Effective Time management- By Eka Academy

Topics to be covered
 Formulating goals using powerful Goal
SettingTechniques
 Dealing with difficult tasks
 Getting organized
 Maximizing the available time
 The importance of right attitude
 Use of technology in time management
 Managing stress by effectively managing
time
Time Managementwww.ekaacademy.in

“You delay, but time will not.” – Benjamin
Franklin

What is time management ?
 Time management refers to the development of
processes and tools that increase efficiency and
productivity .
 Time management doesn’t “just happen” for anyone – it
is a skill that must be worked on, and that most people
find to be a life-long challenge
 Time is a resource.Your time is valuable, your employees’
time is money and good time management results in
increased productivity and self-esteem.
 Good time management is a major component of
business success.

Importance of time management
 Since time is a valuable resource, effective
use of time translates into efficiency, greater
business profit and more time for family,
friends and other activities.
 Factors such as Event control, Productivity
and Self-esteem are influenced by time
management.

Purpose of Time management
 GOALS: To make progress towards achieving
your personal and professional goals , one
needs available time .
 STRESS: Management of time prevents the
amount of stress one goes through .
 BALANCE: Effective time management
enables a person to have a well balanced life.

Formulating goals using powerful
goal setting techniques

Goal setting
 In today’s world one needs to set goals in order
to succeed in life. Goals help you to focus and
also give a direction to your thought process.
 Goal setting not only allows you to take control
of your life's direction; it also provides you a
benchmark for determining whether you are
 Goal setting is a process that starts with careful
consideration of what you want to achieve, and
ends with a lot of hard work to actually do it.

1.Set goals that motivate you!!
 When you set goals for yourself, it is important
that they motivate you, this means making sure
that they are important to you and that there is
value in achieving them.
 If you have little interest in the outcome, or it is
irrelevant given the larger picture, then the
chances of putting in the work to make them
happen are slim. Motivation is key to achieving
goals.

 Its important to set goals that relate to the high
priorities in your life. Without this type of focus,
you can end up with far too many goals, leaving
you too little time to devote to each one
 Goal achievement requires commitment, so to
maximize the likelihood of success, you need to
feel a sense of urgency and have an "I must do
this" attitude.

2.Set SMART Goals
 The simple fact is that for goals to be powerful,
they should be designed to be SMART.There are
many variations of what SMART stands for, but
the essence is this – goals should be:
 Specific.
 Measurable.
 Attainable.
 Relevant.
 Time Bound.

 Set Specific Goals: Your goal must be clear and
well defined.Vague or generalized goals are
unhelpful because they don't provide sufficient
direction.
 Set Measurable Goals: Include precise amounts,
dates, and so on in your goals so you can measure
your degree of success. Without a way to measure
your success you miss out on the celebration that
comes with knowing you have actually achieved
something.

 Set Attainable Goals: Make sure that it's possible to
achieve the goals you set. If you set a goal that you have
no hope of achieving, you will only demoralize yourself
and erode your confidence. However, resist the urge to
set goals that are too easy. By setting realistic yet
challenging goals, you hit the balance you need.
 Set Relevant Goals: Goals should be relevant to the
direction you want your life and career to take. By
keeping goals aligned with this, you'll develop the focus
you need to get ahead and do what you want. Set
widely scattered and inconsistent goals, and you'll
fritter your time – and your life – away.

 SetTime-Bound Goals :Your goals must have a
deadline. Again, this means that you know when
you can celebrate success.When you are
working on a deadline, your sense of urgency
increases and achievement will come that much
quicker.

3.Set Goals in Writing
 The physical act of writing down a goal makes it real
and tangible.You have no excuse for forgetting
about it. As you write, use the word "will" instead of
"would like to" or "might."
 For example, "I will reduce my operating expenses
by 10 percent this year," not "I would like to reduce
my operating expenses by 10 percent this year."The
first goal statement has power and you can "see"
yourself reducing expenses, the second lacks passion
and gives you an excuse if you get sidetracked.
 Post your goals in visible places to remind yourself
every day of what it is you intend to do..

4.Make an Action Plan
 This step is often missed in the process of goal
setting.You get so focused on the outcome that
you forget to plan all of the steps that are
needed along the way.
 By writing out the individual steps, and then
crossing each one off as you complete it, you'll
realize that you are making progress towards
your ultimate goal.This is especially important if
your goal is big and demanding, or long-term

5.Stick With It!
 Remember, goal setting is an ongoing activity
not just a means to an end. Build in reminders
to keep yourself on track, and make regular
time-slots available to review your goals.
 Your end destination may remain quite
similar over the long term, but the action plan
you set for yourself along the way can change
significantly.
 Make sure the relevance, value, and necessity
remain high.

