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TIME MANAGEMENT

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TIME MANAGEMENT

  1. 1. TIME MANAGEMENT I hear and I forget, I see and I remember, I do and I understand."
  2. 2. SESSION TOPICS • Time Management • Time Robbers/wasters • Procrastination • Attitude towards Time • Plan & Prioritize • Organize Yourself • General Time Management Techniques
  3. 3. Video
  4. 4. What is the Average life span? How it is spent? • 25 years in Sleeping • 8 years in study & trainings • 6 years in rest & illness • 7 years in holidays & recreations • 5 years in commuting • 4 years in eating • 3 Years in Transition in getting ready to take the above activities
  5. 5. What is the balance left • This means only 2 years of “ EFFECTIVE WORK” and we make it more shorter by the careless waste of time. • The people who waste time the most Under 30 84% Between 30-45 60% Over 45 10%
  6. 6. “Waste your money and you are only out of money, but waste your TIME and you loose a part of your life.” Dr. Michael Le Boeuf
  7. 7. What is Time Management? Write a definition in your own words?
  8. 8. Time Management TIME IS MONEY or something more than that !!!!! Discuss!
  9. 9. What is Time Management? • It is not just timekeeping or punctuality but it is; much more than this. • Achieving a planed goal within a time frame.
  10. 10. Who Needs Time Management? NO TM REQUIRED TM REQUIRED • To live Passive life----- No TM is required • To live an extra ordinary life -- -TM is ESSENTIAL • TM is required for the one who has definite ambitious goals in life. • Those who want to make impact on society, work place and his own career.
  11. 11. Why is it Necessary? • What does time management do for you , your job, your team and your organization?
  12. 12. Why is it Necessary? • Helps You Prioritize • Get More Done In Less Time • More Quality Work • Keeps Things In Context • Keeps You On Track • Making Sure You Deliver What’s Promised • Time Is Limited • Helps Discipline Ourselves
  13. 13. TIME ROBBERS/TIME WASTERS
  14. 14. Exercise Identify and List Five Time Wasters that you think; are most common in Enrichers. • ____________________________________ • ____________________________________ • ____________________________________ • ____________________________________ • ____________________________________
  15. 15. Time robbers imposed upon us by others • Interruptions: Long Telephone Calls • Waiting for Answers: This is the time spent waiting for someone else to respond to our questions or requests. • Ineffective Meetings: Over 80% approx. of meetings are unnecessarily held around the world. Out of which 97% approx. of staff is not paying attention. • Social Media: Internet (Social Websites, Read Forward E- mails, Objective-less Browsing, Chatting)
  16. 16. Time robbers imposed upon us by others • Equipment Failure: Computers, printers, cell phones, palm pilots…the list goes on. The more technology we have the greater our chances for the occasional “glitch.” • Disorganized Supervisor: You are an organized individual. Your supervisor is not very organized at all. The result: STRESS! You may also get stressed when working with staff members and co-workers who are less than organized. • Too Much Work: Overload – you’ve got too much going on at once!
  17. 17. Self-inflicted Time Robbers Those things that we inflict upon ourselves also rob us of valuable time.
  18. 18. Self-inflicted Time Robbers • Personal Disorganization • Inability To Say “No” • Gossips Between Co- workers • Periods of Inactivity/ Absentmindness • Lack of Planning • Emotional Blocks (Boredom, Stress, Tiredness, Guilt, Anger, Frustration, Lack of Concentration) • Acting With Incomplete Information • Fatigue • Lack of Discipline
  19. 19. Personal Disorganization Where did I put my keys? What did I do with my cell phone? I know I put my diary/pen somewhere on my desk. The more disorganized we are, the more time it will take to accomplish tasks. Possible Solutions…  Put things that matter in some sort of order that makes sense to you.  Stick with your plan. Even when you may be in a rush, the extra minute or two it takes to put something in the right place will save you a lot of time in the long run.
  20. 20. Absentmindedness Have you ever uttered the following, “Oh, I’ll remember that,” only to find out a few hours or days later that your memory wasn’t as great as you thought it might be? Forgetfulness can result in lost time. Possible Solutions…  Don’t rely on your memory. Write things down so that you will remember them.  Develop a system for following-up on all of the reminders you write down each day.
  21. 21. Emotional Blocks You’re tired. You don’t have a lot of energy. It’s hard to be productive when you’re exhausted. Possible Solutions…  Schedule time for physical activity. Exercise will give you the energy boost you may need. Avoid the urge to remove time scheduled for exercise to accommodate others’ needs.  Eat well.  Learn to take a break.
  22. 22. Lack of Self-Discipline You know what you need to do, yet you seem to have a hard time accomplishing things. A lack of self- discipline not only prevents us from getting things done, but it is not good for our self-esteem. Possible Solutions…  Start small – try to break large tasks into small steps so they don’t look so overwhelming.  Set tasks and work to accomplish them. Take things one at a time.  Recognize how good it feels to get something done!
