An Analysis Of Time Wasters

1-Attempting too much-Doing many things at the same time

Reason

OVERAMBITION AND INORDINATE NEED TO ACHIEVE

Suggestion/Recommendation

Ask what you are trying to prove. be realistic. keep perspective. stop killing yourself. you are not going to take anything into your grave

1-Attempting too much-Doing many things at the same time

Reason

OVERRESPONSE

Suggestion/Recommendation

LIMIT YOUR RESPONSE TO THE REAL DEMANDS OF THE SITUATION. DON’T OVERDO.

1-Attempting too much-Doing many things at the same time

Reasons

OVERDESIRE TO APPEAR COOPERATIVE.

DEMONSTRATING THAT YOU ARE GENEROUS.

Suggestion/Recommendation

STAY UNINVOLVED IF OTHERS CAN HANDLE IT. STOP SAYING YES JUST BECAUSE YOU WANT TO BE APPRECIATED. DON’T MAKE YOURSELF TOO MUCH AVAILABLE.

2-Undefined job responsibly and that’s without authority

Reason

FAILURE TO CLARIFY PRECISE RESPONSIBILITIES. WHAT IS YOUR JOB AND FOR WHAT YOU HAVE BEEN APPOINTED.

Suggestion/Recommendation

PREPARE LIST OF RESPONSIBILITIES FOR APPROVAL. MAKE YOUR OWN JOB DESCRIPTION. NOTE QUARTER HOURS BASED ACTIVITIES FOR TWO WEEKS.

2-Undefined job responsibly and that’s without authority

Reason

JOB OVERLAP. EVERYONE IS DOING THE SAME JOB AND TRYING TO GET THE BLESSINGS OF THE BOSS.

Suggestion/Recommendation

IDENTIFY AREAS OF DUPLICATION. ELIMINATE THOSE THAT ARE NOT REQUIRED. MAKE YOUR OWN FLOW CHART.

2-Undefined job responsibly and that’s without authority

Reason

REPONSIBILITY WITHOUT AUTHORITY. THE ORGANIZATION IS NOT CONSCIOUS OF BOTTOM LINE.

Suggestion/Recommendation

INSIST ON COMMENSURATE AUTHORITY (EQUAL TO RESPONSIBILITY) DON’T BE A SLAVE. DON’T BE IRRATIC. BE PERSUASIVE. ITS TIME TAKING.

3-A great time robber-drop in/unscheduled visitors

Reason

NO PLANS FOR UNAVAILABILITY. YOU DON’T HAVE YOUR OWN SCHEDULE OF DAILY ACTIVITIES.

Suggestion/Recommendation

DON’T TRY TO BE POPULAR. OPEN DOOR MEANS OPEN TO THOSE WHO NEED ASSISTANCE. IMPLEMENT QUITE HOUR. BE IN ISLOLATION FOR SOME TIME DURING THE DAY.

3-A great time robber-drop in/unscheduled visitors

Reason

EXPECTING SUBORDINATES TO CHECK WITH YOU EXCESSIVELY. YOU ARE ALLOWING THEM TO INTERFERE.

Suggestion/Recommendation

MANAGE BY EXCEPTION.

LEARN TO DELEGATE. TRAIN YOUR PEOPLE. MAKE A CHECKLIST FOR THE WORK ASSIGNED. IT SHOULD BE SEEN BY THE ASSIGNEES.

3-A great time robber-drop in/unscheduled visitors

Reason

INABILITY TO TERMINATE VISITS. YOU ARE NOT WILLING/NOT ABLE TO TAKE DECISIONS.

Suggestion/Recommendation

MEET OTHERS OUTSIDE YOUR OFFICE STAND UP UPON ENTRY AND KEEP STANDING. HAVE MEETINGS IN SEPARATE MEETING ROOMS. KEEP YOUR WORKING TABLE FACING TO WALL.

4-Inability to say no-non assertive attitude

Reason

POSSESS CAPABILITIES IN DEMAND. HIGHLY COMPETENT. TECHNOLOGICALLY WELL EQUIPPED.

Suggestion/Recommendation

REFUSE TO SPREAD YOUR SELF TOO THIN. CONCENTRATE YOUR EFFORTS

4-Inability to say non- Non assertive attitude

Reason

NOT KNOWING HOW TO REFUSE

Suggestion/Recommendation

COUNT TO TEN BEFORE SAYING YES WHEN SAYING NO, GIVE REASONS, SUGGEST ALTERNATIVES. IF YOU SAY YES, YOU ARE ETHICALLY BOUND TO FULFILL THAT COMMITMENT.

6-If you fail to plan you are planning to fail

Reason

UNWARE OF IMPORTANCE

Suggestion/Recommendation

EVERY HOUR IN EFFECTIVE PLANNING SAVES FOUR IN EXECUTION AND GETS BETTER RESULTS. THE MORE YOU PLAN, THE MORE YOU WILL SAVE YOUR TIME.

