As you discovered in the previous lesson, managing your time effectively is a skill we all need to consider developing. This lesson continues the theme of time management and focuses on effective planning and dealing with distractions.
 
Having looked at biorhythms in the previous e-m@il lesson, you should see why it is a good idea to plan what you do and when you do it.

Some people, though, plan reactively and some plan proactively. Planning reactively means you react or respond to situations and plan accordingly. Planning proactively means planning ahead, anticipating situations before they happen and making plans to deal with whatever happens.

Decide whether each statement is related to a reactive or proactive type of planning. Follow the example.

 

 

Reactive / Proactive

1.01

You draw up project plans and timelines at the beginning of a project, plan regular review meetings and put them in your diary.

Proactive

1.02

A problem comes up, so you call an emergency meeting at short-notice.

 

1.03

A customer complains about a product, so you get the product fully tested.

 

1.04

You launch a new product you think will work and only then get feedback from customers.

 

1.05

At work, you immediately try to deal with every thing that comes up.

 

1.06

A customer complains about a product, so you check to see how many other complaints there have been about the product, if any.

 

1.07

You organise a focus group with customers to identify their needs and then decide what type of new product you could launch

 

1.08

Things are busy, so you have a ‘Things to do Today’ list and focus on the highest priority tasks.

 
Are you a reactive or proactive planner?
Make some notes of your proactive or reactive planning.

 

 

 

 
Decide whether the following statements are true or false (T/F).

 

 

T/F

2.01

A proactive planner is likely to be less stressed at work than a reactive planner.

 

2.02

Proactive planning can actually save you time in the long-run because it helps you use time more efficiently and effectively.

 

2.03

A reactive planner controls their workload but a proactive planner is controlled by their workload.

 

2.04

A proactive planner is usually more productive than a reactive planner.

 

2.05

Other people find it difficult to work with reactive planners because reactive planners often interrupt the work of others.

 

2.06

A proactive planner usually makes more mistakes than a reactive planner

 

2.07

Proactive planners usually get promoted more quickly than reactive planners

 
Do any of these examples describe people you work with?

 

 
TOP 15 TIME THIEVES
A top UK business consultancy did some research into time management. The chart shows which activities take up the most time according to this research.

Based on your own experience, where do you think the problems in a-e below appear in the Top 15 chart. Write the problems (a – e) into the appropriate space to complete the Top 15.
  1. [3.01] ________________
  2. [3.02] ________________
  3. Poor information exchange between departments
  4. Problems with computers
  5. Change of priorities caused by colleagues
  6. Lack of organisational planning
  7. [3.03] ________________
  8. Inappropriate organisational structure
  9. Moving goal posts #
  10. Putting things right that were not done right the first time
  11. Indecision
  12. [3.04] ________________
  13. Distractions in the place of work e.g. a radio
  14. Office procedures that are too bureaucratic ##
  15. [3.05] ________________
 a) Unnecessary checking on others and their work

b) Telephone interruptions

c) Badly organised/chaired meetings

d) Poor listening skills of others

e) People stopping to chat
# If you move the goal posts one side changes the rules or limits after an agreement has been reached.

## If something is bureaucratic, it involves a lot of complicated rules or procedures.
‘I just don’t have time for this right now’ is a common complaint. However, interruptions are a part of professional life. This activity looks at some possible strategies for dealing with interruptions.

Match the strategy to the definition.

4.01

Look busy

Saying the same thing again and again is not very clever, but will finally make someone listen to your needs and leave you alone.

4.02

Explaining and suggesting

If you don’t have time to do something for someone, try asking them to talk to someone else or to find a different way to do something.

4.03

Repetition

If you wear headphones and do not look away from your work, people will find it hard to interrupt you.

4.04

Suggesting alternatives

If someone regularly interrupts you, do the same to them verbally so that they won’t get the chance to say what they want.

4.05

Giving authority

Telling someone why you cannot help them right now is often successful. So that they don’t get upset, you can offer an alternative, scheduled time when you can help.

4.06

Interrupting the other person

If you are the boss, you could give someone the power to make decisions instead of you.
Which of the above do you use now or think you will use in the future?
Use the following time expressions to complete the sentences below. You may need to change some of the verbs into the correct form. The first one has been done for you.

take your time

waste time 

a matter of time.

time after time

living on borrowed time.

find time

time is on our side.

have time

time frame

run out of time

timeout

spend time

5.01

 You’re  wasting   my  time. This is so unimportant.

 

5.07

You need to ____________________  for a social life as well.

5.02

 This happens  ____________________. It’s becoming a bad habit..

 

5.08

I just don’t ____________________ for this right now.

5.03

 Sorry you’ve  ____________________. Game over!

 

5.09

__________  more __________ on important issues. Prioritise your work.

5.04

 We don’t need to accept their offer yet. ____________________ .

 

5.10

____________________  – don’t hurry.

5.05

 He’ll agree eventually, ____________________.

 

5.11

We’re ____________________ . We need to act fast.

5.06

 OK, ____________________! We all need a break. Let’s come back in 10 minutes.

 

5.12

What ____________________ are we talking about? A week? A month?
Now put the verbs in the correct boxes to complete the patterns in the table below.

6.01

 

time

doing

something

6.02

 

6.03

have

time

for

something

6.04

 

6.05

 

someone’s

time

 

6.06

 

 

6.07

 

time

to do

something

6.08

take

Study tip!
It is a good idea to record vocabulary patterns in this way rather than noting down single words. Try to write new words in full sentences too.
These quotes are taken from a guide to Time Management written by Martin Scott for the Ashridge Virtual Learning Resource Centre:

‘It is easy to be busy, any fool can be busy, but surely you are not paid to be busy - you are paid to be effective, and being effective means doing the right things. If you are not doing the right things it doesn't matter how hard you work.’

‘Time management is not about speed, but effectiveness.’

‘You cannot manage time. The only thing you can manage is yourself.’

Take some time now to note down some points that will help you become more effective at managing your time – or managing yourself!
 






In this lesson you have:
explored the concept of reactive and proactive planning
looked at the causes of time loss in the workplace
focused on strategies for dealing with unwelcome interruptions
worked on vocabulary development, specifically related to ‘time’ expressions
written your own time management action plan
The next e-m@il lesson looks at Stress Management: how stress at work affects your performance and what you can do to minimise stress as well as strategies for dealing with it.