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Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement

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Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement

  1. 1. TIME MANAGEMENT What does “Time” (SELF) Management do for you, your job, your group and/or your organization?
  2. 2. Acknowledgements I have drawn materials from BBC Training Videos, Industrial Society, UK; different authors’ books, magazines, Journals and presentations to write this presentation. I sincerely acknowledge them and extend my courtesy to use their knowledge for the sustainable development of society on non-profit basis.
  3. 3. Breaking the Ice Statements  I am very busy. The second crisis comes in before the first has finished  I don’t feel I have achieved anything this year  I don’t have control on my life. Things pile one on top of the other  I wish I have more than 24 hours per day so that I can get more things done  The system overloads me with work. There is no time to breathe Your Future is What You Make It TODAY! “The best thing about the future is that it only comes one day at a time.” --Abraham Lincoln
  4. 4. Program Objectives  Understand the Importance of Time Management  Benefits of good time management  Assess your time management skills by introspect, Identify the most common interruptions of working time and ways to eliminate them.  Apply the practical techniques, concepts, and strategies developed through this program.
  5. 5. A Challenge  Please write a definition of T I M E M A N A G E M E N T.
  6. 6. Definition The predictable control an individual can exercise over a series of events.
  7. 7. Time Management means  Time management refers to the development of processes and tools that increase efficiency and productivity (for a student/person, or a business organization)  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  The issue is not Awareness but ACTION  The Action happens when we say I can’t live with this any more. I need to find an answer fast  Doing the Right things and not setting Things right, in control of Life, not driven by circumstances  Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future  Having right balance in wheel of life
  8. 8. TIME/SELF MANAGEMENT 86,400 seconds (24 x 60 x 60) in each day •Why it is that some people can run large organizations or even countries within that time while others seem to get bogged down in the simplest of jobs? The secret lies in effective time management. •Remember: It is what we do during the 86,400 seconds of each day that will ultimately determine how successful we are in our chosen career.  In Fact: You do not manage time!  You manage: Yourself, Others and Work
  9. 9. IMPORTANCE TIME MANAGEMENT = LIFE MANAGEMENT To realize the value of one year: Ask the student who has failed his final exam with one mark. To realize the value of one month: Ask the mother who has given birth to a premature baby. To realize the value of one week: Ask the editor of a weekly newspaper. To realize the value of one day: Ask the daily wage earner who has 10 kids to feed.
  10. 10. Benefits •Achieve better results •Improve the quality of our work •Work faster •Lower our stress levels •Make fewer mistakes •Reduce the number of crises faced •Increase our salary •Improve our work satisfaction •Improve the quality of our non-working life (In short Efficient, Successful and Healthy) Office productivity week takes place during the first week of September every year.
  11. 11. What Do Students/persons Have to Juggle Now-a-days?  College / office work  Jobs  Volunteer work  Co-curricular activities  Community activities  Family responsibilities  Social life
  12. 12. Early Warning Signs of TM Problems…  Handing the work late  Submitting work that is not up to your usual standard  Forgetting commitments  Finding that you often don’t have enough time to complete a task  Making excuses for why work is not done  Having to let go of activities you enjoy because of a lack of time or low grades  Asking teachers / higher ups for extensions regularly on submitting your work  Your grades don’t reflect your ability  Take a minute to complete the “Time Management Quiz” to determine how much you need to work on this important skill
  13. 13. Crisis Vs. Time Management  Lots of people use more “crisis management” than time management: Crisis vs. Time “I wish I had more time” “My mark reflected the time I spent” “I know I’ll get a bad mark” “I’ll get a good mark” “I don’t want to see my grade” “I can hardly wait to see my mark!” “Everyone will do better than I will” “I feel good about myself and my work”
  14. 14. The self-assessment questionnaire: Yes No  I tend to tackle paperwork the first time I see it  I face more crises than I need to because of poor planning  I sometimes have to be chased by others to get things done  I have a vague idea of what my priorities are  I spend more than 30 minutes a day looking for things  My meetings tend to last longer than necessary  I allow others to negatively influence how I spend my time  I am always busy but not always productive  I hang on to tasks that should really be delegated
  15. 15. Manage YOURSELF Morning worker? Evening worker? Identify PEAK Energy Hours Late night worker? Type ‘A’ behaviour: Urgency Competitiveness Walks/moves quickly Eats quickly Hates delay Guilty when relaxing Impatient Type ‘B’ behaviour: Relaxed Walks slowly Lots of relaxing hobbies Good listener Patient Thoughtful Takes time to make decisions
  16. 16. What is Your Typical Day? Now that you have calculated your time in a day, think of how you could utilize that time better..