4-Inability to say no- non assertive attitude

Reason

CAN’T SAY NO TO BOSS. INSECUE JOB.

Suggestion/Recommendation

SAY NO BY SHOWING LIST OF AGREED- UPON PRIORITIES IF BOSS INSISTS, ACQUIESCE, BUT ADVICE WHAT YOU FEAR WILL NOT GET DONE. ABILILITY TO CONVINCE THE BOSS TO BE DEVELOPED.

5-Absence or inadequacy of control

 Reason

UNAWARE OF IMPORTANCE

Suggestion/Recommendation

RECOGNIZE THAT CONTROLS MONITOR PROGRESS AND CORRECT VARIANCE, THUS GUARANTEEING SATISFACTORY PERFORMANCE

5-Absence or inadequacy of control

 Reason

LACK ENFORCEMENT OF CONTROLS

Suggestion/Recommendation

RECOGNIZE THIS MEANS YOU MIGHT AS WELL NOT HAVE CONTROLS. OTHERS MIGHT OVERRIDE YOUR AREA OF MANAGEMENT.

6-If you fail to plan you are planning to fail

Reason

ASSUMPTION THAT SINCE FEW DAYS ARE “TYPICAL” IT IS FUTILE TO PLAN. IT IS WITHDRAWL AND INDIFFERNCE.

Suggestion/Recommendation

RECOGNIZE THAT MOST MANAGERS TEND TO WASTE TIME IN THE SAME WAYS EVERYDAY. IF YOU HAVE A MINUTE, PLAN AND EXECUTE.

6-If you fail to plan you are planning to fail

Reason

HAVE PLAN IN MIND IMPORTANT ENOUGH TO WRITE IT DOWN

Suggestion/Recommendation

RECOGNIZE THAT NO MEMORY IS INFALLIBLE, AND THAT NO TO-DO LIST IS COMPLETE UNTIL PRIORITIES AND DEADLINES ARE SET AND MET.

7-Inadequate staff and team

Reason

LACK TRAINING

Suggestion/Recommendation

RECOGNIZE THAT WITHOUT COMPETENT STAFF, EFFECTIVE DELEGATION IS IMPOSSIBLE, MAKE STAFF TRAINING A PRIORITY.

7-Inadequate staff and team

 Reason

LIMITED FINANCES

Suggestion/Recommendation

CONDUCT COST-BENEFIT ANALYSIS DEMONSTRATE WHAT ADDITIONAL STAFF WOULD DO AT WHAT COST

8-Information processing problems-incomplete information

Reason

LACK SYSTEM

Suggestion/Recommendation

DETERMIN WHAT INFORMATION IS NEEDED THEN ENSURE ITS AVAILABILITY RELIABILITY AND TIMELINESS

8-Information processing problems-incomplete information

Reason

LACK OF AUTHORITY TO REQUIRE INFORMATION NEEDED

Suggestion/Recommendation

CALARIFY AUTHORITY. USE RESPONSE DEADLINES. TAKE PROBLEM TO BOSS IF UNSUCESSFUL.

8-Information processing problems-incomplete information

Reason

INDECISION OR DELAY BY OTHERS IN PROVIDING NEEDED INFORMATION

Suggestion/Recommendation

MEET TO EXPLAIN IMPORTANCE OF INFORMATION NEEDED.

9-Lacking management skills-lack of delegation

Reason

CAN DO THE JOB BETTER AND FASTER (I MYSELF)

Suggestion/Recommendation

LOWER STANDARDS TO WHAT IS ACCEPTABLE, NOT YOUR OWN LEVEL OF PERFORMANCE. AVOID PERFECTIONISM. PRAISE AND ENCOURAGE THE WORK DONE. CRITICISE IN CONFIDENCE.

9-Lacking management skills-lack of delegation

Reason

OVER CONTROL

Suggestion/Recommendation

RELAX. EMPHASIZE GOAL- ACCOMPLISHMENT, NOT METHODS. MEASURE RESULTS, NOT ACTIVITIES.

9-Lacking management skills-lack of delegation

Reason

MORE COMFORTABLE “DOING” THAN “MANAGING”

Suggestion/Recommendation

REMEMBER THE JOB OF THE MANAGER IS MANGING, NOT DOING. BE EFFECTIVE AND LEARN WHAT EFFECTIVE PEOPLE DO.