Dealing with difficult tasks

 No matter what your profession is, or how
well educated and skilled you are in the aspects of
your job, there always seems to be a few tasks that
we all tend to find difficult or shy away from (or skip
completely) for various reasons.
 When you work with the same people day in and
day out , chances are you will eventually encounter
a situation that can be very “explosive”.These
situations are generally fueled by anger, frustration
or any other highly unstable emotion you need to
be careful about your attitudes since they can
damage the career and our professional
networking.

Strategies
1. Inject Humor:We should be able to lighten the
mood by using a little humor to show we are
non taking it too seriously.This helps to reduce
the level of stress , allowing everybody to think
about the whole situation .
2. Invite a third party to mediate: Involve a
respected third party can help both sides feel
that they are being heard .
3. Shift perspective : you need to change our
perspective about the situation and consider
many different points-of-view.

4. Compromise: Compromise is the necessity
for any relationship , professional or
personal remember together, a solution
can be created.
5. Surrender : Non stop arguments can
potentially damage the long term
relationship with any person causing
irreparable harm to the ability to work
together.

Things to remember…
 Establish facts first
 Ask a lot of questions
 Actively listen
 Avoid Pre –judgement
 Act Professionally
 Aim for win-win
 Always remember ..There is no one size fits
all approach

Things to remember…
 Managers have no honeymoon phase when it
comes to learning their jobs. Difficult situations,
such as handling workplace complaints, employee
conflicts and personal requests, never take a break.
 Having the ability to handle difficult situations,
articulate the reasons for policy and rules, and being
clear on one's own personal stance on these issues,
increases the new manager's credibility and
predictability.
 Gaining the basic skills to address these situations
is a prerequisite for becoming an effective
supervisor.

Getting Organized

ORGANISING..
 "Organising is the process of defining and
grouping the activities of the enterprise and
establishing the authority relationships among
them.” Theo Haimann
 "Organising is the process of identifying and
grouping the work to be performed, defining and
delegating responsibility and authority and
establishing relationships for the purpose of
enabling people to work most effectively
together in accomplishing objectives.” Louis
Allen,

STEPS IN ORGANISING
Organising is a step-by-step process. At each step,
an important task is performed by the
administrators working at the top-level of
management. While organising, the top managers
use the following process…

1.Fixing the objectives of the
organisation
At the top level, administrative management
first fixes the common objectives of
organisation. At the middle level, executive
management fix the departmental
objectives. Lastly, at the lower level,
supervisory management fix the day-to-day
objectives. All the objectives of the
organisation must be specific and realistic.

2.Finding activities must for
achieving objectives
After fixing the objectives, the top-level
management prepares a list of different
activities (or works) which are required to be
carried out for achieving these objectives.
This list is prepared at random without
following any sequence or order.This is a very
important step because it helps to avoid
duplication, overlapping and wastage of
efforts.

3.Grouping the similar
activities
All similar or related activities having a common
purpose are grouped together to make
departments. For e.g. all activities or works
which are directly or indirectly connected with
purchasing are grouped together to make the
Purchase Department. So various departments
such as Purchase, Production, Marketing,
Finance, etc. are made.The grouping of similar
activities leads to division of labour and
specialisation.

4.Defining responsibilities of
each employee
The responsibilities (duties) of each employee
are clearly defined.This will result in the
selection of a right person for the right post /
job. He / she will know exactly what to do and
what not to do.Therefore, it will result in
efficiency.

5.Delegating authority to
employees
Each employee is delegated (surrender or
given) authority.Without authority, the
employees cannot carry out their
responsibilities. Authority is the right to give
orders and the power to get obedience.The
authority given to an employee should be
equal to the responsibility given to him.

6.Defining authority
relationship
When two or more persons work together for
a common goal, it becomes necessary to
clearly define the authority relationship
between them. Each person should know
who is his superior, from who he should take
orders, and to whom he will be answerable.
Similarly, each superior should know what
authority he has over his subordinates.

7.Providing employees all
required resources
After defining the authority relationships, the
employees are provided with all the material
and financial resources, which are required
for achieving the objectives of the
organisation. So in this step, the employees
actually start working for a common goal.

8.Coordinating efforts of all
to achieve goals
This is the last stage or step in the process of
organisation. Here, the efforts of all the
individuals, groups, departments, etc. are
brought together and co-coordinated
towards the common objectives of the
organisation.

