Time Management & DelegationPresented by Shahira El ShanawanyArea Training ManagerMadinat Makadi1Lesson 1: Time Management ObjectivesAnalyze how we spend our time.Explain the 'Five Steps to Managing the Day'.Plan to make the best use of our time by establishing priorities for carrying out tasks Identify and learn how to minimize (or control) time wasting interruptions to our working day.Tip: Add your own speaker notes here.2Myths of Time ManagementWhat do you think are some of the myths about time management?Managers who are most active, get the most done.The harder you work, the more you get done.Doing it yourself will save you time and the results are better.Pressure makes me perform. If I used time management it would take away my effectiveness.Time management techniques are too time consuming. I don't have time to sit down and plan my day.3How do I spend my time?A lot of demands are made on you both personally and professionally. If you can manage your time you can manage your life better.Time log handoutComplete the log and answer the questions of the next 3 slidesDid you do everything your job description expects of you? What didn't you complete?

What sorts of things prevented you getting everything done?

What times of the day do you work better? (Note these times)

Five Steps to Managing the DayPlan to Plan: Make time to plan and organize your time.The ABC of prioritizing: Prioritize your tasks3. Exploit your body clock peaks4. Control interruptions: Control non-urgent interruptions and time wasters.5. Assign and Delegate1. Plan to PlanPlanning is a challenging activity, you first need somewhere quiet to sit and think. The first thing is to find time in your work schedule for planning, however difficult this may be. Perhaps half an hour at the start of your working week and fifteen minutes every day. Planning = Plan/check/organise/check/action/check/review. In the third stage of the process, 'organise', we decide the order in which we will do each task, but how do we decide the order?2. The ABC of prioritizingFirst distinguish between tasks that are urgent and those that are important.

Tasks that are urgent need doing A.S.A.P., even though they may not be important.

Important tasks are those that have to be done but not necessarily right now.

Most of our tasks can be divided into four groups:A Tasks - Important and Urgent TasksB Tasks - Important but not Urgent TasksC Tasks - Urgent but not Important TasksD Tasks - Busy Work2. The ABC of prioritizingHIGH URGENCYLOW URGENCYHIGH

IMPORTANCELOW

IMPORTANCEACDB2. The ABC of prioritizingWhen we have made our plans there are a couple of simple tools we should use to help us to prioritize our tasks and manage the day - a diary and a 'to do' list

A planning record A log of what we have actually done.What sort of things will you record?Dates and times of meetingsNames, addresses and telephone numbers of useful contactsTarget dates for starting or completing tasksStaff holiday datesOur own holiday dates2. The ABC of prioritizingTo Do List Handout Answer the questions in the next three slidesAt the end of the day it is also useful to write a brief record of the day's work - what went well and where improvements could be made. This should only take 5 minutes but it saves much more time later.Look back to your time log and assign each of the tasks an A, B, C or D priority.

Make a note of the time in the day you tackled these tasks.

Did you find that you have lots of energy at certain times of the day yet at other times it can be a real struggle to do things? Make a note of these times.

3. Exploit your body clock peaksEveryone has 'peaks' and 'troughs' of energy throughout the day. This rising and falling of energy is called our Biorhythm or body clock.Early birds work best when they tackle B tasks in the morning and C tasks in the afternoon.

Night owls work best when they tackle B tasks in the afternoon and C tasks in the earlier part of the day.Note: A tasks need to be dealt with as they arise.Exercise What times of the day can you cope with the following situations?ActivityBest timeWorst timeAttending meetingWriting memos and reportsDealing with difficult guestsCoping with unexpected problemsStrenuous (Tough) physical activitiesThinking things out, such as problems, planning.4. Control interruptionsIn addition to revealing our body clock peaks and what time of the day we do particular tasks, the time log also provides us with information about the interruptions to our day.

It is surprising how much of time is taken up with non-essential interruptions. What are time waster?4. Control interruptionsTelephone interruptionsVisitorsPaperworkPoor communicationProcrastinationLack of self planningStressDelegationInability to say noTime waster are:4. Control interruptions ExerciseInterruption/time wasterSolutionTelephone interruptionsVisitorsPaperworkPoor communicationProcrastinationLack of self planningStressDelegationInability to say no

Handout5. Assign and DelegateOne of the interruptions/time wasters we have just identified is delegation.

