Managing Time

Abstract

To assist language-program administrators in carrying out their management and leadership responsibilities effectively, this chapter focuses on developing a time-management plan that is based on a key time-management principle: the importance of connecting daily activities to core values. The chapter covers basic reasons for organizing and managing time and introduces four primary strategies for successful time management. These strategies include (a) incorporating time management into a daily routine, (b) dealing with unfinished business and incomplete tasks, (c) avoiding crisis management whenever possible, and (d) managing electronic communication. When these strategies are combined into regular and systematic practice, they can coalesce into a coherent time-management plan.

Appendices

Appendix A: Preliminary Inventory on Time Management for Language-Program Administrators

Directions: Read each question. Check yes if the statement is true for you 25% or more of the time. Check no if the statement is true for you less than 25% of the time.

• 1. Do you sometimes reach the point where you find yourself deliberately not opening your mail, reading your email, or clearing phone messages for a few days?

▢ Yes

▢ No

• 2. Is the top of your desk often so cluttered with piles of paper that you don’t have any space left to do your work?

▢ Yes

▢ No

• 3. Does it sometimes take you more than 10 minutes to unearth an important piece of paper from your files, desk, etc.?

▢ Yes

▢ No

• 4. Are there papers on your desk that you haven’t looked through for a week or more because you have been too busy to deal with them?

▢ Yes

▢ No

• 5. Within the last two months, have you forgotten any scheduled appointment, anniversary, or specific date that you wanted to acknowledge?

▢ Yes

▢ No

• 6. Do you tell co-workers to ignore the mess in your office because you know where everything is?

▢ Yes

▢ No

• 7. Do you have some friends and family who get annoyed with you because you do not have time to return calls, answer letters, and spend time with them?

▢ Yes

▢ No

• 8. Do you have stacks of articles and professional journals piling up because there is something important in each one, but so far you have not had time to read them?

▢ Yes

▢ No

• 9. Do you find yourself avoiding phone calls and social events because you just do not have the time to deal with people?

▢ Yes

▢ No

• 10. Do you frequently procrastinate so long on a work assignment that it becomes an emergency or panic situation?

▢ Yes

▢ No

• 11. Do you often misplace your cell phone, keys, glasses, gloves, briefcase, and other items?

▢ Yes

▢ No

• 12. Do you have piles of papers in closets, in corners, or on the floor because you have no time to decide where to put them or what to do with them?

▢ Yes

▢ No

• 13. Do you feel that the storage problems in your office could be solved if you had more space?

▢ Yes

▢ No

• 14. Do you want to get everything organized in your office, but it is such a mess that you do not know where to begin?

▢ Yes

▢ No

• 15. Does your workday usually start with a crisis of some sort?

▢ Yes

▢ No

• 16. Do you put off making decisions until the situation becomes an emergency?

▢ Yes

▢ No

• 17. Do you make to-do lists for the day but never make it through the lists?

▢ Yes

▢ No

• 18. Do you have a difficult time keeping regular office hours?

▢ Yes

▢ No

• 19. Are you constantly plagued by interruptions and, as a result, never seem to get anything done?

▢ Yes

▢ No

• 20. Do you often find yourself agreeing to do something just because you don’t know how to say no?

▢ Yes

▢ No

Scoring: Give yourself one point for each yes.

1–4	You are relatively well organized and manage your time quite well. The organizational and time-management principles presented in this chapter will either serve as a helpful review or introduce you to a few new time- management strategies.
5–7	You have a little problem with time management and organization. You could benefit from implementing the strategies outlined in this chapter.
8–10	You probably feel that you are about to lose control. You should begin following the time-management suggestions outlined in this chapter.
11–20	You are disorganized and do not manage your time well. It is time for an organizational overhaul. You should follow the suggestions outlined in this chapter, consult additional time-management resources, implement a time-management plan, and make time management the most important goal in your life until you get back on track.

Appendix B: Two Perspectives on Professional Activity

Part I. Make a list of 10 professional activities that you consider most important. In a perfect world where you had no other professional distractions or obligations, these are the activities that you would pursue and value above all other activities.

1.	6.
2.	7.
3.	8.
4.	9.
5.	10.

Part II. How do you spend your time? List 10 activities that occupy the bulk of your time in a normal professional working day.

1.	6.
2.	7.
3.	8.
4.	9.
5.	10.

Part III. Put your lists side by side. How do they compare? How many of the activities that you value (Part I) appear in the second list (Part II)?