Time Management: the need for which is generally felt, but the techniques and the advantages of better time management are generally not cared for. Knowing the very special value of time, and more particularly, how the many successful people have understood and practice the art and science of time management, it is hoped will create better interest in the participants. How to go about realizing the importance, how to handle, are some of the aspects, that have been touched upon.

2. PROF. V. VISWANADHAM TIME MANAGEMENT

3. ? WHAT ? WHY ? HOW ? ?

4. An Experiment Let us summarize first, and then get into the details.

5. The purpose of this session on Time Management is to help us DO MORE in the time we have; so that, we can HAVE MORE of the life we want… and live more …

6. Time Management is about finding time for the ‘right’ things ~ which becomes possible only when we know, realize and practice saying ‘no’ to inconsequential things

7. What would you like to do if God gave you one extra hour a day? 7 AM to 8 AM.

8. What would you not do if God gave you one less hour a day? 7 AM to 8 AM.

9. JOBS WE LOVE TO DO

10. JOBS WE NEED TO DO

11. TO DO LIST The Filter

12. TO DO LIST The Filter NEED NOT DO NEED TO DO LOVE TO DO DO 2nd DO 1st

17. Develop the essential habit of punctuality for it is the most important aspect for high success. Punctuality reflects discipline and proper regard for others. Without it, even the most sophisticated person appears slightly offensive.

18. I M P R O V E S TIME MANAGEMENT YOUR EFFECTIVENESS + YOUR OVERALL LIFE Now let us get into the details

19. You have a right to get the best out of YOUR TIME. BETTER THINGS BEGIN TO HAPPEN WHEN YOU BEGIN TO IMPROVE YOUR TIME MANAGEMENT SKILLS

20. PLANNING TAKES TIME: NOT PLANNING TAKES M O R E TIME TIME MANAGEMENT & PLANNING ARE INTIMATELY CONNECTED

21. PLANNING IS NOT A WASTE OF TIME RESULTS IN EFFECTIVE UTILISATION OF TIME PLANNING

22. ESSENTIALLY . . . TIME MANAGEMENT IS 1 st THINGS 1 st DOES A BETTER ALTERNATIVE EXIST AT ALL ? FIRST THINGS FIRST PRIORITIZATION IS THE CORE ISSUE

23. TIME IS UNCONTROLLABLE WE CANNOT MANAGE TIME WE CAN ONLY MANAGE OURSELVES & OUR USE OF TIME HENCE, TIME MANAGEMENT IS ESSENTIALLY SELF – MANAGEMENT L = T

24. MANAGING OURSELVES & OUR USE OF TIME ESSENTIALLY, IT CONSISTS OF . . . ~ AN IDEA OF PRIORITISATION , OF CLARIFYING VALUES , & OF COMPARING ~ THE RELATIVE WORTH OF ACTIVITIES, BASED ON THEIR RELATIONSHIP TO THOSE VALUES.

25. TIME MANAGEMENT INVOLVES . . . IDENTIFYING YOUR MOST PRODUCTIVE HOURS ~ THE HOURS WHEN YOU FEEL YOU ARE MOST CREATIVE FOR INTENSE WORK NOTE THAT SOME PEOPLE ARE MORE PRODUCTIVE DURING THE BEGINNING OF THE DAY, WHILE SOME FEEL THAT DURING THE LATER PART OF THE DAY, THEY ARE BETTER BE CLEAR ABOUT YOUR PRODUCTIVE HOURS, AND PLAN YOUR WORK ACCORDINGLY

26. SELF – MANAGEMENT REFERS TO YOUR ABILITY TO PLAN, ORGANISE, DIRECT & CONTROL TO REVIEW, REVISE, REPLAN, REIMPLEMENT & SUCCEED.

27. THUS, THE FOCUS IS ON SETTING GOALS – [SPECIFIC LONG-TERM, MEDIUM-TERM & SHORT-TERM GOALS] AND DIRECTING TIME & ENERGY TOWARDS THE ATTAINMENT OF THESE GOALS, IN HARMONY WITH VALUES.

