Use of ICT in Time Management

By the end of this presentation youshould be able to answer thefollowing questions:

1. Describe how ICT is used in time management

2. Describe the skills required for good time management

What does poor Time management lead to?

Bad time management can lead to more costs to the company

Bad time management can lead to poor reputation

Bad time management can lead to unsatisfied customers

Bad time management can lead to low staff moral

What is Time management?

This is the finding and using of the most efficient way of completing tasks/projects in the most acceptable period of time but with the highest quality

The shortest time possible does not mean good time management; it usually means cutting corners and ending up with a poor quality product

Time management techniques

Outside experts (consultants) are brought in

Examine existing good practice Attend courses or Gain qualifications

in time management to bring in good practice

Features of good time management 11. Identifying short and long term targets Short targets are very important; in order to help staff moral

and ensure that each step is achieved before going on to the next

2. Prioritising Targets must be independent of each other and each target

is given relative importance Resources/funding/date for completion is dictated by the

priority of a taget3. Planning Time must be spend planning before going ahead with a

project. The short term targets/steps are worked out along with each

steps; costs; time for completion; priority

Features of good time management 24. Decision making Correct decisions are important at each

stage of the project Correct decisions reflect an awareness for

the short and long term targets. They must look at the overall picture to ensure decisions made today do not negatively affect the next target

5. Use of ICT Hardware, software and communication

devices are all used to assist the project

Use of ICT in time management: Hardware and communication devices available

Use of ICT in time management: Software available

Organiser package

Features: Organising emails Organising contacts Organising tasks Calendar function: record

appointments and set visual alarms Public calendar function: used for all

employees to see when the next meeting or event

Use of ICT in time management: Software availableArranging workload or Stopwatch software – this is

software that allows the user to click on a specific task and the computer will periodically remind the user how long they have been working on that task

Benefits:Managers see if a task is taking too long and allocate

extra resourcesIt can be used to help predict how long each task will take

and therefore managers can allocate resource appropriately

This helps with daily and weekly planning This helps to ensure work is spread equally among

workers

For example: http://www.designsoft.com/

Use of ICT in time management: Software availableBusiness/Project management software that produce

Gantt charts, timescales, projects with calendarsGantt charts: used to plan out all the tasks of a

project/processGantt charts are used to show the overall “flow” of the

project. Benefits:Enables planning for sequential and parallel activitiesSequential: task B can not be completed until task A is

completed Parallel: task A and task B can be completed at the same

time; they are independent from each other but will FINISH at the same time

What is a Gantt Chart? A visual representation of a project over time

Used to schedule, coordinate, and allocate the resources needed to complete a project

Shows start, end, and specific target dates called “milestones”

Example Gantt Charts

Construction project management

Specific to construction of buildings

Uses a critical path method of project management

This first finds the optimum time to be spent on individual tasks

The critical path is then the order which tasks must be completed so that the project is finished on time

TASKS

1. Create a poster for CCC students: Tell them about the benefits of good time

management Tell them what time management

ideas/methods/techniques students can use Give students examples of how they can actually

use these techniques to help them 2. Complete the Gantt chart task

Useful weblink:http://www.effective-time-management-strategies.com/student-time-management.html