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Time management
- 1. Dr. Renju Joseph TOTS 20 Batch Vision: Adolescent Transformation Mentor Mission: Educate, Empower, Enlighten TIME MANAGEMENT
- 2. Introduction David, a Project Manager. Let us look at what is going on in David’s mind on a typical workday.
- 3. Introduction Oh no! I am late to office again!
- 4. Introduction So many emails to check! I don’t even have time left for morning tea now.
- 5. Where did I put the file for the Maxwell Project? Introduction
- 6. Oh no! I still haven’t got the presentation ready for today’s client meeting. Introduction
- 7. I’ll have to skip my lunch to complete the status report which I need to send to boss. Introduction
- 8. Oh! I forgot I also have to attend the Parent- Teacher meeting of my kid today! Introduction
- 9. I think I’ll be late for my wedding anniversary party in the evening as I don’t think I’ll be able to leave office on time. Introduction
- 10. David is surrounded by various kinds of troubles…. Introduction
- 11. So, what do you think is the root cause of all of David’s problems? Introduction
- 12. • Yes, all of David’s problems arise due to lack of proper time / self management. Introduction
- 13. Let us see how David suffers from poor time management. Introduction
- 14. Late Emails breakfast Project, PTA Presentation Lunch, Wedding Anniversary Introduction
- 15. We suffer not only on the professional but also on the personal front. Introduction
- 16. So, it is crucial that whether you are a student, a working professional or a homemaker, you should learn to manage your time effectively. Introduction
- 17. What is Time Management? The art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of generating more effective work and productivity is known as Time Management.
- 18. Why Time Management? Do you feel the need to be more organized and/or more productive? Answer them with a ‘Yes’ or ‘No’. Do you spend your day feeling very busy and yet wondering why you haven't accomplished much? Do you wish you had a more than 24-hour day to complete all your tasks? Do you feel stressed by an ever busy schedule with no time for yourself? Do you feel you rarely achieve your 100% production capability?
- 19. If you have answered ‘Yes’ to any of the earlier questions, then the solution to your dilemma lies in ‘time management’. Why Time Management?
- 20. Need for Time Management
- 21. Steps for Managing Your Time Step 1: Set Goals Step 2: Develop a Schedule Step 3: Revisit and Revise Your Plan
- 22. Step 1: Set Goals Specific And Concrete. Rational goals (specific short term) Directional goals (general goals for long term) Muddling thru (best option when the environment is in flux)
- 23. Exercise: Action Plan Goal (What do you want to accomplish? ------------------------------------- Driving Forces: __________________ Restraining Forces _____________________ Action Plan: _____________________
- 24. Step 2: Develop a Schedule Daily Weekly Monthly Semester Yearly Prioritize
- 25. Is the Jar Full? "Okay. Let's find out."
- 26. Seems like Gravel can make it space in that Full Jar… Is the Jar Full?
- 27. "Okay. Let's find out." Is it Full Now?
- 28. Seems like Sand can make it space in that Full Jar… Is the Jar Full?
- 29. "Okay. Let's find out." Is it Full Now?
- 30. Seems like Water can make it space in that Full Jar… What's The Point? Is the Jar Full?
- 33. The Action Priority Matrix 1. Tasks to focus on, and 2. In which order.
- 34. Strategies to Evaluate Action-Priority Matrix Let us look at each in detail.
- 35. Quick Wins • Quick Wins (High Impact, Low Effort) • High-value tasks • Good return • Focus on these Do these tasks first.
- 36. Major Projects Major Projects (High Impact, High Effort): • Give good returns • Long time to complete. Set deadlines and build checkpoints into your schedule.
- 37. Fill Ins Fill Ins (Low Impact, Low Effort): • spare time. • do not have the spare time,----drop Delegate or decline these tasks.
- 38. Thankless Tasks Thankless Tasks (Low Impact. High Effort): Do these tasks later, or try to eliminate them entirely.
- 39. Steps to Use the Action Priority Matrix Make a list of all the activities that you would like to complete. Score all the activities based on their impact such as: 0 for no impact to 10 for maximum impact . Score all the activities based on their required effort such as: 0 for no real effort to 10 for a very major effort. Now, plot all of the activities on the Action - Priority Matrix. Next, you can decide to either complete or drop the activities appropriately based on the matrix.
- 40. Step 3: Revisit and Revise Your Plan Check whether the plan is working Identify the deviance between your planned schedule and your actual followed schedule Alter your schedule and revise your plan.
- 41. Delegation Decision Does this NEED to be done? Resist & Stop (Dump) YES YES YES DO IT! Consider Delegating Plan and ... NO Does it need to be done by ME? NO Does it need to be done NOW? NO
- 42. Managing Interruptions Managing Workspace Managing Documents Managing Drop-in visitors Managing Technology
- 43. Telephone 1
- 45. Chat 3
- 46. Web Meeting 4
- 47. Tools for Time Management Planners 1 2 3 4 5 To-do Lists Diary Calendar Activity Logs
- 48. Let us now look at a real life example to understand the methods of time management. Real Life Example
- 50. • At what time of the day do you feel most energetic? Use Your Energy Efficiently Morning Person Night Person
- 51. Cognitive Tasks Cognitive Tasks 8 a.m. - 12 noon Reading, calculating, and problem solving
- 52. Short Term Memory Short term memory 6 a.m. - 10 a.m. Last minute reviewing for tests
- 53. Long Term Memory Long term memory 1 p.m. – 4 p.m. Memorizing speeches and information for application
- 54. Manual Dexterity Manual Dexterity 2 p.m. to 6 p.m. Keyboarding and carpentry in the afternoon and early evening. Note: If you are a Night Owl, shift these times about 3-4 hours later in the day.
- 57. Not Keeping a To-Do List Absence of Goals Not Prioritizing Getting Distracted Procrastinating Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Overburdening Yourself Addiction to ‘Busyness’ Multitasking Avoiding Breaks Ineffective Scheduling
- 58. Practice Let us now practice all that you have learned about Time Management.
- 59. Practice • What is the one major important activity that you need to perform daily? • What are your biggest and most frequent time wasters? • Which time management tool is most useful to you in managing time? • How can you improve your time management skills?
- 61. Summary Steps for Managing Your Time Time Management Step 1: Set Goals Step 2: Develop a Schedule Step 3: Revisit and Revise Your Plan
- 62. Summary Time Management Tools for Time Management Planners Calendar To-do Lists Diary Activity Logs
- 63. Summary Major Projects (High Impact, High Effort) Quick Wins (High Impact, Low Effort) Fill Ins (Low Impact, Low Effort) Strategies to Evaluate Action-Priority Matrix Thankless Tasks (Low Impact. High Effort) Time Management
- 64. Summary Common Time Management Pitfalls Time Management Not Keeping a To-Do List Not Prioritizing Getting Distracted Procrastinating Addiction to ‘Busyness’ Multitasking Avoiding Breaks Ineffective Scheduling Absence of Goals Overburdening Yourself
- 65. If you fail to Plan You are Planning to Fail