28. THE FIRST STEP – DETERMINE YOUR GOALS ~ BE CLEAR, DETAILED AND SPECIFIC ABOUT YOUR FUTURE PLANS AND WHAT YOU HAVE TO DO TODAY , TO ACCOMPLISH THOSE GOALS. THERE IS ABSOLUTELY NO OTHER WAY, TO CONCRETISE YOUR GOALS. BE WILLING TO DO AT LEAST SOMETHING, EVERY DAY, IN ORDER TO ACHIEVE YOUR GOALS. TIME MANAGEMENT BEGINS AND IMPROVES WITH GOAL-SETTING.

30. 2. WHAT IS YOUR TIME PERSPECTIVE ? 1. DO YOU COMPLETE THE PLANNED TASK, EACH DAY, OR HAVE A TENDENCY TO PROCRASTINATE ? IF SO, WHY ? 2. HAVE YOU PREPARED TIME-LOGS , AND THUS HAVE A CLEAR IDEA OF THE TIME YOU ARE REALLY UTILISING TO ACHIEVE YOUR GOALS ? 3. ARE YOU SPENDING MORE TIME THAN REQUIRED FOR THE ROUTINE S.N.M. ACTIVITIES ? 4. DO YOU COMPLETE THINGS ON TIME ? OR, YOU USUALLY FEEL RUSHED, PUSHED AND THUS, STRESSED ? SOME IMPORTANT QUESTIONS: [ Contd… ] =====

31. YOUR CHOICES, DECISIONS AND ACTIONS OF TODAY, and EACH SUCCESSIVE DAY, WILL CERTAINLY INFLUENCE YOUR ABILITY TO ACHIEVE YOUR GOALS. TIME MANAGEMENT IMPLIES APPRECIATING THE VALUE OF TIME & TREATING IT AS A RESOURCE. TIME, SO FAR AS WE ARE CONCERNED, IS NOT UNLIMITED AND HENCE, OF GREAT VALUE ~ USE TIME VERY VERY VERY CAREFULLY LET IT ADD VALUE TO YOUR LIFE.

32. HAVING GOALS HELPS IN DEVELOPING SENSITIVITY TO THE VALUE OF TIME IT’S A BAD AND UNPLEASANT EXAMPLE – BUT LET ME RISK GIVING IT. IMAGINE THAT TODAY IS THE LAST DAY OF YOUR LIFE. I WISH YOU ALL SHATHAMANAMBHAVATHI. BUT LET US TAKE THE EXAMPLE AND DISCUSS FURTHER. WHAT HAPPENS ? SUDDENLY, EVERY MINUTE, EVERY MOMENT BECOMES VERY PRECIOUS AND CHERISHED. EXTEND THE LOGIC . SINCE WE DO NOT KNOW ABOUT OUR LIFE SPAN, DOES IT NOT MAKE SENSE, TO CONSIDER THE AVAILABLE TIME AS PRECIOUS, OF GREAT VALUE, LIMITED IN SUPPLY, AND HENCE, TO BE USED VERY CAUTIOUSLY.

33. THUS, IT WOULD BECOME NECESSARY FOR YOU, TO BE CHOOSY, TAKE CAUTIOUS DECISIONS, ETC. QUESTIONS SUCH AS, WHAT IS IMPORTANT ? NOT IMPORTANT ? AND LESS IMPORTANT ? WHAT IS EFFECTIVE ? LESS EFFECTIVE ? WHAT IS EFFICIENT ? LESS EFFICIENT ? WHAT IS URGENT ? LESS URGENT ? NOTE THAT: WHAT IS NOT IMPORTANT NOW , MAY OR MAY NOT BECOME IMPORTANT LATER, BUT, WHAT IS NOT URGENT NOW, WILL SURELY BECOME URGENT, LATER.