As a responsible person, one of your responsibilities is to assign and delegate tasks to your team.Time Log: Identify what tasks you could have delegated or assigned to a member of your team tasks. SummaryOrganising yourself and managing your time is an important element of the pro-active behaviour you need to be an effective Manager.

It is important to stress that we need to continually review the way we manage our time by focusing on:

How do I spend my time now?How would I like to spend my time?What I intend to do about itPost Work AssignmentHaving reviewed your time log and having identified your peak working times and main time wasters, take some time to develop a strategy to improve your time management Your strategy should outline:What part of the day you will spend planning.What information you will record in a diary and a 'to do' list.What part of the day you will dedicate to A/B/C tasks (if possible).The tasks you will assign/delegate.What steps you will take to control time wasters.Present this strategy to your manager/supervisor for discussion.Implement the strategy.Lesson 1: Wrap-upWhy is it important to manage your time well?When planning your day, what time is the most valuable?How can you increase your prime time?How do you deal with interruptions?Pre-Course Assignmentyou are asked to think of an experience when a manager delegated a task to you. How did you feel, how it went, what benefits to you and others, what did you learn .etc.25Thank youLesson 2 : DelegationI would like to share an experience with you that serves as an analogy to explain the benefits and challenges of delegation.

Read out the story

If you want people to be successful you have to start somewhere!

DelegationDelegating/assigning are essential skills of supervision/management.

It's what makes your job different to being in a non-supervisory/managerial role.

If supervision/management is getting the best job done through people, then knowledge of delegation is very important.Lesson 2: Delegation ObjectivesUnderstand the difference between assigning and delegating.

Understand what and whom to assign and delegate work.

Tip: Add your own speaker notes here.29Delegation ExerciseTake 5 minutes to list 15 activities you now do as a supervisor/manager.

30Now take another 5 minutes to rank them in terms of their importance.

Assigning versus DelegatingBefore we discuss the subject in any further detail let's first clarify the difference between assigning and delegating, as it can cause confusion.

What is assigning?It is giving someone the responsibility to complete a task. This task is usually within the normal scope of their responsibilities.What are some examples of assigning?Assigning a waiter to a workstation.Assigning a room attendant to count laundry.Assigning a cashier to collect some brochures from the store.

So assigning is an essential part of organizing day-to-day duties.

What is Delegating?It is giving someone the responsibility, and if necessary the authority, to complete all of, or part of, a task or project.

Quite often delegation involves more in-depth activities or tasks outside the usual responsibilities of that employee.

What are some examples of delegation?Delegate the duty roster to your assistant.Delegate the inventory to your senior room maid.Delegate the upkeep of the employees' notice board to the senior receptionist.Pre-Work Assignment DiscussionHow did your Managers confidence in you make you feel?Did you successfully complete the task to everyone's satisfaction?What were the benefits to you and others?What effect did this one incident have on your future development, performance, and career?What did you learn about delegation from this experience?Group ExerciseIn Groups: What are the benefits of delegating and assigning?Gets the work done efficiently.You have more time to spend on other more challenging tasks.Allows supervisors to SUPERVISE.Make maximum use of available resources.Employees are given the opportunity to develop new skills.Increases employee morale/motivation/creativity/teamwork.You have the opportunity to develop employees - share expertise, boost self esteem.Your hotel/department has a deeper more experienced pool of talent.Assigning and DelegationIf you do not assign or delegate you will be too involved in tasksYou should never be over involved to an extent that you cannot see the entire picture.Delegation is a strategic supervisory technique that can provide a challenging new opportunity to an employee and a time management opportunity to you.It does not mean you should do 'nothing' while others do everything! Rather you should get on with the real job of overseeing the department.Assigning and DelegationYou expect you boss to delegate and assign. Likewise your employees and your boss expect you to delegate to others.

If you can match a potentially satisfying assignment with an employee who is ready, willing and able to meet the challenge then you can have an immediate impact on that individual and the team's morale.

Obstacles to Delegating/Assigning."What if they get it wrong - I'll be blamed"."I've always done this myself"."I'm in charge here"."By the time I've explained it I'd have it done"."They might do better than me"."My boss never delegated to me"."There is no one capable to delegate to"."I don't know what I should delegate"."They might think I'm lazy"."No one's interested in doing these jobs".

What do you think of a manager who tries to do everything?Don't trust me.Inexperienced.Wants to play the 'martyr'.Afraid I'll find out something.