Maximizing the available time
Time only seems to matter when it’s running out.
--Peter Strup

Maximising time is all about focusing on the
right things.
It is not important to just be busy, but being
busy doing the things that are important,
matters.
People use time to complete unimportant
tasks rather than doing the things that really
need sorting out.

Ways to maximize time…

Identify how you spend your
time
 Spending a short while working out what you
normally do with your time will help you in
the long-run. Identifying those areas where
time is being wasted and where it is being
well spent will help you to prioritise.What
counts is not the amount of time that you put
in overall, but the amount of time that you
spend working on important, worthwhile
tasks

Set goals
 It’s all well and good being efficient with your
time, but to what end if you really don’t know
how you want to spend it? Many people spend
precious time and energy trying to be more
efficient without setting goals— in other words,
they don’t focus on the things that are most
important to them. By knowing precisely what
you want to achieve, you will know exactly
where to concentrate your efforts. Having set
goals can also be a good motivator.

Keep a ‘to do’ list
 You can keep a list in your head of things that
need doing, but it’s far better to free your mind
of this by writing or typing a list, which you can
then refer to throughout the day.Your list could
be written on a piece of paper, typed and saved
on your computer, or held in a Filofax system —
it’s really up to you.Ticking off jobs as you do
them can give a real sense of satisfaction and
spur you on to complete the rest — plus, of
course, using the list will reduce the amount of
time you take up thinking about what you need
to do

Prioritise
 It’s no good compiling a list if you put
everything in the wrong order!There’s always
a temptation to do the things that
you want to do first, rather than the things
that you need to do.
 Sort out your priorities and deal with the
important things first.Whatever is left
incomplete at the end of the day probably
didn’t need doing immediately anyway, and
can be dealt with on another occasion.

Do it right first time
 If you try to complete a task half-heartedly when
you’re not really in the mood for it, then it’s likely
that you’re not going to complete it properly.
 Make sure you take the time to do things ‘right’
or to the best of your ability on the first occasion,
so that the fewer mistakes you make, the less
time you will waste going back and having to do
it all over again.
 Doing the important things first — when you’re
most ‘switched on’ and alert — means you’ll be
more likely to do them correctly.

Stop putting things off
 Most people have a tendency to procrastinate
and look for ways out of doing what they
should actually be doing.
 It is often best to do the thing you’d least like
to do first, as all your avoidance tactics will
often be aimed at putting off this one task.
 Just thinking of the reasons why that task
should be done should be enough to make
you do it.

Multi-task
 It is possible to do a few things at the same
time to get the most out of the time
available.
 Planning to do a ‘fun’ activity alongside a
routine task will allow you to make the most
of whatever it is that you’re doing.

Delegate
 It seems obvious, but you can free more time
up for yourself by getting others to do jobs
for you!
 The idea is to hand over any tasks that
someone else can do — particularly if they
can do them faster or just as well as you.
 In the workplace, consider delegating to a
colleague: you never know, they may even
welcome being given that particular task —
especially if they are good at it!

Importance of right
attitude
It is your attitude at the beginning of a task that
determines success or failure. -unknown

What is meant by right
attitude
 Attitude means a mental position with regard to
a fact or state; also can be defined as a feeling or
emotion towards a fact or state.
 Having the right attitude is developing the right
emotion or taking the right mental position
towards work and your career, it helps you
develop the necessary personal tools and the
needed network to achieve your goals and fast
track your career.
 The right mental attitude accounts so much for
the success you can achieve in your career.

Positive impact of right
attitude
 Career success Positive people get promoted and get raises
not just because of their own work, but because they bring
out the best in others.
 Stress reduction Negativity leads to stress because it
convinces you that the events around you are bad.
Meanwhile, looking for the positives in a situation
convinces you that the events around you are better, which
reduces stress. Lower stress has a strong effect on personal
health and health care costs.
 Teamwork improvementThe more positive you are, the
better your interactions will be with the people around you.
Think simply of how you react in comparison to the people
around you – the same general themes are true with
regards to how people interact with you.

 Customer relations improvementThe same
idea is true with your customers: the more
positive you are with your customers, the better
your relationship with them will be and the more
business you’ll develop with them.
 Motivational improvementThis is perhaps the
most unorthodox one, but it’s also true. If you
look at your work with a positive attitude, it’s
much easier to actually do the work than if you
apply a negative attitude towards it, no matter
what you’re doing

Tactics to improve your
attitude
1. Come up with a positive response to every
situation you meet.
2. Look for the good in other people
3. Act happy, even if it’s a painted day-glow
smile
4. Drop the sarcasm

