Time management
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Time management
- 1. www.pwc.com TIME MANAGEMENT December 3, 2014 PRESENTED BY: FARAZ AHMED MANAGER – T3
- 2. TOPICS OF PRESENTATION • TIME MANAGEMENT • BENEFITS • OBSTACLES • STRATEGIES TO HANDLE THESE OBSTACLES • CONCLUSION
- 3. BENEFITS OF TIME MANAGEMENT Other Benefits: a. Less Stress b. Get More Done c. Less Life Friction and Problems d. More Free Time e. Less Wasted Time f. More Opportunities g. Improves Your Reputation h. Less Effort i. More Time Where it Matters Efficient Successful Healthy
- 4. OBSTACLES IN EFFECTIVE TIME MANAGEMENT Unclear Objectives Interruptions Disorganization State of inactivity Too many things at one time Procrastination Obstacles
- 5. OBSTACLES IN EFFECTIVE TIME MANAGEMENT 5 Unclear objectives Disorganization Procrastination
- 6. OBSTACLES IN EFFECTIVE TIME MANAGEMENT 6 Interruptions Periods of inactivity
- 7. OBSTACLES IN EFFECTIVE TIME MANAGEMENT 7 Too many things at once (Multitasking) Stress and fatigue All work and no play
- 8. Ways to handle the Time Management obstacles 8 Identify them Employ strategies to overcome those obstacles Effective Time Management Recognize the obstacle SET GOALS
- 9. Ways to handle the Time Management obstacles 9 Achieve Goal / Set goals Formulate Action Item Set milestone Frame Workflow Evaluate Progress Break Items into to do lists SET GOALS TO ACHIEVE THEM Action to do list
- 10. Overcoming the OBSTACLES of Time Management 10 1. Know how to spend your time 2. Use a planning tool 3. Set Priorities (IMP. Vs URG)
- 11. Setting Priorities by Using Time Matrix Model – Urgent task vs. Important task Important tasks Critical to the success of your role. Those task which are essential to the business or organization and for your own professional development. Urgent tasks In your face, vying for your immediate attention. Those tasks which YOU think is important for yourself Vs. The judgment as to whether activities are urgent, important, both or neither, is crucial for good time/attention management.
- 12. Setting Priorities by Using Time Matrix Model 12 People who lack experience or are not good at managing their time, attention, or their environment, spend most of their time in quadrants 1 and 3: responding to urgency.
- 13. Overcoming the OBSTACLES of Time Management 13 4. Get organized 5. Schedule your time 6. Delegate – Get help from others
- 14. Delegation of work – Help from Others 14 WHY DELEGATE?? WHAT TO DELEGATE?? HOW TO DELEGATE?? BENEFITS!!
- 15. Overcoming the OBSTACLES of Time Management 15 7. Stop procrastinating 8. Manage external time wasters 9. Avoid Multitasking 10. Health and well being
- 16. CONCLUSION OF MY PRESENTATION 16 THREE SIMPLE QUESTIONS a) DO YOU HAVE A HEALTHY BALANCE BETWEEN WORK AND HOME LIFE? b) ARE YOU ACCOMPLISHING THE TASKS THAT ARE MOST IMPORTANT IN YOUR LIFE? c) ARE YOU INVESTING ENOUGH TIME IN YOUR OWN PERSONAL SKILLS? A successful time management today can result in GREATER PERSONAL HAPPINESS, GREATER ACCOMPLISHMENTS at home and at work, INCREASED PRODUCTIVITY and a MORE SATISFYING FUTURE.
- 17. CONCLUDING REMARKS WITH A POETRY AND A PIC!! 17 Take time to work, it is the price of success Take time to think, it is the source of power Take time to play, it is the source of youth Take time to read, it is the source of wisdom Take time to love, it is the privilege of God Take time to serve, it is the purpose of life Take time to laugh, it is the music of soul
- 18. For your patience and have a nice day Thank you!
Notes de l'éditeur
- Very common topic but perhaps the more ignored issue……… How you our time depends on skills learned through self analysis, planning, evaluation, and self-control. Very important for us (Managers of our firm) as we serve the corporate world which is competitive and requires us to be competitive… Our clients are dependent on our advices, comments and reviews on the basis of which they make decisions. Means that our output needs to be competitive and state of the art. The ingredient of a good output includes our firm competencies, experiences of our staff and Partner. The ingredient of a good output inter alia include a Good Time Management….. If we can manage our time well, we will continue to dominate in this corporate world as we have up to now. Time management is not a way to make you work harder and longer, but a means to help you work smarter to accomplish your work more easily and rapidly. (Effectiveness – Result oriented). The core principle of time management is to ‘concentrate on results and not being busy’
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- Let’s consider some of the most common ones, and see if they apply to us: Unclear objectives – It’s hard to hit a target with your eyes closed, and it’s just as hard to accomplish something when you aren’t exactly clear about what you want to achieve. Disorganization – It’s easy to see when your desk is too messy, but sometimes you have to step back and ask yourself if you are taking an organized approach in completing all of your tasks. Procrastination is the practice of carrying out less urgent tasks in preference to more urgent ones, or doing more pleasurable things in place of less pleasurable ones, and thus putting off impending tasks to a later time, sometimes to the "last minute" before the deadline Can be significantly reduced by: Developing a conditioned response to the tasks you procrastinate -Set a goal to complete a task/project
- Interruptions – Many times we are in the middle of accomplishing something really important and the telephone rings. These calls can not only take you away from your task, but sometimes they interrupt your train of thought and you can’t return to where you were without retracing your steps… More interruptions – We all like to visit with others, but conversations at inappropriate times can cost us time when we have to stop what we are doing and redirect ourselves from our plans Periods of inactivity – Makes us lazy and lethargic… We need to plan our time in a way that we can use our period of inactivity positively.