  23. 23. Poor Planning “If you fail to plan, you plan to fail.” Trying to pull things together without any plan or direction is time consuming. Possible Solutions…  Plan and prioritize your time and tasks.  The extra time you commit to planning each week will save you time in the long run.
  24. 24. Perfectionism “These copies are not centered…I’ll have to do them over.” “The ‘e’ on this poster doesn’t look right. I’ll have to re-do the poster.” Sound familiar? Perfectionism is said to be “paralyzing” at times as it can slow down or even put a stop to productivity. Possible Solutions…  Do the job/task to the best of your ability and move on.  Don’t dwell on minor imperfections. Chances are great that you may be the only one who notices them.
  25. 25. Exercise Self Analysis of time management in daily routine Write down your daily activities
  26. 26. A BIG TIME WASTER Procrastination Putting off tasks for a later time OR avoiding a task
  27. 27. Causes 1- The task is not meaningful and motivating. 2- Doing Things Totally new to you . 3- Lack of Confidence 4- Striving for the Perfect • It does not match your aspirations so you drag your feet. • Uncertainty of the result causes you to delay commencing the project. • sometimes it may be a perception that you lack the skill. Due to this you may avoid completing the task. • A strive for perfectionism may make you disheartened even before you begin
  28. 28. Causes 5- Care too much about what others think of your work 6- Disorganization 7- Over confidence • That when given a task you feel so much pressure that it delays your work • Feel overwhelmed by the task. You may doubt that you have the skills or resources you think you need, so you seek comfort in doing tasks you know you're capable of completing .
  29. 29. ARE YOU A PROCRASTINATOR?
  30. 30. General Tips to Overcome Procrastination • Make up your own rewards. • Ask someone else to check up on you • Identify the unpleasant consequences of NOT doing the task. • Break things into small tasks. • Set deadlines for yourself. • Do unpleasant part of the task first.
  31. 31. ATTITUDE TOWARDS TIME
  32. 32. DEVELOP YOUR TMA • Plan your time Before hand and remember “There is never enough time to do every thing.”
  33. 33. • PROACTIVE : CREATE OPPORTUNITY • REACTIVE: USE OPPORTUNITY • PASSIVE: UNAWARE OF OPPORTUNITY
  34. 34. • Know your self • Seek Excellence • Regularity
  35. 35. PLAN & PRIORITIZE
  36. 36. Top-Bottom & Bottom-Top Approach Top-Bottom: Bottom-Top • Focus on present stuff/goals • See the bigger picture • Make decisions accordingly • Life’s Purpose • Major & smaller goals • Projects • Actions
  37. 37. Top-Bottom & Bottom-Top Approach Critique on TOP-BOTTOM Critique on BOTTOM-TOP • Doesn’t deal well with day to day stuff • Difficult to come up with the master plan for life • Do not provide clear direction of where things should be going • You’ll get to the top bit is the top you wanted.
  38. 38. Theory of Time Management by Stephen R. Covey
  39. 39. Time Management Techniques • Define your priorities • S.M.A.R.T Objectives - Work according to SMART objectives
  40. 40. ORGANIZE YOUSELF
  41. 41. How to Start Time Management? • Assessing Use of Time Time What did I do in the last hour? 10 11 12 01 02 03 04 05
  42. 42. Time Management Tools •Notebook / Diary •Checklists •Table Time Planners •Electronic Organizer (on your Computer) •Things to Do List Pads •Time Logs •Setting alarms and reminders for meetings and deadlines
  43. 43. GENERAL TIME MANAGEMENT TECHNIQUES
  44. 44. Time Management Techniques • Sense of Purpose ▫ Learn to ask - why are you doing this? ▫ Understanding the reason drives you to complete the task • Learn to Delegate ▫ When faced with a task; evaluate it in terms of importance ▫ Delegate it to your team if you have more important and result giving tasks to accomplish.
  45. 45. Time Management Techniques • Know Your Job ▫ Know the Nature of your Job and the value that it adds to the Organization and to your career. ▫ Have a clear understanding of your current job duties. • Concentrate on the task at hand ▫ Focus on your goal ▫ Tune out interruptions
  46. 46. Pareto Principle 80:20 MISMANAGED TIME TIME MANAGEMMENT 80% of efforts as a result of mismanaged time, generates only 20%of the desired output; 80% of the desired output can be generated using only 20%of the effort when “time is well managed”.
  47. 47. SUMMARY
  48. 48. TIME STANDS FOR ? T • TOTAL I • IMPORTANT M • MOST IMPORTANT E • EXTREMELY IMPORTANT
  49. 49. Set Your Priorities for Next one Week Exercise RAC • Got To Do ------------------(U-I) • Need to Do------------------(NU-I) • Like to do ------------------(U-NI) • Junk Matters not be attended (NU-NI)
  50. 50. REWARDS • Stress free life • Sense of accomplishment • Work Smarter not Harder • No Depressions, failures, frustration.
  51. 51. SUMMARY • Consider time as the most precious resource • Be proactive not reactive • Setting goals • Strong commitment • Seek Effectiveness not just Efficiency • Organize your self

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