Time Management, Importance, 4D, Procrastination etc. discussed here.

1. Strategic Time Management
by
Emranul Haque| Assistant Manager
Human Resources | IHPL
December 2015 | MIDAS SAFETY Bangladesh

2. Objective
 Time Management
 Benefits
 Obstacles
 Way to overcome

5. Time Management
Time management is the act or
process of planning and
exercising conscious control over
the amount of time spent on
specific activities, especially to
increase effectiveness, efficiency
or productivity.

6. Why Time Management?
For many, it seems that there's just never enough time
in the day to get everything done. When you know
how to manage your time you gain control. Rather
than busily working here, there, and everywhere (and
not getting much done anywhere), effective time
management helps you to choose what to work on
and when.

7. Benefits of time management
 Efficient
 Successful
 Healthy

8. Obstacles to effective time management
 Unclear objectives
 Disorganization
 Inability to say “no”
 Interruptions
 More interruptions

9. Obstacles to effective time management
Periods of inactivity
Too many things at once
Stress and fatigue
All work and no play

10. What can we do?
Recognize that obstacles exist
Identify them
Employ strategies to overcome

11. Set goals (SMART)
 Specific
 Measurable
 Achievable
 Realistic
 Time-based

12. Goal Setting
To start managing time effectively, you need to set goals.
When you know where you're going, you can then figure out what
exactly needs to be done, in what order.
Without proper goal setting, you'll fritter your time away on a confusion
of conflicting priorities.
People tend to neglect goal setting because it requires time and
effort. What they fail to consider is that a little time and effort put in now
saves an enormous amount of time, effort and frustration in the
future.

13. Prioritization
Prioritizing what needs to be done is especially important.
Without it, you may work very hard, but you won't be achieving
the results you desire because what you are working on is not of
strategic importance.
Most people have a "to-do" list of some sort.
The problem with many of these lists is that they are just a
collection of things that need to get done. There is no rhyme or
reason to the list and, because of this, the work they do is just as
unstructured.

14. Managing Interruptions
After Goal Setting and Prioritization it is important to know how to minimize the
interruptions faced during day. There are phone calls, information requests,
questions from employees and any unexpected event.
Some do need to be dealt with immediately, but others need to be managed.
One excellent tool that discuss how to minimize your interrupted time is The
Urgent/Important Matrix.
Remember, Interruption is a natural and necessary part of life. Do what you
sensibly can to minimize it, but make sure you don't scare people away from
interrupting you when they should.

15. Scheduling
When you know your goals and priorities, you then need to know how to
go about creating a schedule that keeps you on track, and protects you
from stress.
This means understanding the factors that affect the time you have
available for work.
You not only have to schedule priority tasks, you have to leave room for
interruptions, and contingency time for those unexpected events that
otherwise wreak chaos with your schedule.
By creating a robust schedule that reflects your priorities and well as
supports your personal goals, you have a winning combination:

16. Prioritize
 Address the urgent
 Accomplish what you can early
 Attach deadlines to things you delay

17. Prioritize- 4D
 Do
 Delay
 Delegate
 Delete

18. • Not
important &
Not urgent
• Not
important
but urgent
• Important
but not
urgent
• Important &
Urgent
DO Delay
DeleteDelegate
Prioritize- 4D

19. Overcoming Procrastination (Delaying Tasks)
Step 1: Recognize that you're Procrastinating.
 Delaying tasks and keeping for Future.
 Making excuse
Step 2: Work out WHY you're Procrastinating.
 Unpleasant tasks.
 Disorganized attitude.
 Fear success than failure.
 Perfectionist.
 Under-developed decision making skill.

20. Overcoming Procrastination (Delaying Tasks)
Step 3: Adopt Time-Efficiency Strategies
Stop practicing the habit.
Reward yourself.
Ask someone to check on you.
Get organized.
Use various tools.

21. Minimizing Distractions
Email.
 Schedule "email" times .
 Check and respond to email at "low productivity" times .
 Turn emails into actions.
 Keep your email program closed during important tasks.
Disorganization .
 Organize yourself, workplace to get mental and physical
satisfaction!

22. Minimizing Distractions (Interruptions)
Instant Messaging (IM).
 Use in a disciplined way.
 Set a time to be “Online”.
 Set “Busy” status when required.
Phone Calls.
 Use in a professional approach.

23. Organize
PC Table Task

24. Learn when to say “NO”
You can’t do everything
Don’t undertake things you can’t complete
Remain consistent to your goals

25. Use your waiting time
 On public transportation
 At the doctor’s office
 Waiting for your plane
 On hold
 When you are early

26. Concentrate on the task at hand
 Focus on your goal
 Tune out interruptions

27. Consider your personal prime time
 Morning?
 Evening?
 Late night?

28. Celebrate your success

29. 10 Common Time Management Mistakes
1. Failing to Keep a To-Do List.
2. Not Setting Personal Goals.
3. Not Prioritizing.
4. Failing to Manage Distractions.
5. Procrastination.
6. Taking on too Much.
7. Thriving on "Busy“.
8. Multitasking.
9. Not Taking Breaks.
10.Ineffectively Scheduling Tasks.

32. Review
– Set goals
– Prioritize
– Organize
– Learn when to say “NO”
– Use your waiting time
– Concentrate on the task at hand
– Consider your personal prime time
– Celebrate success

33. The Big Rocks of Life

35. THANK YOU