Time and Task Management (Time Stealers) Flashcards
Interruptions from calls, and visits from colleagues, emails
Description
Excessive time may be spent on the telephone or talking to colleagues who visit the office or checking emails. This mean time is lost when conversations take longer or work is interrupted by unexpected visits.
Interruptions from calls, and visits from colleagues, emails
Solution
Learn to control the conversation and suggest meeting at another appropriate time, you could also add a ‘do not disturb’ sign and close emails and check periodically throughout the day.
Procrastination
Description
People put off a task or delay something that must be done, often because its unpleasant or boring or they are not in the mood.
Procrastination
Solution
Use a to-do-list or a priorities list and stick to it. Ensure that one task is fully completed before another task is started.
Making unnecessary journeys
Description
Repeated trips to the photocopier or reception area may waste time when it can be spent on other tasks.
Making unnecessary journeys
Solution
Create a plan of jobs that you will need to do and group them together so certain trips will only need to be made once.
Poor organisation/untidiness
Description
Poor organisation may result in information or documents being mislaid or lost and time will be wasted searching or trying to replace them.
Poor organisation/untidiness
Solution
Have a filing system and ensure all documents are filed correctly at the end of the day or when finished with.
Communication Problems
Description
Poor communication may result in tasks not being completed correctly or clear instructions not being issued. This may result in work having to be repeated (as its not the best of standards) or time being spent clarifying what is expected.
Communication Problems
Solution
There should be clear lines of communication between employees and managers. Confirmation should be made from the manager when communicating so the message is understood and if there is any uncertainty about a task.
Desk Stress
Description
A cluttered and unorganised desk can cloud a person’s thinking, distract from being able to concentrate and make it difficult to find taks/paperwork/resources.
Desk Stress
Solution
Avoid clutter by making use of the desk filing trays and operate a clear desk policy at the end of the day to ensure everything is where it needs to be and in the correct place.
