VTO 310 Time Management PDF

VTO 310 Module outline: Methodology of Tourism Ms Claire Fordred Today‟s lesson  Theme 3: Time Management Why is time management important? Effective self-management is determined by time, and all educators must realise that they have a responsibility with reg...

VTO 310 Module outline: Methodology of Tourism Ms Claire Fordred Today‟s lesson  Theme 3: Time Management Why is time management important? Effective self-management is determined by time, and all educators must realise that they have a responsibility with regard to the utilisation of time. This means that time should not be wasted, and that work and time have to be planned.  Basics of time management Time management, like any other management task, benefits from analysis and planning. It is a personal process and must fit our individual styles of work and personal circumstances.  Three tests of time o As tourism educators, we should make use of the following three tests of time:  Test of necessity Scrutinise each activity to make sure it is necessary (urgent/important?) for the realisation of our own objectives or the objectives of the school. It is common to overdo things. This test should help to reduce tasks.  Three tests of time Test of appropriateness After essential tasks have been identified, it is necessary to determine who should do them.  For example: appropriateness with regard to position, skills or development stage.  Three tests of time Test of efficiency Once satisfied that we are doing the essential tasks, we should ask ourselves, “Is there a better way to perform these tasks?” This will encourage us to find a faster, better way, and to use better technology or better procedures to handle routine activities.  Establishing priorities In determining how we use our time, we should be clear about our priorities and relate our activities to them. It is critical to distinguish between what is urgent and what is important. Setting priorities in the use of time is a two-step process: 1. List things that need to be done. 2. Prioritise items on the list.  Use the „ABC method‟ to determine our priorities Place each item on the list into one of the following categories: Priority A  Very important and urgent – must be done today.  These are the critical items that only our own skills can accomplish, things that cannot be delegated.  Tasks that we are really paid to do, and the tasks that return the maximum value for the time spent.  Use the „ABC method‟ to determine our priorities Place each item on the list into one of the following categories: Priority B Less important and less urgent – should be done today. These are items of medium value. Items in this category may contribute to improved performance, but are not essential or do not have critical deadlines.  Use the „ABC method‟ to determine our priorities Place each item on the list into one of the following categories: Priority C Unimportant and may stand over – nice if they were done today. This is the lowest value category. While interesting or easy, these tasks could be postponed or scheduled for slack periods.  Setting deadlines Once tasks are prioritised, setting deadlines for each task will further assist in effective time use. It is important to know how many hours are available that particular day for task completion, and set time deadlines for each one. Always start with the A items before moving to the B items. Set aside blocks of time for important A tasks and set realistic deadlines. Even if we cannot complete all our tasks in one day, we will be most effective if we concentrate on the priorities first.  Time wasters The following are self-generated or internal time wasters:  Disorganisation (work area, not productive)  Procrastination (postponing tasks: boring)  Inability to say “no” (take on more we can handle, don’t be offensive, offer alternative)  Lack of interest (in the job, consider ways to make work more interesting)  External time wasters (Interruptions eg. E-mails, office socialising, unscheduled visitors)  Effective time management planning In order to improve control and use of time, as Tourism educators we should pay attention to the following:  Setting objectives (Importance of tasks determined by measuring tasks and activities against objectives: mark 100 Tourism tests in 2 days)  Scheduling time Scheduling time for different tasks should reflect how we set priorities and plan.  Effective time management planning It is important to schedule activities for the day according to a priority list. The following aspects must be taken into account when scheduling:  List the activities for which the time has already been set and cannot be changed.  Schedule activities against a fixed time.  This will encourage discipline to start an activity at the fixed time.  Effective time management planning  For a long and difficult activity, schedule time long before it is due.  Divide the task into “mini jobs” and schedule time for each of them. This will ensure that difficult and lengthy tasks will be finished in good time.  Group similar activities. For example, set time aside to make phone calls and to answer all correspondence.  Schedule time for unexpected things  Setting up a “to do” list This should be done as follows:  Write down, in random order, all the tasks that need to be done in the coming week.  Prioritise them according to their importance or urgency.  Then classify them as A, B or C priorities.  Determine the time that should be spent on each of these tasks or activities.  Hints for effective time management The following should aid in effective time management: Physical exercise, enough sleep, healthy diet Don’t take too many tasks at the same time Be well prepared for every day’s teaching Don’t postpone decisions When a task is started, finish it Accumulated marking could turn life into a nightmare (learners want immediate feedback) Be careful to over commitment to your teaching Know what is in your diary and prioritise  Video 10 Time Management Tips for Teachers: How to get more done during the day https://youtu.be/4gcTvwpYUdM Improve Your Time Management as a Teacher with This Tip https://youtu.be/oIca-uwhYgE Cracking the time management code for Teachers https://youtu.be/pDjpgCZhJX4  Readings Time Management for Teachers  Reference list Joubert, R & Prinsloo, S. 2013. Creating Safe and Effective Classrooms. Pretoria: Van Schaik (Page 94-96)