiring
• Training
• Motivating
• Reviewing
Time Management

9. Management Functions –
Supervising
Three Critical
Functions:
• Observation
• Training or remedial
training
• Job enrichment
Time Management

10. Management Functions –
Directing
• Problem solving
• Wasting time
• Program the
routine decision
rules
Time Management

11. Management Functions –
Controlling
Requires:
1. Setting standards or objectives
2. Maintaining current operating records for
comparison with the standards adopted
3. Acting promptly when operations deviate
from the standard more than is deemed
acceptable
Time Management

12. Management Functions –
Controlling
• Without coordination, objectives will not be
met
• Any business must be viewed as a system
composed of interrelated parts
– Parts must operate in balance with each other if the
business is to perform effectively
Time Management

13. Management Functions –
Innovating
• Has become a necessary function for
virtually any business
• Can things be done differently?
• Can the business become more efficient or
effective?
“The business must stay tuned to changes in the environment, the
industry, the community, the country, and even the world as a
market-place.”
Time Management

14. Step 2: Determine the Time Required
for Each Task or Function
• Analyze tasks
• Prioritize
– Priority ranking schedule
• Record events and time
– Analyze
– Where is time being well
spent?
– Where is time being
misspent?
Time Management

15. Priority Ranking Schedule (Six Steps)
1. Rank the various jobs in order of importance.
2. Divide into (at least) 2 classes, based on whether the
time spent on it can be controlled or not.
3. Decide which ones can be done by someone else
(and when).
4. Identify those that could possibly be done more
efficiently by adopting new procedures.
5. Identify training time and costs that may be needed
to implement new procedures.
6. Begin a tickler file for routine reporting and control
needs.
Time Management

16. Step 3: Analyze How Tasks or
Functions Are Now Being Performed
Functional Task Analysis:
• Determine all the tasks that need to be performed and
are being performed in order to make the organization
function
• Look at the relative distribution of these tasks by the
amount of time allocated to each, all with the objective
of establishing a new schedule and a new set of
priorities
Time Management

17. Step 4: Construct Skills Inventory
of Key Personnel
• Who Will Do What
– What is each person good
at? ...bad at?
– What does each person
especially like to do? …
dislike doing?
– What must be done by
each key person that no
one else can do?
Time Management

18. Step 5: Calculate Percentage of
Total Time to be Spent on Activities
Efficiency:
• Utilize time efficiently
• Don’t ignore any aspect of the business
• People only have so much energy
– Limit the time investment in the business to a certain number
of hours that everyone agrees is reasonable
“Run your business – Don’t let it run you.”
Time Management

19. Step 6: Construct a Functional
Time - Use Matrix
• Task
• Time Required
• Time Available
• Total Time Available
• Time Needed
• Total
• Total Employee Time
Available
Time Management

20. Step 7: Formulate a Time-Use
Budget
• Plan for problems
• Time override
• Some functions and activities must be done at
specific times
– Downtime, training, and maintenance
“Run your business – Don’t let it run you.”
Time Management

21. Question & Answer