Embed Size (px)
DESCRIPTION
A specific application of project management
Citation preview
Time Management
A specific application of the project management method
Cours RFID Center 16.02.2010
2www.serec.ch
Contents
• Introduction
• Evaluation and « Time Eaters »
• Your brain
• Goals
• Rules
• Tools
• Process
• Tricks
• Market offers
3www.serec.ch
The project and its elements
A Project is ...
• A UNIQUE succession of ACTIVITIES …
• which are PLANNED …
• in order to reach some GOALS …
• using given RESOURCES and …
• taking into account RISKS of failure.
4www.serec.ch
• the application of Project Management method to a multi-project activity which is… « your life » !
• the management of the resource … «your time » ! (Slide : retour sur l’investissement de la vie)
• the way to « balance » your multiple activities
•
Time Management is ...
7www.serec.ch
Evaluate your Time Management ...
• What are common Time Eaters ? (common exercise)
• How well do I manage my time ? (individual Auto-Evaluation, detailed results secret)
8www.serec.ch
Time Eaters …
When you are disturbed during a task, you take as much as 3 times more time to accomplish it so ...
... do one thing at a time !
And reserve each day some time for undisturbed work :
« The Hour of Concentration »– door closed– no phone calls– no discussions
MINIMIZE INTERRUPTIONS
9www.serec.ch
Votre cerveau : mode d’emploi
• Loi de Illich :nous ne disposons pas de la même énergie à tout moment de la journée
• Loi de Turgot :s’octroyer régulièrement une petite pause
• Terminer les cycles entamés
• Loi de Carlson :notre énergie mentale n’est pas mobilisable immédiatement; elle se perd à la moindre distraction
10www.serec.ch
Lois et principes
• Loi de Parkinson : plus on a de temps, plus on en gaspille
• Loi de Pareto :20% de notre travail donnent 80% de nos résultats
• Loi des cycles :toute activité se gère en termes de début, déroulement, fin
• Kerry Gleeson :Le meilleur moyen de doubler sa charge de travail est de faire les choses deux fois
11www.serec.ch
Typical goals
• Gain a better view of my activities and priorities
• Have more time for creativity (acting instead of reacting)
• Lower my stress
• Increase my free time for private life
• Reach my goals consequently to give a direction to my life
• Your goals ...
• Your Governing Values: From what I am to what I want to be …
12www.serec.ch
The 4 x 4 Rule of Time Management
• 4 roles (Slide : conflit des rôles)– work, family, community, myself
• 4 activities– prepare (approximately 20 % of your time)– negotiate (link to peoples’ motivation)– communicate (conflict prevention)– delegate (resource management)
• 4 time levels– year, month, week, day
• 4 possible actions when a task enters (4D)– Do, Designate (plan execution), Delegate, Delete
14www.serec.ch
Tools of Time Management
• Goals (SMART)• Checklist• Yearly project plan• Monthly agenda• Weekly agenda• Daily agenda• Time sheet
* Specific-Measurable-Acceptable-Realistic-Temporal
15www.serec.ch
Checklist: Activities, Milestones
• The central tool of your Time Management
• Content– all activities included private ones
(only one Checklist)– priorities– delegations– dates (start, end)
• Example (you also can make your own one on EXCEL)
Done ? Date What Who Remarks
16www.serec.ch
Yearly, monthly, weekly, daily plans
• Yearly (half-yearly) project plan– a Gantt including main projects with duration and milestones– must also appear in Checklist
• Monthly agenda– contains the activities from the Checklist (4 roles)– appointments (with preparation and follow up)– non affected time for unexpected tasks (+/- 40%)
• Weekly and daily agendas– becoming more and more precise
• Examples
17www.serec.ch
Time sheet
• Goal : keep track of all activities really accomplished (time, expenses)
• Uses : invoices, controlling, evaluation, improving your time management by yourself
• Example
PROJET JJ MM ACTIVITE HEURES COMPTE LIBELLE FRAIS JUSTIF KM Vacances
TOTAL Partiel 0.0 0.0 0.0 0.0
TOTAL General 0.0 0.0 0.0 0.0
18www.serec.ch
Process of Time Management
• List all activities and milestones on the Checklist
• Structure activities : duration (be generous), priorities, delegation
• Generate logical relations : start, end, deadline
• Carry over successively activities into yearly (half-yearly), monthly, weekly and daily agendas:– make yearly plan before the end of the current year– make monthly agenda before the end of the current month– make weekly agenda before the end of the current week– make daily agenda before the end of the current day
• Fill in Time sheet and next day’s plan daily before leaving the office
19www.serec.ch
When tasks enter designateimmediately what to do and when
Priority CDelegate
Priority DForget it !