  17. 17. Contd…Your Typical Day? Activity 24 Hours Your Day 75 Years Sleep 7 22 Work 10 32 Bathroom .75 2.25 Eating 1.5 4.5 Family 1 3 Socializing 1 3 Total 21.25 66.5 Undefined 2.75 8.5
  18. 18. Self Test HOW WISELY DO YOU MANAGE YOUR TIME? Tick the column that represents your time management style: Mostly Sometimes Rarely Never 1. Do you write to-do lists daily? 2. Do you prioritize your to-do lists so that you are able to do the most important things first? 3. Do you finish most of the items on your to-do lists?
  19. 19. Self Test Mostly Sometimes Rarely Never 4. Do you strike a balance between the demands of your self, family and profession while planning your day? 5. Is your desk clean and organized? 6. Do you put everything in place? 7. Do you deal effectively with interruptions? 8. Can you easily find the needed information in your files? 9. Are you cheerful during work?
  20. 20. Self Test Mostly Sometimes Rarely Never 10. Do you allow yourself quiet time during which you can work undisturbed every day? 11. Do you deal effectively with callers who talk for long on the telephone? 12. Do you focus on preventing problems before they arise instead of solving them after they arise? 13. Do you make the best use of your time? 14. Do you meet deadlines with time to spare?
  21. 21. Self Test Mostly Sometimes Rarely Never 15. Are you punctual at work, meetings and events? 16. Do the subordinates cooperate enthusiastically on tasks? 17. Do you delegate tasks well? 18. When you are interrupted, can you return to your work without losing momentum? 19. Do you do something every day that moves you closer to your long-range goals?
  22. 22. Self Test Mostly Sometimes Rarely Never 20. Can you relax during your free time without worrying about work? 21. Do people know the best time to approach you? 22. Do you do your most important work during your peak energy hours? 23.Can others carry on most of your responsibilities if you are absent from work? 24. Do you begin and finish tasks/projects on time? 25. Do you handle each piece of paper work only once?
  23. 23. The 10 most common time wasters (thieves)  Losing things  Meetings  Telephone  Interruptions  Procrastination  Junk paperwork  Crises  Reverse delegation  Perfectionism  Distractions
  24. 24. TIME WASTERS  Losing things How much time is spent rummaging amongst the pile of papers on the desk in the typical week? If we spend just 30 seconds every five minutes extracting an item from the bottom of the in-tray, looking for a telephone number we scribbled down on a loose piece of paper, or locating a misfiled document, it adds up to four hours a week. Time we can not really afford to waste. How often do we have to do things twice because we lost the original?  Meetings How much of our time is spent in meetings every week? What proportion of that time is wasted due to meetings that should never have been held in the first place? How much time do we waste because meetings start late or overrun? Do we often have to sit through long meetings and find that only five minutes are relevant to us?  Telephone How many times does the telephone ring every day? What proportion of these calls are unexpected? What is the average length of each call? What proportion of these calls are really necessary? Do we allow out calls to drag on for longer than they should? Do we ever find ourselves ringing some one back because there was something we forgot to discuss during the first call?  Interruptions How many times a day are we interrupted by colleagues arriving at the desk? Are these interruptions really necessary? Do these interruptions have a negative effect on our performance? Do we encourage social interruptions by always stopping what we are doing and chatting to people?
