The famous five:
Like
all management concepts conceived in Japan, 5S, too sounds exotic
- translate it from
the Japanese, and yet again, it becomes simple common sense.
| Seiri: |
Separate
out all that, is unnecessary and eliminate it |
| Seiton: |
Those
things found to be necessary are put in order so that they
lie ready for use when needed |
| Seiso: |
Clean
workplace, equipment and prevent defects |
| Seiketsu: |
Standardize;
make cleaning and checking routine |
| Shitsuke: |
Discipline
and training, personal Kaizen to the previous 4 steps. |
Sharpen your
use of time by adopting some of our "Top Six" tips:
1 -
Set Goals:
Write down your goals (it's only a wish until you write it down
‘) Goals must be useful, measurable and attainable. Prioritize
your goals using "A,B,C" method.
A
= High, B
= Medium, C
= Low, Evaluate your goals daily. Visualize your goals - imagine
how you will achieve your goals and "do it"
2.
Avoid Procrastination:
Procrastination is the one time waster of which you have control.
How to keep
procrastination under control:
| a) |
slice the task
into more manageable pieces and start on the easiest one. |
| b) |
get a clear
picture of the task by discussing and rationalizing with others. |
| c) |
designate interim
completion points. |
| d) |
chart your progress. |
| e) |
set a deadline
for completing the project. |
3. Minimize
Interruptions:
The average employee is interrupted every 9 minutes. This equals
48 interruptions per day
How to handle
interruptions:
| a) |
if
it's necessary, handle immediately. |
| b) |
if
it's unnecessary, stop it or avoid it. |
| c) |
if
it's untimely, reschedule it. |
4.
Manage Your Telephone Time:
The telephone is both a terrific time saver and an insidious thief:
Unfortunately, phones are a primary source of interruptions. In
fact, 40% of managers spend more than 2 hours per day on the phone.
How to manage
your phone calls:
| a) |
|
screen your
calls through an assistant or answering machine. |
| b) |
|
if the person
you're calling isn't available, leave a precise message -
you're more likely to get an answer back without calling again. |
| c) |
|
use automatic
dialing to save valuable time. |
| d) |
|
return calls
before lunch or the end of the day - people get to the point
faster when lunch or quitting time draws near. |
| e) |
|
keep a phone
log in your planner to record decisions and discussions. |
5. Conquer
Paperwork:
You should handle paper only once. Try the TRAF
system.
| Toss
it |
if
you have an assistant, delegate the sorting, screening and
tossing of mail |
| Refer
it |
keep
a folder handy for each person you deal with on a regular
basis - when that person comes to see you, open the folder
and take care of all the items at once |
| Act
on it |
start
an action folder or action page in your planner |
| File
it |
with
a discard date on papers that will outlive their usefulness
and clutter your files |
6.
Plan shorter and More Effective Meetings:
Meetings can be a big time waster. Before you set up a meeting,
evaluate your agenda and determine if the information could be
shared more efficiently by distributing it with a routing slip.
If it's necessary
to schedule a meeting:
| a) |
don't
allot more time for meetings than necessary - many times all
the tasks can be completed in less time than originally scheduled. |
| b) |
distribute
the meeting agenda at least one day in advance and don't overload
the agenda. |
| C) |
start
meetings on time, even if everyone is not present. |
| d) |
don't
schedule a meeting for more than 2 hours; beyond that concentration
suffers. |
| e) |
issue
minutes promptly. |
| f) |
attend
meetings only if necessary. |
Time
management can be as informal or as detailed as you want to make
it. Develop a plan to fit your own needs - be flexible throughout
time and tailor it as your needs change.
Remember
- It's not how much time you have, It's how well you manage it.
|