Priority AExecute at once
Priority BPlan execution+
+ -
-
Imp
orta
nt
Urgent
20www.serec.ch
Delegation - 1
• Delegation is …a direct transfer of tasks and competencies between the chief to the person to whom he/she delegates
• Why should I delegate ?– To unload myself from routine and detail tasks– To use knowledge and experiences of my collaborators– To motivate my collaborators
– To develop capacities of autonomy and initiative of my collaborators
21www.serec.ch
Delegation - 2
• What should I delegate ?– Routine work– Specialized work– Detail tasks
• What should I not delegate ?– Pure decision tasks with important consequences– Peculiar extraordinary tasks
22www.serec.ch
Delegation - 3
• To whom should I delegate ?– To my closest collaborator– To a member of the Project Team– To an external partner or company
• Criteria for a successful delegation …– The person has the capacities to realize the task– Continuity– Delegate complete tasks and not isolated partial jobs– Give plenty of information to beginners– Clearly communicate tasks and goals
23www.serec.ch
Delegation - 4
• Rules for delegation– Give the order directly to the concerned person– Give / negotiate a deadline for execution– Precise the content of the work to be done and the resources available– Explain the sense of the work to be done– Insist on the needed quality of the work– Control that deadline is respected– Prevent every attempt to give you the task back
24www.serec.ch
Checklist for an optimal delegation
• WHAT do we have to do ?
• WHO has to do it ?
• WHY does she / he has to do it ?
• WHEN must the task be finished ?
• WHICH resources are available ?
• HOW must the job be done ?
25www.serec.ch
Le cycle d’action
Le cycle d’action
1. Définir les objectifs 2. Négocier
3. Rechercher la bonne méthode
4. Choisir le moment opportun
5. Agir
6 .Évaluer
26www.serec.ch
Tricks for your Time Management
• Take time for …– preparation : meetings, time management, ...– negotiation : precise arrangements, new deadlines
if needed, ...– communication : your agenda, the risks of delays, …– delegation
… it will be largely recuperated later !• Plan a maximum of 2 activities per day• Reserve time for unforeseen everyday for flexibility• Reserve time for « undisturbed work » :
the daily « Hour of Concentration »
• Be flexible, adapt your planning in real time
27www.serec.ch
Tricks for appointments
• On paper use only pencil and rubber, or your agenda will be a mess !
• Negotiate hour of start and end of meeting• Reserve time before (preparation) and after (decisions, delegation,
order) the meeting• When you reach the defined time of the end of the meeting, you
have 3 possibilities :– conclude– fix another meeting– « eat » your time for unforeseen
• Plan 40 - 50 % of your day without appointments
28www.serec.ch
Tricks for E-mails management
• Treat your e-mails by blocks
• Reserve 2-3 periods a day to treat your e-mails
• Cancel the alert of your computer
• Empty your mailbox every evening(archive mail in thematic folders)
• Plan actions for the mails you cannot answer immediately (i.e. use Outlook functions)
29www.serec.ch
10 rules to apply immediately
1. Abandon priorities lists (an excuse for not acting)2. Act immediately (Do)3. Each evening plan the next day (Designate)4. Friday evening plan important tasks of next week (Designate)5. Evacuate (Delegate, Delete)6. Reserve energy peaks for difficult activities7. Group similar activities (e-mails, …)8. Keep spare time for unforeseen (% defined through experience)9. Respect your engagements10. Divide boring tasks into blocks
Source: Kerry Gleeson
30www.serec.ch
Offres commerciales
• Papier (Time System, Filofax)
• Électronique– Outlook, …– PDA – Smartphones– Bureaux en ligne
31www.serec.ch
Votre engagement immédiat
ACTION PRIORITAIRE POUR CES 3 PROCHAINES SEMAINES ?
32www.serec.chwww.serec.ch
www.serec.ch
SEREC François ParvexVia BattagliniCH – 6950 [email protected]
