Leadership and Time Management - Level 12

Dr.S.L.Riyas BA, MA, MBA, PHD – Management Consultant /
Trainer
Sunday, April
16, 2017
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Improving your PR and HR skills
Sunday, April 16, 2017
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Value of every Minutes
 To realize the value of one year: Ask a student who has failed a final
exam.
 To realize the value of one month: Ask a mother who has given birth
to a premature baby.
 To realize the value of one week: Ask an editor of a weekly
newspaper.
 To realize the value of one hour: Ask the lovers who are waiting to
meet.
 To realize the value of one minute: Ask the person who has missed
the train, bus or plane.
 To realize the value of one second: Ask a person who has survived
an accident.
 To realize the value of one millisecond: Ask the person who has
won a silver medal in the Olympics.
 Time waits for no one.
 Treasure every moment you have. You will treasure it even more
when you can share it with someone special. Sunday, April 16, 2017
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LEADERSHIP AND TIME
MANAGEMENT
 Time management is important to any person ,
but particularly to students, organization
members , and leaders.
 Time management is a personal skill; only you
know your peak hours, your attention span,
and your eating and sleeping needs-which
must be planned for. Finding a time
management strategy that best fits your needs
is important
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Biggest time wasters
 Worrying about it and putting it off, which leads to
indecision
 Creating inefficiency by implementing first instead
of analyzing first
 Unanticipated interruptions that do not pay off
 Procrastinating
 Making unrealistic time estimates
 Unnecessary errors (not enough time to do it right,
but enough time to do it over)
 Crisis management
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Biggest time wasters
 Poor organization
 Ineffective meetings
 Micro-managing by failing to let others perform
and grow
 Doing urgent rather than important tasks
 Poor planning and lack of contingency plans
 Failing to delegate
 Lacking priorities, standards, policies, and
procedures
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Biggest time savers
 Managing the decision making process, not the
decisions.
 Concentrating on doing only one task at a time.
 Establishing daily, short-term, mid-term, and long-term
priorities.
 Handling correspondence expeditiously with quick,
short letters and memos.
 Throwing unneeded things away.
 Establishing personal deadlines and ones for the
organization.
 Not wasting other people's time.
 Ensuring all meetings have a purpose, time limit, and
include only essential people.
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Biggest time savers
 Getting rid of busywork.
 Maintaining accurate calendars; abide by them.
 Knowing when to stop a task, policy, or procedure.
 Delegating everything possible and empowering
subordinates.
 Keeping things simple.
 Ensuring time is set aside to accomplish high
priority tasks.
 Setting aside time for reflection.
 Using checklists and To-Do lists.
 Adjusting priorities as a result of new tasks.
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STEPS TO EFFECTIVE TIME
MANAGEMENT
 The five steps to effective time management
are
1. Plan
2. Assess
3. Organize
4. Prioritize
5. Schedule
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01. PLAN
 Personal Goals have a greater chance of
success.
 Goals are realistic, believable and achievable.
 If you want to better manage your time, your
first step is to set the goals you would like to
achieve , either for the semester, year or
through your college career
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02. Assess
 How you are currently using your time?
 What areas need to be changed?
 Keep a time log for three days from the time
you get up until the time that you go to bed.
 Prioritize your activities
1. A-important to you;
2. B-important to others
3. C-maintenance
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ANALYZE YOUR TIME LOG
01. Where there any surprises?
02. Would you judge this to be a typical week?
03. What patterns could you identify in your time
wasters? Interruptions?
04. What part of the week would you consider
most productive ? Least productive?
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ANALYZE YOUR TIME LOG…
05. What time of the day do you feel was most
productive? Least productive?
06. What activities would you like to eliminate
totally? What would be the cost of doing so?
What is the cost of not eliminate them?
07. Which activities during the week do you
deem most rewarding? Would you like to
spend more time doing them in the future?
What is your plan for doing so?
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03. ORGANIZE
 Ideally, you should make a list each morning of
everything that you want or need to do for the
day.
 Everyone has good and bad days.
 Don’t worry if you don’t accomplish everything
, just include the uncompleted tasks to your
next day’s list and get them done.
 “Things to do” – 5 to 7 days grouping
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04.PRIORITIZE
 “things to do”
 Go over the list and re write in priority order.
 Due Date and commitments
 Task involve other people.
 How much of final grade they are worth?