  25. 25. Contd…  Procrastination What tasks have we been avoiding over the past few weeks? What excuses have been used to delay action? What is usually the end result of our procrastination?  Junk paperwork Are we as ruthless as we should be about getting rid of junk mail? Do we resist delegating certain tasks because we enjoy doing them? Do we find ourselves browsing through magazines, newsletters and brochures when there is higher pay-off work to be done?  Crisis Do we spend our days spent rushing around dealing with one crisis after another? Is every crisis we deal with really a crisis? Is every crisis that we deal with really our problem? If we were more pro-active would we have avoided some of these crises?  Reverse delegation Do we respond to requests for help by saving, ‘leave it with me, I will tackle it later?’. Is there work on the desk that our subordinates have left for our input?  Perfectionism Do we spend extra time getting things 100% right when 95% would do? Does our attention to detail on one project mean that something else more important does not get done?  Distractions In the middle of one tasks, do we often find our attention being grabbed by other work around us on the desk? How do these distractions affect our work flow? Working through our own personal list of time wasters, we should ask ourselves how much time we waste in each category during the typical week.
  26. 26. Changing our habits The four-step process of change: Write down the time waster: Ex: Procrastination Some causes of Procrastination: Natural laziness, Incompetence or inexperience in handling a task, Unpleasant tasks, Cluttering of routine activities, Lack of willpower, Fear of the unknown, Fear of failure, Bad habits, Waiting for more information, One may think if he puts it off, someone else will do it. List the problems caused by the time wasting habit: Next we need to list the problems faced as a result of procrastination: constantly feeling guilty about unfinished work, increased stress levels, spending too much time on the enjoyable things which bring few rewards, a reputation around the office as someone who is unreliable. Visualize the time saving habit: All thoughts of procrastination should be removed from our minds and we should visualize ourselves as ‘doers’. What would things be like in the office if we had the reputation for getting things done, rather than for procrastinating? How would we handle our correspondence? How would we approach difficult reports? How much unfinished work would there be lying in the in-tray? The benefits of being a ‘doer’ should be written down. Develop the time saving habit: Next we need to write down the steps that are necessary to change our time wasting habit: a. I will stop using phoney excuses like, ‘I need to wait for more information’; I will gather information of a task in advance. b. I will have to remove tempting distractions such as brochures and magazines from my line of sight; c. I need to spend more time planning my day; d. I need to break down large projects into smaller, more manageable tasks; e. I will finish the uncomfortable items first and then reward myself with more enjoyable tasks.
  27. 27. NEITHER URGENT NOR IMPORTANT WORKS  Gossiping  Reading trivia/glossy magazines  Shopping for fun  Watching the whole of a cricket match (live)  Internet surfing for fun and social networking sitess  Visiting friends and neighbors aimlessly  Watching a movie that has already been watched  Taking unnecessary interest in others' personal matters  Channel-surfing on Television  Making long telephone calls aimlessly
  28. 28. PRECEPT OF PRIORITIZING SOME URGENT AND IMPORTANT TASKS • Repairing of vehicles • Telephone repair • Electricity repair • Resumptions of water supply • Preparing for the forthcoming marriage of a family member • TV / Cable repair • Attending the wedding of someone close • Attending a funeral/cremation/condolence meeting • Replying business e-mail • Learning the intricacies of a new job • Understanding the functioning of a new machine • Consulting a physician on the illness of a family member and oneself
  29. 29. PLAN your Work, and WORK your plan Use the time management chart to plot your work on a calendar. Then stick to your plan to make sure you finish on schedule. If you follow your plan properly, applying Pareto’s 80:20 principle, 80 per cent (80%) of your research results will be done by twenty per cent (20%) of your time and efforts. There are so many techniques like ‘ABC’ (A-Very Important; B-Important; C-Routine jobs), Pareto’s principle (80:20), Ivy Lee method, KISS-(Keep It Short and Simple/Stupid), Set Goals (SMART) Eisen Hower principle etc., Pick any one to plan to your work using Electronic To-Do lists, Index card systems, Diaries, Personal Organizers, Desk Planners, Digital Diaries and Smart phones Computers. I suggest a simple, mixed model below for your reference. This can be used for daily planning or for whole research process.