36. SOME USEFUL HINTS: [ Contd… ] 5. DO NOT ENGAGE YOURSELF IN ACTIVITIES THAT HAVE NOTHING AT ALL TO DO WITH YOUR GOALS. 6. DO NOT FALL A VICTIM TO THE UNFORTUNATE TENDENCY OF MISINTERPRETING URGENCY FOR IMPORTANCE. 7. POSTPONING AND WAITING TO DO A TASK, UNTIL IT BECOMES URGENT, DOES NOT MAKE SENSE. =====

38. IMPROVING TIME MANAGEMENT SKILLS IT IS NOT THAT EASY. IT REQUIRES LOT OF MOTIVATION AND PERSISTENT HARDWORK. IT IS USEFUL TO REMEMBER THAT THE FOLLOWING ARE ALSO IMPORTANT: 1. SPENDING TIME WITH YOUR FAMILY 2. IMPROVING YOUR SKILLS 3. PURSUING HIGHER STUDIES 4. KEEPING YOURSELF UPDATED 5. BUILDING NEW RELATIONSHIPS 6. EVALUATING TASKS THAT HAVE BEEN COMPLETED 7. TASKS YOU WANTED TO DO, BUT COULD NOT DUE TO LACK OF TIME GUIDING PRINCIPLES: 1. A SENSE OF PURPOSE 2. A SENSE OF PROPRIETY 3. A SENSE OF PROPORTION

40. 3. MEETINGS THAT ARE UNSCHEDULED, WITHOUT CLEAR AGENDA AND WITHOUT CLEARLY DEFINED ROLES FOR THE PARTICIPANTS ~ REQUEST FOR AN AGENDA ~ VERIFY YOUR ROLE FOR THE MEETING ~ ASK THAT THE MEETING DURATION BE DEFINED ~ VERIFY AND ENSURE THAT THE REQUIRED REPORTS/ DOCUMENTS ARE PREPARED AND CARRIED ~ DEPENDING ON THE OTHER IMPORTANT AND URGENT WORK ON HAND, YOU MIGHT REQUEST PERMISSION TO ABSTAIN FROM THE MEETING 4. PARTICIPANTS REACHING LATE FOR THEIR MEETINGS OR APPOINTMENTS ~ YOU MUST YOURSELF BE PUNCTUAL ~ MAKE CLEAR YOUR AVAILABILITY – TIME LIMITS ~ MAKE OTHERS RESPECT YOUR PRIORITIES & DO NOT FORGET RESPECTING OTHERS’ PRIOPITIES [ Contd … ]

41. 5. NOT PLANNING PRIOR TO STARTING THE WORK ~ PRACTICE THE HABIT OF THINKING ON PAPER 6. DUPLICATION OF WORK – EVEN SMALL ACTIVITIES LIKE READING A MAIL OR E-MAIL, MORE THAN ONCE IS A WASTE – UNLESS IT CANNOT BE TAKEN CARE OF IN THE FIRST READING ~ AS FAR AS POSSIBLE, DISPOSE OF THE PAPER IN ONE ATTEMPT; KEEP TRACK, IF IT REQUIRES YOUR FURTHER ATTENTION 7. LACK OF CLARITY IN COMMUNICATION – ONE OF THE MAJOR TIME WASTERS ~ BE CLEAR, MAKE A WRITTEN NOTE, REQUEST THE OTHER PERSON TO NOTE DOWN THE IMPORTANT POINTS, IF NEED BE, YOU GIVE HIM A WRITTEN NOTE. [ Contd … ]

42. 8. STRESS AND FATIGUE ~ BETTER STRESS MANAGEMENT PRACTICES ~ BETTER PLANNING INCLUDING PROPER PRIORITISATION ~ IMPROVING YOUR SKILLS AND GETTING BETTER PREPARED 9. THE INABILITY TO SAY “NO” ~ PRACTICE DISCRIMINATING, ~ ALSO PRACTICE SAYING ‘NO’ POLITELY 10. DESK MANAGEMENT, PROPER FILING AND DOCUMENTATION ~ GET BETTER ORGANISED =====

44. STRATEGIES FOR MANAGING TIME: 2. IMPORTANCE OF LEARNING WHEN AND HOW TO SAY ‘NO’: YOU HAVE TO DECIDE WHAT YOUR HIGHEST PRIORITIES ARE AND HAVE THE COURAGE – PLEASANTLY, SMILINGLY, NON-APOLOGETICALLY- TO SAY ‘NO’ TO MANY MANY THINGS. FIRST, LIST AND PRIORITISE – THEN, ORGANISE AROUND THOSE PRIORITIES – NEXT, DEVELOP THE DISCIPLINE TO STICK AND STAY WITH YOUR PRIORITIES. [ Contd … ]