- Too many things at once – Many of our tasks are not routines. They require concentration to detail. When we are attempting to do too many different things at one time, each individual task suffers as a result…………….QUALITY OF WORK REDUCES First quality of a human mind……. If you don’t have intellect your Mind rambles. We are all sitting here from our busy schedule to learn something but your own mind won’t let you do that because of rambling of mind………… thinking about many task at one time. This means that you mind is always busy in the anxieties for the future and worries from the past …….This destroys your peace and productivity What is the effective office time out of 10 hours??? How long are you working effectively… General consensus all over the world is 40-50 percent due to our rambling of mind..this means what should take us 3 hours or 4 hours to do a job actually take 10 hours………… that we keep saying to everyone we don’t have time………… actually we don’t have the intellect to keep our mind at the present…. Rambling tendency of mind not only destroys your productivity but it also makes you feel tired all the time and fatigued. End of the day we need a break………… looking forward from getting away from what we do to for enjoyment……. Trying to get away from things to enjoy our self because we are tired ……not because of work but because of rambling of mind………… Example Children have no worries of past and no anxiety for the future………… boundless energy……. Only It’s not our work………it’s our inability to keep our mind at present………this what fatigues us…..it destroys our peace productivity and energy All work and no play – Most successful people know how to balance work and play. When work takes over your life, you not only give your body little time to re-energize, but you may end up sacrificing the really important things in life like family and friends
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- A way to transform goal into achieved goal
- Finding a time management strategy that works best for you depends on your personality, ability to self-motivate and level of self-discipline. By incorporating some, or all of the ten strategies below, you can more effectively manage your time. Know your time Just observe what your daily activity and determine which tasks require the most time; determine the time of day when you are most productive; and analyze where most of your time is devoted – job, family, personal, recreation, etc. Identifying your most time-consuming tasks and determining whether you are investing your time in the most important activities can help you to determine a course of action. In addition, having a good sense of the amount of time required for routine tasks can help you be more realistic in planning and estimating how much time is available for other activities. Use a Planning tool Time management experts recommend using a personal planning tool to improve your productivity. Examples of personal planning tools include electronic planners, pocket diaries, calendars, computer programs, wall charts, index cards and notebooks. Writing down your tasks, schedules, and memory joggers can free your mind to focus on your priorities. Set Priorities
- Managing your time effectively requires a distinction between what is important and what is urgent. Experts agree that the most important tasks usually aren’t the most urgent tasks. However, we tend to let the urgent dominate our lives. Our activities can be categorized into four quadrants in the Time Management Matrix: urgent, not urgent, important and not important. While activities that are both urgent and important must be done. We spend less time on activities that are not important (regardless of their urgency) in order to gain time to focus on activities that are not urgent but important. Focusing on these important activities allows you to gain greater control over your time and possibly reduce the number of important tasks that do become urgent. One of the easiest ways to prioritize is to make a “to do” list. Whether you need a daily, weekly or monthly list depends on your lifestyle. Just be careful not to allow the list-making to get out of control and do not keep multiple lists at the same time. Rank the items on your “to do” list in order of priority (both important and urgent). You may choose to group items in categories such as high, medium and low, number them in order, or use a color coding system. Keep in mind that your goal is not to mark off the most items; rather you want to mark off the highest priority items. Having a prioritized “to do” list allows you to say “no” to activities that may be interesting or provide a sense of achievement but do not fit your basic priorities.
- Quadrant number 1 tasks (Subject to confirming the importance and the urgency of these tasks, do these tasks now. Prioritize according to their relative urgency.) Replying to compliance notices Hearing of appeals Planned tasks due now Meetings/appointments Filing of return in incomes (November 21, 2014) DO THEM Quadrant number 2 tasks Critical to success: (planning, strategic thinking, deciding direction and aims, etc. Plan time-slots and personal space for these tasks.) Planning/scheduling Networking including Dateline Filling our PCDs Developing change/direction strategy Filing of return in incomes (December 5, 2014) DEAL WITH THEM Quadrant number 3 tasks (Help originators to re-assess. Wherever possible reject and avoid these tasks sensitively and immediately.) Apparent emergencies Ad-hoc interruptions and distractions Pointless routines/activities Paying personal utility bills DELEGATE THEM Quadrant number 4 tasks (Habitual ‘comforters’ not true tasks. Non-productive, de-motivational . Minimize or cease altogether. Plan to avoid them.) ‘Comfort’ activities, computer games, net surfing, excessive breaks Chat, gossip, social communications DELETE THEM
- 4. Get organized Basically you have following options for handling information 1. Throw it away, delete it, or otherwise get rid of it. 2. Delegate it: give it to someone else to do, file, or respond. 3. DO on it yourself. Then throw it away or file it. 4. Deal with it 5. Schedule your time Using your time log, you should have determined those times during the day when you are most productive and alert. Plan your most challenging tasks for when you have the most energy. Block out time for your high priority activities first and protect that time from interruptions. Morning is the time for hard work. Interesting work, meetings and social events can take place in off-peak time. 6. Delegation of work
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