Use of technology in time
management

 The progress of technology has meant that we are
now connected all the time anywhere we are to the
rest of our network which means our time can be
used up much quicker than ever before.
 However , even though technology has increased
the pace of development and put pressure on us by
using up our time, it can be used in many
imaginative ways to save time and make us
productive in many ways that was not possible
before.
 The following is a number of interesting ideas you
can employ to become more productive using
technology:

 Use modern digital calendars to assist you in
management of tasks. For example, MS Outlook is a
good candidate to start with if you have never managed
your days using digital calendars before.
 Create tasks and appointments as soon as something
pops into your mind. Do not think that you will record it
later.This will only leave an "open loop" in your mind
which slows you down since you continuously are
worried that you are going to forget doing this
important task.
 Set reminder tasks for yourself to think of concepts
and plan these for a long time into the future.The
beauty of digital system is that you can plan for way into
the future which also gives you more control over the
direction of your life in general.

 Set automatic task/reminders to train yourself
over a new habit. Habits take 20 days or so to form
so you need to keep repeating a task until it
becomes a habit. Set an automatic task with a
reminder to remind you every day that you need to
do the task at an appropriate time. Gradually you
will learn to do it without the reminder at which
point it becomes a habit.
 Use automatic reminders to warn yourself when
you are becoming unproductive.. It is as if you have
created a digital supervisor to look over you, even
though the supervisor is your own creation.

Managing stress by effectively
managing time

 Time Management helps you to reduce long-term
stress by giving you direction when you have too
much work to do.
 It puts you in control of where you are going, and
helps you to increase your productivity. By being
efficient in your use of time, you should enjoy your
current role more, and should find that you are able
to find the time to relax outside work and enjoy life.
 Good time management is essential for coping with
the pressures of modern life without experiencing
too much stress

Work out your goals
 This first step towards improving your time
management is to ask yourself some questions.
“Work out who you want to be, your priorities in life,
and what you want to achieve in your career or
personal life,” says Donaldson-Feilder. “That is then
the guiding principle for how you spend your time
and how you manage it.”
 Once you have worked out the big picture, even if it's
quite general, you can then work out some short-
term and medium-term goals. “Knowing your goals
will help you plan better and focus on the things that
will help you achieve those goals,” says Donaldson-
Feilder.

Make a list
 A common time-management mistake is trying
to remember too many details, leading to
information overload. A better way to stay
organised and take control of your projects and
tasks is to use a to-do list to write things down.
 “Try it and see what works best for you,” says
Donaldson-Feilder. She prefers to keep a single
to-do list, to avoid losing track of multiple lists.
“Keeping a list will help you work out your
priorities and timings, so it can help you put off
the non-urgent tasks.”

Work smarter, not harder
 Good time management at work means doing
high-quality work, not high quantity. Donaldson-
Feilder advises concentrating not on how busy
you are but on results. “Spending more time on
something doesn’t necessarily achieve more,”
she says. “Staying an extra hour at work at the
end of the day may not be the most effective
way to manage your time.”
 You may feel resentful about being in the office
after hours.You’re also likely to be less
productive and frustrated about how little you’re
achieving, which will compound your stress.

Have a lunch break
 Many people work through their lunch break to gain an
extra hour at work, but Donaldson-Feilder says that can be
counter-productive. “As a general rule, taking at least 30
minutes away from your desk will help you to be more
effective in the afternoon,” she says.
 A break is an opportunity to relax and think of something
other than work. “Go for a walk outdoors or, better still, do
some exercise,” says Donaldson-Feilder. “You’ll come back
to your desk re-energised, with a new set of eyes and
renewed focus.”
 Planning your day with a midday break will also help you to
break up your work into more manageable chunks.

Balance Situations – What’s
really urgent and what’s not
 Another time management technique is to learn to
distinguish true emergency situations from
situations that seem urgent but just aren’t that
important.
 Before you drop everything next time, ask yourself:
Is this truly important or just urgent to the person
requesting my help?What will the consequences be
if I don’t handle this immediately? Do I actually have
important and urgent things that should be done
instead? Is there someone else that can handle this
situation? Time Managementwww.ekaacademy.in

Practise the 4 Ds
 We can spend up to half our working day going through our email
inbox, making us tired, frustrated and unproductive. A study has
found that one-in-three office workers suffers from email stress.
 Making a decision the first time you open an email is crucial for
effective time management.To manage this burden effectively,
Donaldson-Feilder advises practising the 4 Ds of decision-
making:
Delete: half of the emails you get can probably be deleted
immediately.
Do: if the email is urgent or can be completed quickly.
Delegate: if the email can be better dealt with by someone else.
Defer: set aside time at a later date to spend on emails that
require longer action.

Effective Time management- By Eka Academy

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