Archive for the Time Management Category

Planning

Posted in Business start up, Management / Leadership, Time Management with tags , , on August 21, 2010 by virtualcitypa

A good plan will:

  • State the current situation
  • Have a clear aim
  • Use the resources available
  • Detail the tasks to be carried out, whose responsibility they are, and their priorities and deadlines.
  • Detail control mechanisms that will alert you to difficulties in achieving the plan.
  • Identify risks, and plan for contingencies. This allows you to make a rapid and effective response to crises, perhaps at a time when you are at low ebb or are confused following a setback.
  • Consider transitional arrangements – how will you keep things going while you implement the plan?

The six phases of planning are as follows:

  • Analysis of Opportunities
  • Identifying the Aim of Your Plan
  • Exploring Options
  • Selecting the Best Option
  • Detailed Planning
  • Evaluation of the Plan and its Impact

MindTools.com was the source of this valuable reference article

http://www.mindtools.com/pages/article/newPPM_05.htm

Advertisements

Be more successful – Delegate more

Posted in Lifestyle Management, Management / Leadership, Time Management with tags , , , , on July 22, 2010 by virtualcitypa

There is only so much time in the day, so it is important to delegate tasks as the managementstudyguide.com reports:

A manager alone cannot perform all the tasks assigned to them. In order to meet the targets, the manager should delegate authority. Delegation of Authority means division of authority and powers downwards to the subordinate. Delegation is about entrusting someone else to do parts of your job. Delegation of authority can be defined as subdivision and sub-allocation of powers to the subordinates in order to achieve effective results.

Elements of Delegation

1. Authority – in context of a business organisation, authority can be defined as the power and right of a person to use and allocate the resources efficiently, to take decisions and to give orders so as to achieve the organisational objectives.

Authority must be well- defined. All people who have the authority should know what is the scope of their authority is and they shouldn’t misutilise it.

Authority is the right to give commands, orders and get the things done.

The top level management has greatest authority. Authority always flows from top to bottom. It explains how a superior gets work done from his subordinate by clearly explaining what is expected of him and how he should go about it. Authority should be accompanied with an equal amount of responsibility.

Delegating the authority to someone else doesn’t imply escaping from accountability. Accountability still rest with the person having the utmost authority.

2. Responsibility – is the duty of the person to complete the task assigned to them. A person who is given the responsibility should ensure that they accomplish the tasks assigned to them. If the tasks for which he was held responsible are not completed, then they should not give explanations or excuses.

Responsibility without adequate authority leads to discontent and dissatisfaction among the person.

Responsibility flows from bottom to top. The middle level and lower level management holds more responsibility.

The person held responsible for a job is answerable for it. If they perform the tasks assigned as expected, they are bound for praises. While if they don’t accomplish tasks assigned as expected, then also they are answerable for that.

3. Accountability – means giving explanations for any variance in the actual performance from the expectations set.

Accountability can not be delegated. For example, if ‘A’ is given a task with sufficient authority, and ‘A’ delegates this task to B and asks them to ensure that task is done well, responsibility rest with ‘B’, but accountability still rest with ‘A’.

The top level management is most accountable. Being accountable means being innovative as the person will think beyond his scope of job. Accountability ,in short, means being answerable for the end result.

Accountability can’t be escaped. It arises from responsibility.

For achieving delegation, a manager has to work in a system and has to perform following steps : –

1. Assignment of tasks and duties
2. Granting of authority
3. Creating responsibility and accountability

Delegation of authority is the base of superior-subordinate relationship, it involves following steps:-

1. Assignment of Duties – The delegator first tries to define the task and duties to the subordinate.

2. Granting of authority – Subdivision of authority takes place when a superior divides and shares his authority with the subordinate. The subdivision of powers is very important to get effective results.

3. Creating Responsibility and Accountability – The delegation process does not end once powers are granted to the subordinates. They at the same time have to be obligatory towards the duties assigned to them.

www.managementstudyguide.com/delegation_of_authority.htm

5 Tips for Better Work-Life Balance

Posted in Lifestyle Management, Time Management with tags , , , on July 1, 2010 by virtualcitypa

At Virtual City PA, we feel its important to remember to keep a healthy work-life balance and are here to help take the strain. These 5 tips from Sherry Rauh made a lot of sense..

1. Figure Out What Really Matters to You in Life

1. If my life could focus on one thing and one thing only, what would that be?
2. If I could add a second thing, what would that be?
3. A third?
4. A fourth?
5. A fifth?

If you answer thoughtfully and honestly, the result will be a list of your top five priorities.  Research shows that a typical top-five list might include some of the following:

    * Children
    * Spouse
    * Satisfying career
    * Community service
    * Religion/spirituality
    * Health
    * Sports
    * Art
    * Hobbies
    * Adventure/travel

2. Drop Unnecessary Activities

By making a concrete list of what really matters to you, you may discover you’re devoting too much time to activities that aren’t a priority, and you can adjust your schedule accordingly.

If at all possible, you could try dropping any commitments and pursuits that don’t make your top-five list, because unnecessary activities keep you away from the things that matter to you.