45. STRATEGIES FOR MANAGING TIME: 3. BALANCE YOUR LIFE: DON’T NEGLECT IMPORTANT AREAS OF YOUR LIFE SUCH AS HEALTH, FAMILY, PROFESSIONAL PREPARATION, PERSONAL DEVELOPMENT (WHICH INCLUDES CERTAINLY A SPIRITUAL DIMENSION). VERY OFTEN WE COME ACROSS PEOPLE WHO SOLELY CONCENTRATE ON THEIR CAREERS – AND THE RESULT MAY BE A BROKEN MARRIAGE OR CONSIDERABLE DAMAGE TO THEIR HEALTH. A PROPER BALANCE IS REQUIRED BETWEEN PROFESSIONAL LIFE AND PERSONAL LIFE. [ Contd . . . ]

46. STRATEGIES FOR MANAGING TIME: 4. CORDIAL RELATIONSHIPS WITH COLLEAGUES: YOU WILL BENEFIT IMMENSELY FROM THEIR SUPPORT, AND THIS LEADS TO A DIRECT SAVING OF TIME. 5. DEFINE YOUR OBJECTIVES – LONG-TERM GOALS – AS CLEARLY AS POSSIBLE. THESE SHOULD IMPACT YOUR DAILY ACTIVITIES, AND BE INCLUDED IN YOUR ‘TO DO’ LIST. WITHOUT A GOAL OR OBJECTIVE, PEOPLE TEND TO DRIFT, ~ BOTH PERSONALLY AND PROFESSIONALLY. NEVER START AN ACTIVITY WITHOUT DEFINING ITS OBJECTIVES AND SUCCESS CRITERIA. [ Contd … ]

47. STRATEGIES FOR MANAGING TIME: 6. ANALYSE AND REVIEW YOUR USE OF TIME: WHAT WAS THE MOST PRODUCTIVE PART OF THE DAY? WHY? WHAT WAS THE LEAST PRODUCTIVE PART OF THE DAY? WHY? WHAT OR WHO CAUSED THE MAJORITY OF INTERUPTIONS? WHAT COULD YOU DO TO CONTROL THESE INTERRUPTIONS? WHAT WERE YOUR THREE BIGGEST TIME WASTERS ? [ Contd. . . ]

48. STRATEGIES FOR MANAGING TIME: 7. HAVE A PLAN – M.A.P. – MY ACTION PLAN: YOUR YEARLY PLAN SHOULD BE REVIEWED REGULARLY AND RESET AS YOUR ACHIEVEMENTS ARE MET. LISTING TASKS ENABLES YOU TO STAY ON TOP OF PRIORITIES AND REMAIN FLEXIBLE TO CHANGING PRIORITIES. THIS SHOULD BE DONE FOR BOTH PERSONAL AND PROFESSIONAL GOALS. [ Contd . . . ]

49. STRATEGIES FOR MANAGING TIME: 8. REVIEW OF ACTION PLAN: CONDUCT ACTION PLAN ANALYSIS. THE VALUE OF A GOOD PLAN IS TO IDENTIFY PROBLEMS EARLY AND SEEK OUT SOLUTIONS. GOOD TIME MANAGEMENT ENABLES YOU TO MEASURE THE PROGRESS TOWARDS YOUR GOALS ~ BECAUSE “ WHAT YOU CAN MEASURE, YOU CAN CONTROL”. [ Contd. . . ]

50. STRATEGIES FOR MANAGING TIME: 9. DO NOT PROCRASTINATE: IDENTIFY THE REASON FOR THE PROCRASTINATION. CONFRONT YOUR ATTITUDES AND FEARS. WEIGH THE CONSEQUENCES. THEN, DEAL WITH IT. ONE OF THE REASONS FOR PROCRASTINATION COULD BE THAT YOU HAVE NOT REALLY COMMITTED TO THE JOB. THE KEY HERE IS THE SOURCE OF MOTIVATION. REINFORCE YOUR MOTIVATION. [ Contd… ]