Steps to AssigningAssigning is straightforward and is not so difficult.

Before you carry out a task, what should you ask?Can someone else do it?

And if they can, how do you assign?Steps to AssigningCommunicate your requirementsCheck for understandingMonitor to ensure it is doneWhat and Who to Delegate?Delegating is a little more complicated in its execution, but it is a worthwhile skill to spend time on.

To delegate correctly it is important to know:What tasks can be delegated and to whom.

The following guidelines will help you to decide.

What and Who to Delegate? D I Y Delegate out of your department Delegate out of your CompanyDelegate Up to your SupervisorDelegate to your Subordinates Do It YourselfGuidelines to help you decide What tasks to delegate and to whomTasks you must do.Tasks you should do, someone else could help.Tasks you could do, but so could someone else (opportunity).Tasks others should do, you can help.Tasks others must do.1. Tasks you must do.Such As:Staff evaluationPlanning for the team we supervise.Discipline, praise and reward.Setting goals for the team we supervise.SalariesCritical decisions2. Tasks you should do, someone else could help.Such As:Vacation planVIP contactMenu planningWeekly roster

3. Tasks you could do, but so could someone else (opportunity).Such As: Weekly scheduleBuffet set up for a special promotionRoom checkBookings

4. Tasks others should do, you can help.Such As: Last minute changes.Unexpected rush.

5. Tasks others must do.Such As: Technical jobsTasksSpecialist areas

Exercise - What can I delegate?The object of the exercise is to go back through your list of 15 activities and determine which tasks could be delegated to your employees and which tasks you must do personally.

Discuss Which activities would you delegate?Were any of the activities you would delegate ranked 1-5 in importance?If yes, Why would you delegate these activities?If No, Continue

To whom do you delegate?Who should be challenged?Who should not do it?Who has the necessary skills?Is experience essential?Do I need to delegate this to my colleagues or my manager instead of an employee?Which individual would be developed through this?How much money is involved?What are the consequences if it goes wrong?Steps to DelegatingAs a proactive Manager you will have to take a risk sometimes when delegating.

However, you can certainly minimize that risk by delegating correctly at the time.

When you have decided on the task and chosen the personthere are seven steps to guide you in the process.

Steps to delegatingExplain the task: The first step is to clearly explain the task and why it is important to your employee.2. State the result you require.3. Explain limitations: such as time or budget.4. Confirm authority.5. Check understanding.6. Establish a monitoring system.7. Confirm support.Using an appropriate delegation styleIt is important to spend a moment considering the delegation style we adopt for each employee.

Each task being delegated and each person being delegated to requires a different style of delegation.

The style we adopt should take into consideration the motivation and competence of the employee.Motivation/CompetenceLOW MOTIVATIONHIGH MOTIVATIONHIGH

COMPETENCELOW

COMPETENCEABCDMotivation/CompetenceHigh motivation/high competenceLow motivation/High competenceA. This is the person about whom we can confidently say "Just leave them alone". This person wants to get the job done and done properly.No monitoringNo trainingC. This employee requires monitoring not training.High monitoringDeadlines in small incrementsNo trainingHigh motivation/Low competenceLow motivation/Low competenceB. There is a danger of overlooking the training needs of this employee but they do need to be shown how to do the task correctly, at least once.TrainingLow monitoringD. We may hesitate to give this person any task but we need to expand the capabilities of the team by delegating to this person.High monitoringTrainingInvestment of timeMotivation/CompetencePerhaps the biggest mistake we can make as managers/supervisors is using an inappropriate delegation style. Over monitoring highly motivated employees will quickly cause the motivation to be lost. Not training highly motivated but low competence employees can result in low motivation. To be successful in our delegation effort we have to consider both motivation and competence.What should we do if the delegation/assigning doesn't work the first time around, despite following the correct steps?Do not get discouraged (remember the shoelaces!).Do not take back the task and do it yourself.Carefully review what has happened so far.Uncover any hidden concerns - fear of failure, lack of confidence.Find any communication failures - unclear expectations, conflicting priorities, selective listening.Learn from your mistakes, encourage your employees to learn from theirs and go through the delegation process again.Lesson 2: Wrap-upWhat is assigning?What is delegating?What are the barriers to assigning and delegating?What should you consider before delegating?What are the steps to follow when assigning?What are the steps to follow when delegating?Any questions

61Delegation Story - Tutor only