Learning to manage time with different techniques like ABC Method, Pareto Analysis (80-20 Method), Eisenhower Method, POSEC Method, Flow Method, Pyramid Method, Routine Division Method etc. Also understand the importance of time management with different examples and stories
2. 2
Best Time Ever
Yesterday is
history. Tomorrow
is a mystery. And
today? Today is a
gift. That's why we
call it the present.
3. 3
Ravan Captured The KAAL
Indian mythology quotes about the Lankan King Ravan,
who captured Kaal (The God of Time or God of Death), so
that no one will ever kill him. This itself highlights the
extremely high importance of time.
So if you loose time
- You are finished
4. 4
No time to breathe even
Some times we declare ourselves as too preoccupied. As if
there is no time to breathe. Even death will walk out empty
handed out of our door. Kindly check again.
5. 5
Time Has Gone
Time flies by fast. It moves faster than mind. No
body could even beat him. Don't try this even.
Better now or never. Time is non-renewable.
6. 6
Time Killing
Kill time to kill your dreams. Time killing is not
leisure. You only kill the useful time. Punishment for
killing time is always LIFE TIME IMPRISONMENT
7. 7
Time Tested
Time is the ultimate testing bench. Any thing tested on time
is considered better than tested on any other parameter.
We as individuals and our actions also need to pass this test
to the best of our abilities.
8. 8
Time is Money
All good ventures run on 5 Ts. TRUST, TIME,
TECHNIQUE, TOOL and TOLERANCE. Using
tolerance at heart, technique in mind, tool at hand
you spend time to buy trust.
9. 9
Time to Steal Time
Inspite of busy-ness for everyone every time one has
to steal time. This is probably the only thing in world
which when you steal provides you kudos, rather
than a jail term.
10. 10
You wait Time Runs
Time doesn't wait even for kings. Its nature is
continuous running. You can't really wait for
anything to happen by itself. It happens by your
efforts only. Even the leisure time is planned.
11. 11
Time Has Come
Time finally comes for everything. Something that
begins always ends. The 'Kaal' comes. The message
is, it always comes to start something new. The
sunset is always similar to sunrise.
12. 12
Let's Read it from Bhagvad Gita
• Time (kala, काल) is one of the five tattvas
(elements, तत्त्व ) of existence which are
the five subjects of the Bhagavad-gita.
The other ones are:
–ishwar (ईश्वर) - God,
–Jeev (जीव) - living being,
–prakrti (प्रकृ तत) - material nature,
–and karma (कर्म)- material activity
13. 13
OUTLINE
• Understanding Time Management.
• What to Manage.
• Time Management Stories.
• Skills Required.
• Priortisation Techniques.
• Science of Time Management.
• Final Tips.
• Pledge.
• References .
15. 15
Definition
• Organising activities to accomplish a
GOAL on TIME scale.
• Other similar scales are all famous
'M's
– Money Scale.
– Manpower Scale.
– Machine Scale.
– Material Scale.
– Mind Scale.
• For memory purposes, even Time
can be called as 'Minute' Scale, a
word that begins with letter 'M'.
• Remember all 'M' scales are inter
related to each other.
16. 16
Related Terms
• Urgent Activities
• Important Activities
• Me Time/ Personal Time/Group
Time
• Spare Time / Free Time
• Work Time / Leisure Time
• Prime Time
• Hard Time etc. etc.
• Parallel Activities.
18. 18
TWO FACETS OF LIFE
• Resource Generation
Facet.
– Working in office, factory
or shop.
– Cooking, Washing.
– Creating space in a rack.
• Resource Utilisation Facet.
– Buying things from market.
– Eating Food.
– Using a rack to keep items.
19. 19
BALANCING
• Managing Time is
Balancing.
–Of schedule allotted to
activities performed for
resource generation vs.
resource usage.
–Of schedule allotted
within each type of
activities.
20. 20
TIME MANAGEMENT STORIES
"Crash programs fail
because they are
based on the
theory that, with nine
women pregnant,
you can get
a baby a month."
- Wernher von Braun
21. 21
STORY1: Still more to fill - 1
• A teacher shows a jar to his
pupil and fills it fully with large
pebbles. Any thing more I can
fill now. No Sir! Everyone shouts
loudly.
• He takes out some small stones
and fits them in between the
rocky pebbles. Its full now,
everyone accepts.
22. 22
STORY1: Still more to fill - 2
• Pupil were now waiting for the
comments from the teacher.
• He further takes out some sand
and still finds place in the jar to
fill it between the finer spaces.
• Ok! No more filling job.
Everyone noded.
• Alas! Teacher was still seen
again to fill the jar further with
water.
23. 23
STORY1: Moral of the Pebble Jar Story
• IS IT .... There is still time left
even if you are too busy.
• NO!
• It is the lesson of priortising
things. Unless we fill big rocks
first we will never be able to fill
small stones and sand later.
• Unless we priortise properly
many things may be left
unattended.
24. 24
STORY2: Wasted time for Wright Brothers
• The first power flight of Wright
brothers was delayed due to bad
weather. They used this time to
test the wings and engine.During
this time they found the cracked
shaft, the design of which needed
improvement.