10-Self disorganisation and lack of discipline

Reason

LACK OBJECTIVIES OR STANDARDS

Suggestion/Recommendation

SET OBJECTIVES IN KEY RESULTS AREAS. DEVELOP STANDARDS (CONDITIONS THAT WILL EXIST WHEN THE JOB IS DONE WELL)

10-Self disorganisation and lack of discipline

Reason

NOT FOLLOWING UP

Suggestion/Recommendation

RECOGNIZE THAT PEOPLE DO WHAT YOU INSPECT-NOT WHAT YOU EXPECT-AND THE SAME GOES FOR YOU. IMPORTANT IN EASTERN CULTURE. RIGOROUS FOLLOW UP REQUIRED.

10-Self disorganisation and lack of discipline

Reason

LEAVING TASKS UNFINISHED. A HABIT TO JUMP ON OTHER JOBS WITH OUT COMPLETIN THE ONE IN HAND.

Suggestion/Recommendation

COMPLETE TASKS BEFORE PUTTING THEM DOWN. HANDLE IT ONCE. GET IT DONE THE FIRST TIME.

10-Self disorganisation and lack of discipline

Reason

EGO (VIEWED BY SOME AS A SYMBOL OF BUSINESS, IMPORTANCE, INDISPENSABILITY)

Suggestion/Recommendation

RECOGNIZE EXCESSIVE PAPER MAY ALSO SYMBOLIZE INDECISION, PROCRASTINATION INSECURITY, CONFUSION OF PRIORITIES

10-Self disorganisation and lack of discipline

Reason

FEAR LOSS OF CONTROL

Suggestion/Recommendation

USE PROJECT PLAN SHEETS TO PROVIDE BETTER CONTROL THAN KEEPING ALL FILES ON CLUTTERED DESK

10-Self disorganisation and lack of discipline

Reason

FEAR OF FORGETTING

Suggestion/Recommendation

PROPER CALENDARING AND USE OF CONTACT LOGS IS EXCELLENT MEMORY SUBSTITUTE. NO NEED TO REMEMBER WHAT CAN BE RETRIEVED.

11-Leaving tasks unfinished

Reason

LACK OBJECTIVE, PRIORITIES, DEADLINES

Suggestion/Recommendation

SET OBJECTIVES AND ARRANGE IN ORDER OF IMPORTANCE. SET DEADLINES ON ALL IMPORTANT TASKS.

11-Leaving tasks unfinished

Reason

RESPONDING TO THE URGENT

Suggestion/Recommendation

RECOGNIZE THAT URGENT MATTERS RARELY ARE AS IMPOTANT AS THEY SEEM. LEARN TO MANAGE URGENCIES.

11-Leaving tasks unfinished

Reason

CLUTTERED DESK/PERSONAL DISORGANIZATION

Suggestion/Recommendation

RESIST TENDENCY TO OVERREACT, THUS INTERRUPTING OTHER TASKS. CLEAN YOUR DESK AS YOU COMPLETE.

12-Management by crises

Reason

FALIURE TO ANTICIPATE PROBLEMS

Suggestion/Recommendation

EXPECT THE UNEXPECTED. ASK WHAT CAN GO WRONG. LIST POTENTIAL PROBLEMS AND DEVELOP STEPS TO PREVENT THEM IF POSSIBLE.

12-Management by crises

Reason

OVERREACTION (TREATING PROBLEMS AS CRISES)

Suggestion/Recommendation

LIMIT YOU RESPONSE BY:

?IGNORING PROBLEMS WHICH CAN BE IGNORED.

?DELEGATING OTHERS

?HANDLING ONLY THOSE WHICH YOU ALONE CAN TAKE CARE OF

12-Management by crises

Reason

FIRE FIGHTING

Suggestion/Recommendation

RECOGNIZE THAT IT IS MORE IMPORTANT TO PREVENT NEW FIRE FROM DEVELOPING THAN TO PUT OUT OLD ONES.

13-Meetings

Reason

LACK OF PURPOSE

Suggestion/Recommendation

DON’T MEET WITHOUT A PURPOSE OR AGENDA. ONLY THOSE NEEDED SHOULD ATTEND. ALLOW FOR APPROPRIATE PLANNING.

13-Meetings

Reason

TOO MANY/TOO FEW MEETINGS

Suggestion/Recommendation

TEST NEED FOR REGULAR MEETINGS. OCCASIONALLY DON’T HOLD ONE; SEE WHAT HAPPENS OR CUT TIME IN HALF FOR THOSE TENDING TO LAST A LONG TIME.

13-Meetings

Reason

FAILURE TO SUMMARIZE CONCLUSIONS AND FOLLOW UP

Suggestion/Recommendation

SUMMARIZE CONCLUSION TO ENSURE AGREEMENT AND REMIND PARTICIPANTS ABOUT ASSIGNEMENTS. ENSURE EFFECTIVE FOLLOW-UP. USE TABULATED MINUTES WITH ACTION PLAN AND DEADLINES.