51. STRATEGIES FOR MANAGING TIME: 10. BE PROACTIVE: BEING PROACTIVE MEANS THAT YOU ARE ACCEPTING RESPONSIBILITY FOR YOUR OWN LIFE. YOU TAKE THE INITIATIVE AND THE RESPONSIBILITY TO MAKE THINGS HAPPEN. [ Contd … ]

52. STRATEGIES FOR MANAGING TIME: 11. DELEGATE: DELEGATION IS A SKILL. DELEGATION MUST BE USED FOR MOTIVATING AND TRAINING YOUR TEAM TO REALISE THEIR FULL POTENTIAL. IN ORDER TO ENABLE SOMEONE ELSE TO DO THE JOB FOR YOU, YOU MUST ENSURE THAT THEY KNOW WHAT YOU WANT, THEY HAVE THE CAPABILITY AND THE AUTHORITY TO DO IT AND MOST IMPORTANTLY THEY KNOW HOW TO DO IT. [ Contd … ]

53. STRATEGIES FOR MANAGING TIME: 12. BE A GOOD LISTENER: IN ORDER TO LISTEN EFFECTIVLY, A CERTAIN AMOUNT OF DISCIPLINE IS NEEDED. PRACTICE THE FOLLOWING: - STOP TALKING TO OTHERS AND YOURSELF. LEARN TO STILL THE VOICE WITHIN, WHEN NECESSARY. - IMAGINE THE OTHER PERSON’S VIEWPOINT. - LOOK, ACT AND BE GENUINELY INTERESTED. - OBSERVE NON-VERBAL BEHAVIOUR. - DON’T INTERRUPT. - LISTEN BETWEEN THE LINES. - SPEAK ONLY AFIRMATIVELY WHILE SPEAKING. - REPHRASE WHAT THE OTHER PERSON HAS JUST TOLD YOU. =====

55. TIME TESTED TIME TIPS 2. GENERALLY WE FOCUS ON ‘ WHEN YOU NEED TO FINISH SOMETHING’ – INSTEAD FOCUS ON ‘ WHEN YOU SHOULD BE STARTING’. THEN, START WHEN YOU NEED TO. USUALLY, WE TEND TO UNDERESTIMATE THE TASK, AND ALSO, SIMULTANEOUSLY OVERESTIMATE OUR ABILITY, SPEED, EFFICIENCY, AVAILABILITY OF TIME, ETC. AND TEND TO PUT OFF THE ‘IMPORTANT WORK’ IN FAVOUR OF THE URGENT ITEMS, UNTIL THE IMPORTANT WORK, BECOMES ‘URGENT’. THUS, WE START LOSING THE BATTLE.

56. TIME TESTED TIME TIPS 3. SCHEDULE THE MOST IMPORTANT WORK, DURING THE TIME WHEN YOUR ENERGY IS HIGHEST. THE EARLIER IN THE DAY THE BETTER. TAKE CONTROL OF THE DAY, BEFORE IT TAKES CONTROL OF YOU.

57. TIME TESTED TIME TIPS 4. PLAN WHAT YOU WILL WORK ON. IF YOU DON’T HAVE A PLAN, YOU TEND TO ALLOW YOURSELF TO BE INTERRUPTED, DISTRACTED AND DELAYED FROM ACCOMPLISHING WHAT IS MOST IMPORTANT TO YOU. - DEVELOP A PLAN FOR THE WEEK. LIST YOUR OBJECTIVES FOR THE WEEK, IN ORDER OF PRIORITY. - PLAN THE FOLLOWING WEEK, BEFORE SATURDAY EVENING OR EARLY SUNDAY MORNING – YOU WILL HAVE TIME TO GIVE FINISHING TOUCHES. - ALLOW ENOUGH TIME, TO FINISH A COMPLETE PART OF THE TASK (A MILESTONE)

58. TIME TESTED TIME TIPS 5. RECOGNISE THAT YOU WILL NEED TO MAKE ADJUSTMENTS. THERE WILL ALWAYS BE SOME INTERRUPTIONS. THERE WILL BE SUDDEN CHANGES IN WORK. BUILD INTO YOUR SCHEDULE SOME TIME FOR INTERRUPTIONS AND NEW OR UNEXPECTED WORK. WHEN YOU HAVE A ‘MARGIN OF SAFETY’, IT HELPS YOU TO MAINTAIN CONTROL.