• Remember, You can always use
the wasted time to your benefit as
a blessing in disguise situation.
25. 25
SKILLS REQUIRED TO
MANAGE TIME
"remember that a
day in your life is
24 hours or 1440
minutes or 86,400
seconds."
27. 27
SELF BELIEF
• Time management is
essentially SELF
MANAGEMENT.
• "I CAN DO" approach is a
skill that can be learnt
with the help of training
and appropriate
environment.
28. 28
Organising Skill
• Identification: appropriate
identification of activities.
• Placement: Skill to place
them on various time scales.
(Daily, Weekly, Monthly,
Yearly, Etc.)
• Sequencing: Placement in
right order of priorty.
29. 29
Adjustment Skill
• Remember that great time
managers are always flexible
and good adjustment makers.
• Everyone needs to adjust to
– Changing own thought processes.
– Other people interrupts.
– Unknown interrupts.
• Adjustment makers never run
away. They keep the show
going.
32. 32
ABC
Method
A
Urgent and
Important
Activities
• Callback a client with price
details.
• Take wife to doctor who is having
a severe stomach ache.
• Send Son's Admission Form to
University as the due date is very
near.
B
Important but
not so urgent
activities
• Excercise.
• Increasing Qualification.
• Applying for Insurance Survival
Benefit.
C
Neither Urgent
Nor Important
Activities
• Watching a Cricket match on TV.
• Dining Outside.
33. 33
Pareto Analysis
• Out of a typical TO-DO-LIST 80 % of the tasks
can be completed in 20% of available time.
• Rest 20% one can easily take 80% of time to
complete.
• The other approach is to assume is that 80%
productivity is achieved by doing 20% of the
important tasks.
34. 34
Eisenhover Method
• Callback a client with price
details.
• Take wife to doctor who is
having a severe stomach
ache.
• Send Son's Admission Form
to University as the due
date is very near.
• Excercise.
• Increasing Qualification.
• Applying for Insurance
Survival Benefit.
• Attending to Marketing
Calls.
• Replying to petty questions
from your colleagues.
• Gossiping.
• Watching events outside the
window.
IMPORTANT
URGENT NOT URGENT
NOT
IMPORTANT
35. 35
POSEC Method
• Priortise : Make Time Scale, Set Goals.
• Organise : Things to be attended regularly like
family and finance.
• Streamline : Work Life.
• Economise : Your leisure time.
• Contribute : By attending all other things.
36. 36
Flow Method
• Take things as they come
and attend to them in a
flow.
• Be prepared for set backs
• Be prepared for small
successes that vanish next
moment.
• Maintain the flow of work
in spite of all odds.
37. 37
Pyramid Technique
• Set Long Term
Goals.
• Set Middle Term
Targets for Long
Term Goals.
• Workout Short
term details.
Long Term
Goals
MiddleTerm Goals
Short Term Details
38. 38
Routine Division Method
• This is also called time table method
or diary method.
• This is most commonly used or we
can call it mis-used.
• Better results come when you note
down your actions on a daily basis
and then prepare something based
on your experience. This allows
more flexibility.
• Often convenient to take activities
on Y-Axis and Time on X-Axis
• Mark both start and end of activity
plan.
39. 39
LET'S PRACTICE OURSELVES
"Time is the coin of your life.
It is the only coin you have,
and only you can determine how it will be spent.
Be careful lest you let other people spend it for you."
- Carl Sandburg
42. 43
Human Brain has Divisions
• brain is divided into a Left Brain
and a Right Brain.
• Right Brain is responsible for storing
images and emotions.
GOALS USUALLY HAVE IMAGE
CHARATERSTICS.
• The Left Brain is responsible for
verbal (Textual) and logical
processing.
TIME SCHEDULING CHART IS
RELATED TO LOGIC AND VERBAL
ABILITIES
• Best performance is achieved when
both portions of your brain act in
synergy.
44. 45
LET'S TAKE CONTROL OVER KAAL.
• KAAL sounds like GAAL and just a simple vowel replacement
will make it GOAL.
SO KEEP YOURSELF GOAL ORIENTED.
• When things are interesting you devote them more time.
SO TAKE INTEREST IN EVERYTHING YOU DO.
• Habits go with lot of difficulty. In the order of ABIT, BIT and
IT.
WORK HARD TO OVERCOME THE HABIT OF WASTING
TIME. UTILISE IT LIKE WRIGHT BROTHERS DID.
• Making adjustment doesn't mean compromising. It is the art
of optimising things for best results.
LEARN TO ADJUST IN ORDER TO PRODUCE BEST RESULTS.
• Don't analyse too much as it may lead to inaction.
DECIDE ONCE AND ACT ONCE.
47. 48
PLEDGE.
I ____<Your Name>_____ take a
pledge, that I will make best possible
efforts, to manage my time
methodically. I shall also avoid, to
interrupt others, in a way to disturb
their time schedule.
I shall also do my best, to explain the
methods of time management, I
learnt, to all my nears and dears.
50. 51
• Ask and guide me at
md@sunmitra.com
• Share this information with as
many people as possible.
• Keep visiting www.sunmitra.com
for programme updates.
