Time Management

1. Time Management Case Example: IPR Helpdesk Project(Contract Nº IPS-2001-40004)

2. Time Management ... • includes the processes, procedures and techniques used to ensure the timely completion of the project and project activities • AND • the management of employee’s time and meeting deadlines

3. Time Management • Remember, time management is about getting results – not about being busy • Time management is actually ‘self-management’ and ‘productivity management’

4. Time Stealers • Interruptions - telephone • Interruptions - personal visitors • Meetings • Tasks you should have delegated • Procrastination and indecision • Acting with incomplete information • Dealing with team members • Crisis management (fire fighting) • Unclear communication • Inadequate technical knowledge • Unclear objectives and priorities • Lack of planning • Stress and fatigue • Inability to say "No" • Desk management and personal disorganisation

5. Managing Time Stealers in IPR Helpdesk • Telephone – only one published telephone number to be answered by a designated person. Internal numbers given at the owner’s discretion • Meetings – meeting called only for necessary items. Agenda strictly followed. • Delegation – the structure of HR allows for easy delegation

6. Managing Time Stealers in IPR Helpdesk • Indecision – if in doubt, ask. This is the golden rule in IPR Helpdesk • Incomplete information – this should never occur if everyone does their job • Team members – there is an alloted time for staff to make queries. Team members can make queries by email to be answered at personal convenience. The use of an internal intranet for holiday provisions etc cuts down on time

7. Managing Time Stealers in IPR Helpdesk • Crisis Management – general rule is prevention, rather than cure • Unclear communication – greater use of internet tools (email, intranet) allows for easy reference to past communications • Technical knowledge – staff are contracted to fill specific tasks and gaps • Objectives and priorities – clear from the start, and manual puts it down on paper

8. Managing Time Stealers in IPR Helpdesk • Planning – following the workplan and schedule means that planning is minimal • Say “no” - each person has their delegated tasks and responsibilities. Any changes must go through management. • Stress and fatigue – all of the above!!

9. Employee Time Management • Most important, all IPR Helpdesk staff are required to regularly describe how their time is used • This allows for gaps to be seen, and overwork to be identified • Effective time management comes from getting the best out of the project team’s time

10. Defining Priorities • There are three types of tasks: • Tasks you enjoy • Tedious / Menial tasks • Urgent tasks (which could be either of the above) • It is important to do the third type first, and alternate between the others • Make a list • If you do not know what your priorities are, ask someone else

11. Project manager’s To Do List • Collect information on air fares for participants in the workshop in November • Organise transport from the airport • Make outstanding payments • Send requested letter to the European Commission • Hold a chatmeeting with partners on updating activities • Do Excel file for budget update • Send invitation letters for participants for VISA (warning: takes 15 days to arrive and 15 days to get VISA. Workshop is in 40 days) • Filing • Email inbox clearout

12. The Activity Log • A key to effectiveness • Keep a one week diary on all of your actions • “10.00 am Spent 15 mins trying to call partner in Vietnam” • “2.00 pm Took a 30 min break to go and talk with colleagues” • “4.00pm Wrote a letter to the European Commission. Spent 10 mins” • You will immediately see where you ‘lose’ time • You may also notice a pattern of times when you are most effective and productive • Use this time for important tasks