3. Protect Your Private Time

You would probably think twice before skipping out on work, a parent-teacher conference, or a doctor’s appointment. Your private time deserves the same respect. “Carve out hours that contribute to yourself and your relationship,” says Stevan Hobfoll, PhD, distinguished professor of psychology at Kent State University, and co-author of Work Won’t Love You Back: The Dual Career Couple’s Survival Guide. Guard this personal time fervently and don’t let work or other distractions intrude. “Stop checking email and cell phones so often,” Hobfoll advises. “Few people are so important that they need their phones on at all times.”

If work consistently interferes with your personal time, Hobfoll recommends discussing some adjustments with your boss. “There’s a mythology in the workplace that more hours means more.” Demonstrate that you can deliver the same or better results in fewer hours. Your job performance “should never be judged in terms of hours of input,” Hobfoll says. Protecting your private time often leads to “greater satisfaction in both work life and personal life, greater productivity, and more creativity.”

If you’re your own boss, it’s up to you to create boundaries that keep work from intruding on family time. Lachlan Brown is president of Tech for People, a small business consulting firm specializing in Internet marketing. “I make it very clear at the beginning of any new business relationship that if I work nights and/or weekends then this is purely by choice,” he tells WebMD. “I’ve told clients more than once that if they call me at night or on the weekend that they shouldn’t expect me to a) answer the phone and b) reply until the next business day.”

4. Accept Help to Balance Your Life

Allow yourself to rely on your partner, family members, or friends — anyone who can watch the kids or run an errand while you focus on other top priorities. “Try tag-teaming,” Hobfoll suggests. “One spouse works out before dinner, one after dinner, while the other watches the kids.”

To get more alone-time with your partner, accept babysitting offers from friends and family, or try arranging a regular trade-off with another couple. “‘I’ll watch your kids this Saturday if you watch mine next Saturday.’ Tag-teaming is a great way to create extra free time,” Hobfoll says.

5. Plan Fun and Relaxation

Fun and relaxation are an essential part of living a well-balanced life. That’s why Brown makes time for weekly guitar lessons, a yoga class, a date night with his wife, and a guys’ night out a couple times a month. In addition, he exercises on a trampoline in his backyard most days of the week. How does he squeeze in all this playtime while running his business and sharing the responsibilities of raising a daughter? “If you believe that the most important thing is to be happy in life (not when I’m a millionaire or when I retire but right now) then you can always make time.”

Until you get into the habit of taking time for yourself, set aside space in your planner for relaxation and fun. Plan what you’re going to do and make any necessary arrangements to ensure you’ll be able to keep your commitment. “Remember, you make time for what you want to make time for,” Fortgang says. If something is important to you, don’t brush it aside with a dismissive “I don’t have time for that.” You are in charge of your own schedule — it’s up to you to make time.

WebMD “5 practical steps toward better work-life balance” by Sherry Rauh
Reviewed by Charlotte E. Grayson Mathis, MD
http://www.webmd.com/balance/guide/5-strategies-for-life-balance?

Time management tips

Posted in Time Management with tags , , , , on June 30, 2010 by virtualcitypa

Plan your actions
Changing time management habits takes time and effort, and it is always much easier when you have a simple system of practical rules and hints that are easy to keep in mind.

Know what you want from your time
The proven way to do it is to set goals, and to set them SMART. The rest of the time management tips below will help you be effective in achieving your goals and making time management decisions.

Learn to see the difference between urgent and important
The important tasks are those that lead you to your goals, and give you most of the long term progress and reward. Those tasks are very often not urgent. Many urgent tasks are not really important.

Know and respect your priorities
Aim to do the important things first. Remember the 80-20 rule: 80 percent of reward comes from 20 percent of effort. One of the aims of time management tips is to help you refocus your mind to give more attention and time to those most important 20 percent.

Plan your actions for achieving your goals
Convert your goals into a system of specific actions to be done. The first significant point of planning is the planning process itself. It is a known fact, and you will see it for yourself, that the planning process stimulates your brain to come up with new efficient solutions. It programs your subconscious mind to search for shortcuts. It makes you much more prepared for each specific action. Besides, planning will help you to identify potential conflicts and crises, minimizing the number of urgent tasks.

Planning can also significantly lower the time spent on routine maintenance tasks, leaving you more time on what you like to do or for what you think is important for your long term success.

Also remember that planning and related time management tips work best when you review your plans regularly.

Schedule time for your tasks
Your concentration can be easily lost in the sea of many boring or less important things waiting to be done in your head. Undone things circulating in your mind are also a big drain of your mental energy. Most often, there is no way to get those things out of your mind except of either doing them or scheduling them in a trustable system, convincing your mind that they will be done in due time.

Know how you spend your time
Keep a time log during some time interval, like a week, and then analyse it to see where your time goes. For example, what percentage of time you spend on urgent and on important activities, what people you devote most time to. You are likely to be surprised, and you will see much better if you could use more time management tips. This is also an effective way to get a feedback on how well time management tips and techniques are working for you, and where you need some adjustments.

Personal time management leads to building a stronger foundation for your success.
www.time-management-guide.com