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Time management

  1. 1. TIME MANAGEMENT <br />Twenty percent of your time will produce 80% of your productive output. Can you afford not to manage at-least that 20% ?<br />
  2. 2. I am very busy. The second crisis comes in before the first has finished<br />I don’t feel I have achieved anything this year<br />I don’t have control on my life. Things pile one on top of the other<br />I wish I have more than 24 hours per day so that I can get more things done<br />The company overloads me with work. There is no time to breathe<br />Common Problems<br />
  3. 3. 20% people feel they are short <br />of time. They feel so concerned that <br />they self find answers to Time Mgmt<br />10% people feel they are short <br />of time. They realize this and <br />are keen to get help and see <br />how they can improve Time Mgmt<br />70% people feel they are not short <br />of time. Though they don’t mind<br /> listening to someone. And then<br /> tell him why all that is impractical<br />Where are you?<br />
  4. 4. The &quot;Three Ps&quot; of Effective Time Management<br />Planning - If you don’t have time for planning, you’d better find the time.<br />Priorities - Not everything you do is of equal importance. Priorities are not constant, they must be re-evaluated.<br />Procrastination - The anti-Nike – just don’t do it.<br />
  5. 5. Ten Myths about Time<br />Time can be managed. <br />The longer or harder you work the more you accomplish. <br />If you want something done right, do it yourself. <br />You aren’t supposed to enjoy work. <br />We should take pride in working hard. <br />You should try to do the most in the least amount of time. <br />Technology will help you do it better, faster. <br />Do one thing at a time. <br />Handle paper only once. <br />Get more done and you’ll be happier.<br />
  6. 6. Time Wasters<br />Attempting too much. <br />Not saying no.<br />Incomplete information.<br />Management by crisis, fire fighting.<br />Interruptions. <br />
  7. 7. Interruptions…<br />If no one asked questions we wouldn&apos;t have jobs. <br />Anticipate the most common questions/issues: Pro-active vs reactive.<br />Set time aside for “personal” things….<br />
  8. 8. Making the Best Use of Time<br />Decide that you don’t have to please everyone. <br />Let go–don’t be a perfectionist.<br />Resist the temptation to do small, insignificant tasks too well. <br />Outsource what you can.<br />
  9. 9. Why do we procrastinate?<br />Don’t know where to start.<br />To avoid an unpleasant task.<br />We’re afraid to fail. <br />Waiting for more information.<br />You may think if you put it off someone else will do it. <br />You’re over-committed. <br />
  10. 10. To overcome procrastination:<br />You do not work best under pressure. <br />List the things you have been avoiding. Prioritize them. Try to do at least one of them each day until you catch up.<br />
  11. 11. Timing<br />Knowing when not to work on something is as important as knowing when to work on something else.<br />Save the easiest tasks for the end of the day.<br />
  12. 12. Get The Most Out Of the First Two Hours of the Day <br />Don’t eat breakfast at work.<br />Don’t schedule meetings for this time.<br />Start with the most important work of the day.<br />Do the things you don’t want to do first.<br />
  13. 13. Filing Documents<br />You can do only 4-5 things with any piece of information:<br />Toss it<br />Re-direct it<br />Act on it<br />File it<br />Read it<br />
  14. 14. “Logic-based disposal”<br />Does it require action on my part? <br />Does it exist elsewhere?<br />Is it outdated? <br />Will I really use it again? <br />What’s the worst thing that could happen if I don’t have this info? <br />Does anyone else need this info?<br />
  15. 15. Other Filing Tips<br />Never file envelopes unless the postmark is significant.<br />Write a keyword on the item when you read it.<br />File according to how you’ll use it, not where it came from.<br />Judy’s law…If you spend much time looking for something, put it back where you found it. Or at least put a pointer there.<br />
  16. 16. Managing Your To-Read Pile<br />You will probably never be able to read everything you would like to read.<br />Read with a pen in your hand.<br />Scan.<br />Share your reading with a friend. <br />Keep a reading file.<br />
  17. 17. Managing Your Email<br />Check only 4 times a day.<br />Filter and triage.<br />Don’t print out messages.<br />
  18. 18. STRATEGIC PLANNING<br />Failing to plan is planning to fail<br />Plan Each Day, Each Week, Each Semester<br />You can always change your plan, but only once you have one!<br />
  19. 19. Why aren’t we organized?<br />It takes too much time.<br />You don’t know how.<br />You want to do it “perfectly.”<br />
  20. 20. The price of not being organized?<br />Missed deadlines.<br />Overlooked opportunities.<br />Wasted time.<br />Lost customers due to poor or slow service.<br />Wasted money.<br />
  21. 21. Using Your Calendar<br />Add a meeting as soon as you know about it.<br />Write dates for follow-up on calendar. <br />Include personal deadlines.<br />Have one master calendar. <br />If you use an electronic calendar, back it up regularly.<br />
  22. 22. Eliminating things from your to do list<br />What’s the worst that can happen if you don’tdo this? <br />Am I the only person who can do this? <br />Must it be done now? <br />Is there an easier way to do it? <br />
  23. 23. PRIORITIZATION<br />Just because you can do something doesn’t mean you should.<br />
  24. 24. The four-quadrant TO DO List<br />Due Soon<br />Not Due Soon<br />Important<br />Not <br />Important<br />
  25. 25. Your daily list of tasks<br />Tasks that take you towards your goals<br />One Sheet a Day<br />Tasks with defined importance: <br />A: important and urgent: deadlines, fire fighting<br />B: important and not urgent: Planning, Holidays<br />C: urgent and not important: Interruptions, meetings<br />D: not important and not urgent: junk mail , time wasters<br />Creating TO DO lists<br />
  26. 26. Create the list before you start the day<br />15 minutes of investment will help you everyday<br />End of day: Review Status<br />Status: C – Completed, T – Transferred, A – Abandoned, I – In progress<br />Working with TO DO Lists<br />
  27. 27. Date: 07-Aug-2009<br />Sample TO DO list<br />
  28. 28. Look at your big list of To Do<br />Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it<br /> Subsequently schedule the day or the time<br />Keep some buffers<br />Be flexible to change but don’t change on small reasons<br />Prioritizing - Scheduling<br />
  29. 29. Be both efficient and effective<br />Efficiency is<br />Effectiveness is<br />Too many people spend lots of time making sure they are doing things right and not enough determining if they are doing the right things.<br />Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective.<br /> completing a task with the least possible amount of wasted labor, cash, or time. <br /> doing what will make the most difference. <br />
  30. 30. Give Yourself Permission to Fail<br />Failure is okay, if...<br />If you have not failed, it means you have not risked, not challenged yourself.<br />You learn from your past experiences …and acquired your experiences because you failed in the past.<br />
  31. 31. THANK YOU!<br />Exercise<br />
  32. 32. 32<br />Time Journals<br />It’s amazing what you learn!<br />Monitor yourself in 15 minute increments for between 3 days and two weeks.<br />Update every ½ hour: not at end of day<br />
  33. 33. 33<br />
  34. 34. 34<br />
  35. 35. 35<br />Using Time Journal Data<br />What am I doing that doesn’t really need to be done?<br />What am I doing that could be done by someone else?<br />What am I doing that could be done more efficiently?<br />What do I do that wastes others’ time?<br />