 How you choose to prioritize is a very personal
matter?
 What is important is that you are responsible with
your prioritize?
 Review your personal goals-how do these
priorities fit with your goals?
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05. SCHEDULE
 “things to do”
 You cant every minute of your day
 Remember to leave room for breaks,
socializing, and those unexpected things that
pop up.
 There's no use making a schedule that is
impossible.
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TIME MANAGEMENT SKILLS
 The real challenge in effectively managing
your time is the process of monitoring ,
analyzing, and revising your plan until it works
 Some skills of time management:
 01. Patience
 02. Analyzing
 03.Flexibility
 04. Awareness
 05. Information
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01. PATIENCE
 if you are struggling with time management is that
effective planning is a skill that take time to
acquire, to practice and to polish.
 The trial and error approach of trying out
strategies , seeing them fail, and then trying
something else are essential parts of the process.
 If you can endure the first few weeks , later in the
semester you’ll reap the benefit when you need
them the most.
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02. ANALYSIS
 Successful time management strategy is self
analysis
 To develop your time management skill you
need feedback.
 There is no one to monitor your efforts at using
time effectively other than your self.
 Determine whether tasks have been
accomplished or not, and figure out why?
 Why your time plan works or doesn’t work?
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03. FLEXIBILITY
 your time plan will be most successful if you
remember that is not written in stone.
 You are subject to all disease, disasters and
distractions as the rest of the population.
 Cultivate the sensitivity to know when you are
being productive and when you are beating
your head against the wall, and take
appropriate action.
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04. AWARENESS
 To be successful at time management , it is
necessary to be strategic.
 First: you plan – how you will use your time?
 Second : you monitor – is this working?
 Am I achieved what I planned to do?
 How am I enjoyed this?
 How difficult is it?
 Third : you analyze-why did or didn't this plan
work?
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05. INFORMATION
 The ability to manage time effectively is a very
valuable asset to have in the working world.
 If you can master time management in the
stressful, instructed environment of the
university, you can be confident of your ability
to manage time in almost any situation after
graduation.
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A Simple Time Management
Plan…
 Get Started - This is one of the all time classic time
wasters. Often, as much time is wasted avoiding a
project, as actually accomplishing the project. A
survey showed that the main difference between good
students and average students was the ability to start
their homework quickly.
 Get into a routine - Mindless routines may curb your
creativity, but when used properly, they can release
time and energy. Choose a time to get certain task
accomplished, such as answering email, working on a
project, completing paper work; and then sticking to it
every day. Use a day planning calendar. There are a
variety of formats on the market. Find one that fits
your needs. Sunday, April 16, 2017
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Plan…
 Do not say yes to too many things - Saying yes
can lead to unexpected treasures, but the mistake
we often make is to say yes to too many things.
This causes us to live to the priorities of others,
rather than according to our own. Every time you
agree to do something else, something else will
not get done. Learn how to say no.
 Do not commit yourself to unimportant
activities, no matter how far ahead they are -
Even if a commitment is a year ahead, it is still a
commitment. Often we agree to do something that
is far ahead, when we would not normally do it if it
was in the near future. No matter how far ahead it
is, it will still take the same amount of your time.
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Plan…
 Divide large tasks - Large tasks should be
broken up into a series of small tasks. By
creating small manageable tasks, the entire
task will eventually be accomplished. Also, by
using a piecemeal approach, you will be able
to fit it into your hectic schedule.
 Do not put unneeded effort into a project -
There is a place for perfectionism, but for
most activities, there comes a stage when
there is not much to be gained from putting
extra effort into it. Save perfectionism for the
tasks that need it. Sunday, April 16, 2017
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Plan…
 Deal with it for once and for all - We often start
a task, think about it, and then lay it aside. This
gets repeated over and over. Either deal with the
task right away or decide when to deal with it.
 Set start and stop times - When arranging start
times, also arrange stop times. This will call for
some estimating, but your estimates will improve
with practice. This will allow you and others to
better schedule activities. Also, challenge the
theory, “Work expands to fill the allotted time.” See
if you can shave some time off your deadlines to
make it more efficient.
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Plan
 Plan your activities - Schedule a regular time
to plan your activities. If time management is
important to you, then allow the time to plan it
wisely.
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Thank you very much
 For your contacts :
 Dr.S.L.Riyas
 umcschallenge@gmail.com
 cpslanka@gmail.com
 077 4056741
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