59. TIME TESTED TIME TIPS 6. WHENEVER YOU HAVE A CHOICE, DON’T CRAM THINGS TOGETHER. IF ONE OF THE ACTIVITIES RUNS LATE, YOU WILL BE RUSHING FROM ONE PROJECT TO THE NEXT OR ONE APPOINTMENT TO THE NEXT. THAT CREATES ADDITIONAL STRESS THAT YOU DON’T REALLY NEED TO ADD. ALLOW SOME EXTRA MINUTES IN BETWEEN SO THAT YOU WON’T BE AS RUSHED.

60. TIME TESTED TIME TIPS 7. KEEP YOUR DESK OR WORK AREA FREE OF CLUTTER. CLUTTER DISTRACTS YOU FROM YOUR PRIMARY TASK. IT ALSO CREATES ADDITIONAL STRESS. KEEPING THINGS IN ORDER ~ PROMOTES A FEELING OF CONTROL. [ A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE ] [ AN ITEM MISPLACED, IS AS GOOD AS LOST ]

61. TIME TESTED TIME TIPS 8. PHONE CALLS: 1) IF SOMEONE IS UNAVAILABLE FIND OUT THE BEST TIME TO CALL BACK, OR LEAVE YOUR NUMBER. 2) IF YOU NEED TO MAKE REGULAR CALLS, IT WOULD BE BETTER TO AGREE UPON A MUTUALLY BENEFICIAL TIME. 3) LEARN TO LEAVE CLEAR MESSAGES ON OTHER PEOPLE’S ANSWER PHONES. ALWAYS LEAVE YOUR NAME AND PHONE NUMBER, IF YOU WANT THEM TO RING YOU BACK. 4) ORGANISE YOUR THOUGHTS, BEFORE YOU MAKE THE CALL; KEEP BRIEF NOTES OF CALLS MADE & RECEIVED.

62. TIME TESTED TIME TIPS 9. UNEXPECTED VISITORS: - FIND OUT THE REASON, URGENCY, ETC. - SET TIME LIMITS TO YOUR DISCUSSION, POLITELY REVEALING YOUR WORK PRESSURE.

63. SUMMARY: WE NEED TO MANAGE OURSELVES EFFECTIVELY, IN ORDER FOR US TO MEET OUR GOALS IN LIFE. BY REMOVING THE TIME WASTERS FROM OUR LIFE, WE CREATE TIME, WHICH CAN THEN BE USED FOR DOING IMPORTANT TASKS THAT WOULD GIVE US BETTER RESULTS. KNOWING ONE’S PRIORITIES IS ONE THING, BUT IMPLEMENTING THE SAME IS ANOTHER. [ Contd…]

64. SUMMARY: [ Contd…] WITHOUT AN AIM IN LIFE OR WITHOUT A PLAN BEFORE UNDERTAKING A TASK, WE WILL BE LIKE A SHIP IN THE OCEAN WITHOUT A CHARTERED PATH. WE WILL CERTAINLY REACH SOME PLACE, BUT IT MAY NOT BE THE ACTUAL DISTANCE THAT WE COULD HAVE COVERED. DISCIPLINE AND DESIRE ARE THE MOST DIFFICULT AND THE MOST IMPORTANT INGREDIENTS FOR SUCCESS IN IMPROVING YOUR UTILISATION OF TIME. =====

68. THANK YOU FOR COMPLETING WITH ME A TIME MANAGEMENT JOURNEY

69. In case YOU liked this speech and presentation ~ for listening to more speeches and for viewing more presentations, Please Visit: Visit: http:// www.archive.org and Search for Prof. V. Viswanadham Or, visit: http ://www.viswam-becomingbetter.blogspot.com

70. In case YOU liked this presentation ~ for viewing more presentations, On various topics, Please Visit: Please visit : www.scribd.com and search for Viswam.vangapally4581 Or, also visit : www.slideshare.net/viswanadham In case YOU want to give some feedback / contact me : [email_address] Prof. V. Viswanadham ~ [040 – 2722 3383 A BIG THANK YOU FOR YOUR PATIENT LISTENING