14-Paperwork

Reason

INDECISION

Suggestion/Recommendation

READ IT ONCE, AND HANDLE IT. DO IT NOW; 80% OF DAILY INTAKE CAN BE DISPOSED OF ON FIRST HANDLING. DON’T HOARD IT.

14-Paperwork

Reason

OVERFILING

Suggestion/Recommendation

ANSWER ON ORIGINAL WHEN COPY NOT ESSENTIAL OR USE BACK OF ORIGINAL FOR COPY OF YOUR RESPONSE. (E-mails have solved this problem)

14-Paperwork

Reason

LACK SYSTEM

Suggestion/Recommendation

REDUCE COPIES; STANDARDIZE FORMS; FILE SELECTIVELY, AND ALPHABETICALLY, AND WITH CROSS REFERENCES; CONTROL RECORD RETENTION

15-Communication problems

Reason

USE OF WRONG CHANNEL

Suggestion/Recommendation

SELECT APPROPRIATE CHANNEL (PHONE, LETTER, MEMO, CONFERENCE)

Now email, video conferencing and web based activities.

15-Communication problems

Reason

DIFFERING CALUSE SYSTEMS

Suggestion/Recommendation

RECOGNIZE THAT EXPERIENCE AND ENVIRONMENT CREATE DIFFERENT BACKGROUNDS FOR INTERPRETING COMMUNICATION.

15-Communication problems

Reason

LACK OF FEEDBACK

Suggestion/Recommendation

GET FEEDBACK TO ENSURE UNDERSTANDING TAKE CORRECTIVE ACTION

16-Procrastination

Reason

THINKING, “I WORK BEST UNDER PRESSURE”.

Suggestion/Recommendation

RECOGNIZE THIS ASSUMPTION AS PURE RATIONALIZATION.

16-Procrastination

Reason

EGO TRIP (CRISIS CREATING)

Suggestion/Recommendation

RECOGNIZE TENDENCY TO ALLOW A CRISIS TO DEVELOP SO YOU CAN ASSUME THE ROLE OF “HERO” IN SOLVING IT.

16-Procrastination

Reason

HABIT OF DOING THE EASY OR TRIVIAL FIRST, POSTPONING THE DIFFICULT

Suggestion/Recommendation

GREAT DANGER HERE THAT WHICH MAY NOT GET DONE IS THE MOST VITAL GET #1 DONE FIRST!

17-Socialising

Reason

NEED TO CHANGE PACE AND DESIRE FOR CHANGE IN SCENERY

Suggestion/Recommendation

CONTROL THE URGE AND WHEN INDULGING IT BE THOUGHTFUL OF OTHERS DON’T INTERRUPT THEM. TAKE BREAKS WHEN NO ONE IS WORKING.

17-Socialising

Reason

DESIRE TO STAY INFORMED

Suggestion/Recommendation

PLAN TO OBTAIN NECESSARY INFORMATION ON SYSTEMATIC BASIS

17-Socialising

Reason

THINKING IT IS IMPORTANT FOR YOUR BUSINESS

Suggestion/Recommendation

DISTINGUISH BETWEEN KEEPING LINES OF COMMUNICATION OPEN AND NEEDLESS SOCIALIZING

18-Telephone interruptions

Reason

NO PLAN FOR HANDLING

Suggestion/Recommendation

DEVELOP PLAN TO SCREEN, DELEGATE, CONSOLIDATE.

SET HOURS FOR TAKING CALLS.

18-Telephone interruptions

Reason

INABILITY TO TERMINATE CONVERSATION

Suggestion/Recommendation

PRESET TIME LIMIT (“YES I CAN TALK FOR A FEW MINUTES”).

BE CANDID (SORRY, GOT TO GO NOW)

18-Telephone interruptions

Reason

LACK OF DELEGATION

Suggestion/Recommendation

DELEGATE MORE. REFER CALLS TO DELEGATES. PLAN CALLS. LIST POINTS TO BE DISCUSSED.

19-Travelling

Reason

PURPOSE UNCLEAR

Suggestion/Recommendation

CLARIFY PURPOSE, OBJECTIVES. EXPLORE ALTERNATIVES TO TRAVEL, SUCH AS BRINGING OTHER PERSON TO YOU, TELEPHONE, CONFERENCE CALL LETTER. (NOW WEB BASED CONFERENCING AND ACTIVITIES)

19-Travelling

Reason

POOR USE OF TIME EN ROUTE

Suggestion/Recommendation

KEEP FOLDER FOR READING, WRITING, DISCUSSION.KEEP LISTS FOR THINKING, PLANING, DICTATION.

19-Travelling

Reason

STACKED DESK UPON RETURN

Suggestion/Recommendation

DEVISE PLAN WITH STAFF TO HANDLE WORK IN YOUR ABSENCE. ASSISTANT COULD SEND LIST OR COPIES OF CORRESPONDENCE. GET UPDATING ON EMAIL.