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

You are taking control and planning ahead

 

1.02

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

Reactive

You are reacting to the problem.

 

1.03

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

Reactive

You are reacting to the customer’s complaint and plan only to test the product the customer has bought.

 

1.04

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

Reactive

Your planning has not included market research or planning ahead for potential problems.

 

1.05

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

Reactive

‘Everything that comes up’ suggests you wait for things to happen then deal with them

 

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.

Proactive

As well as reacting to the customer’s problem, you are planning ahead to see if there is a pattern that can be identified. If there is, you will have the information necessary to deal more effectively with the problem and any other similar problems in the future.

 

1.07

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

Proactive

Proactive research to plan ahead for the most appropriate product.

 

1.08

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

Proactive

You are taking control and are setting achievable goals.

 
Are you a reactive or proactive planner?


Your notes might include examples from the previous activity. Do you plan ahead? Set targets? Wait for something to happen before you act?

Some companies encourage forward thinking, proactive planning whereas others perhaps expect you to do your job and leave the planning to others.

Does your job type affect the way you plan? Does your position or the culture of the organisation you work for affect the way you plan?
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.
A proactive planner organises their time well and thinks ahead. By doing this they are more likely to anticipate problems and can often deal with them before they happen. This is less stressful than dealing with unexpected problems.

T

2.02

Proactive planning can actually save you time in the long-run because it helps you use time more efficiently and effectively.
By taking the time at the beginning of a task or project to plan carefully, you allow for a more efficient use of time and other resources in the future.

T

2.03

A reactive planner controls their workload but a proactive planner is controlled by their workload.
The opposite is generally true.

F

2.04

A proactive planner is usually more productive than a reactive planner.
The above examples show that careful planning and thinking ahead help you to use your resources more effectively and so become more productive and less wasteful.

T

2.05

Other people find it difficult to work with reactive planners because reactive planners often interrupt the work of others.
Reactive planners will often need people to stop what they are doing in order to deal with an issue that has just come up.

T

2.06

A proactive planner usually makes more mistakes than a reactive planner
Again, thinking ahead and anticipating problem areas allows you to keep mistakes to a minimum.

F

2.07

Proactive planners usually get promoted more quickly than reactive planners
This perhaps depends on how forward thinking the organisation is. However, forward thinking proactive planners are more likely to have considered how their actions now will affect their careers in the future.

F
Do any of these examples describe people you work with?

You may know some people who fit the description of the forward thinking planner who always seems aware of what is needed. Such people often ask questions that others have not thought of and seem able to organise others around them.

Equally, you may know people who do not seem able to act until others have told them what to do.
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.
HIGH

200

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

150

 

 

 

 

 

100

 

 

 

 

 

 

 

 

 

 

50

 

 

 

0

 

 
LOW 

 

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15
The answers below reflect the findings of this research.
Your own experience may be different to the results of this research.
  1. [3.01] Telephone interruptions
  2. [3.02] People stopping to chat
  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] Badly organised/chaired meetings
  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] Unnecessary checking on others and their work
  13. Distractions in the place of work e.g. a radio
  14. Office procedures that are too bureaucratic ##
  15. [3.05] Poor listening skills of others
 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
‘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

Repetition

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

Suggesting alternatives

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

Look busy

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

4.04

Interrupting the other person

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

Explaining and suggesting

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

Giving authority

If you are the boss, you could give someone the power to make decisions instead of you.
 

5.01

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

 

5.07

You need to find time for a social life as well.

5.02

 This happens  time after time. It’s becoming a bad habit..

 

5.08

I just don’t have time for this right now.

5.03

 Sorry you’ve  run out of time. Game over!

 

5.09

Spend  more time on important issues. Prioritise your work.

5.04

 We don’t need to accept their offer yet. Time is on our side .

 

5.10

Take your time  – don’t hurry.

5.05

 He’ll agree eventually, it’s just a matter of time.

 

5.11

We’re living on borrowed time . We need to act fast.

5.06

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

 

5.12

What time frame 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

spend

time

doing

something

 

6.02

waste

 

6.03

have

time

for

something

 

6.04

make

 

6.05

waste

someone’s

time

 

6.06

take

 

6.07

make

time

to do

something

 

6.08

find

 

6.09

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.
The following points are examples only. You have to decide what works best for you.
recognise where you often waste time and plan to change the habit
prioritise your tasks
set achievable goals
take time to plan more thoroughly
become more assertive when people interrupt you
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.