  30. 30. No To Do Priority Delegate Start Time End Time Status 1 Define research problem & objectives A Self Oct, 09 Nov, 09 Completed 2 Review of literature B Friends Oct, 09 Jan, 10 In progr /Partly received 3 Develop hypothesis B Guide+ self Dec, 09 EndDec,09 Completed 4 Develop research design A Self Jan, 10 Mid Jan,10 Completed 5 Collect, analyze and interpretation of data B Agency Mid Jan,10 March, 10 Transferred/ Ask for clarity 6 Test-Hypothesis A Self April,10 End Apr,10 Consult guide 7 Prepare report (rough) C Desk Top Publg centre May, 10 End May, 10 Semi-finished 8 Prepare report (fair) B Self + DTP June, 10 End June10 Not started due to ill health 9 BUFFER Time* Aug, 10 End Sep,10 *BUFFER Time is an extra free time kept, which is used for any unforeseen activities. End of day: Review Status: C–Completed, T–Transferred, A–Abandoned, I–In progress Celebrate your SUCCESS EUREKHA Things To–Do List: Daily/ Weekly/ Monthly/ Yearly
  31. 31. Meetings- Paperwork  Be bold to request absence from the meetings that are not useful to you  Give feedback & suggestions to improve effectiveness  Pre-circulate agenda if you are in charge  Don’t accept shoddy preparation for too long  Worth spending time to create filing system- soft & hard
  32. 32. Delegation- Teamwork  Have faith that the other person can do it  Convey expectations, rules & processes  Observe in the beginning. Correct & encourage  Be keen to help some one & spread interdependence  Be sure that you are not the weak link of the chain
  33. 33. Processes & Effectiveness  Process is a defined series of steps with responsibilities & guidelines  Try creating processes to handle repeat tasks  Make those involved aware of processes  Review processes often to improve efficiency
  34. 34. MASTERING PAPER WORK Despite predictions about the move towards the paperless office, we still seem to be drowning in a sea of paper, much of it unnecessary. •Paperwork reduction campaign •Effective paper handling •Effective filing
  35. 35. Use your waiting time  On public transportation  At the doctor’s office  Waiting for your plane  On hold  When you are early FOR Correspondence, letters or memos, books or tapes
  36. 36. How to effectively use ‘waiting time’  One of the best ways to get more out of your day is to use ‘waiting’ time  Create a list of 5 things that you can do in 10 minutes  Create a list of 5 things that you can do in 20 minutes
  37. 37. 37 Summary  TIME = Things To Do + Identify Priority + Making it Happen + Evaluate Deviations  Time management is a skill that EVERYONE must work on, in all areas of their life (personal, academic, and work)  Successful time management requires self-evaluation and the desire to improve  Effective time management will require you to do things when you don’t want to do them – you have to push yourself!  The pay-off of good time management is ALWAYS worth the effort
  38. 38. 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
  39. 39. The Big Rocks of Life
  40. 40. Apply what you’ve learned  Using the steps, design your ultimate schedule TIMELESS MANAGEMENT = PRICELESS MANAGEMENT PROMISE: I will practice and teach THINGS TO DO, to a minimum of three, priority one to my family, two to close relatives/ friends, three to neighbours and others, on every Sunday or in leisure time of a week and PASS this tradition going. (3x 4 x 12 = 144 members) YOU changer of INDIAN FUTURE
  41. 41. Decide to be on top the situation rather than be part of the MESS Wish you all the BEST
  42. 42. May I request the audience to ask questions and offer constructive suggestions for further Improvement? THANK YOU