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TIME MANAGEMENT

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WHY TIME MANAGEMENT ? <ul><li>To utilise the available time in optimum manner to achieve one’s personal and professional goals. </li></ul>

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Objective To help you introspect and find clues to improve your time management & thereby enhance effectiveness

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Challenges I am busy round the clock I don’t have time to do anything I like I am not happy as I do not get time to enjoy I don’t feel, I have achieved anything this year I don’t have contrl over day I wish I had 24 hours in a day so that I can get more things done

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<ul><li>On An average </li></ul><ul><li>25 Years in Sleep </li></ul><ul><li>8 Years in Study & Education </li></ul><ul><li>6 Years in Rest & Illness </li></ul><ul><li>7 Years in Holidays & Recreation </li></ul><ul><li>5 Years in Commuting </li></ul><ul><li>4 Years in Eating </li></ul><ul><li>3 Years in Transition – in getting ready to undertake all the above activities. </li></ul>HOW A 70-YEAR LIFE IS SPENT?

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This leaves only 12 years For Effective work. “ Short as life is, we make it still shorter by the careless waste of time” ---- Victor Hugo. WHAT IS THE BALANCE LEFT ?

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Balance Your Life <ul><li>Balance in life is important </li></ul><ul><li>Recognize each aspect of life is important </li></ul><ul><li>I am not getting enough time for family/personal life because of work </li></ul><ul><li>80% of time is spent on work </li></ul>Health Work Family Finance

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Where are We? 20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt 10% people feel they are short of time. They realise this and are keen to get help and see how they can improve Time Mgmt 70% people feel they are not short of time. However, thy still end up wasting their time.

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TIME FOR EVERYTHING <ul><li>Take time to work, it is the price of success </li></ul><ul><li>Take time to think, it is the source of power </li></ul><ul><li>Take time to play, it is the source of youth </li></ul><ul><li>Take time to read, it is the source of wisdom </li></ul><ul><li>Take time to love, it is the privilege of Gods </li></ul><ul><li>Take time to serve, it is the purpose of life </li></ul><ul><li>Take time to laugh, it is the music of soul </li></ul>

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MYTHS about Time Management <ul><li>04/24/10 </li></ul><ul><li></li></ul>If you are EFFICIENT you must be EFFECTIVE too. If you want a job done well, DO IT YOURSELF. There is only ONE CORRECT WAY to do a job. You can’t be productive unless you are BUSY ALL THE TIME.

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Time Management- What is it?? <ul><li>Doing the Right things and not doing things right </li></ul><ul><li>In control of Life , and not driven by circumstances </li></ul><ul><li>Enjoying JOURNEY of life: everyday of it and not wait for a perfect day in future </li></ul><ul><li>Have right balance in life </li></ul>

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TIME IS MONEY <ul><li>You can make money; you can’t make time. </li></ul><ul><li>An inch of gold cannot buy an inch of time (Chinese proverb). </li></ul><ul><li>Live as if you would die tomorrow, Learn as if you would never die </li></ul>

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WHY DO WE . P R O C R A S T I N A T E ? Things seem to be UNPLEASANT. I DO NOT WANT to do it. If I PUT OFF something long enough SOME ONE ELSE WILL DO IT. I do not know WHERE OR HOW TO BEGIN. I fiddle around for hours doing EASY OR UN-IMPORTANT JOBS. PROCRASTINATION IS THE THIEF OF TIME

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Goals <ul><li>Focusing on important areas of life: Family, Health, Work, Personal Development, Finance </li></ul><ul><li>A goal is anything you want to accomplish in a specific period </li></ul><ul><li>If you had only 6 months to live what are the things you want to do?? </li></ul>Time is democratic, Nobody has more or less time

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Hints to find goals <ul><li>What do you want to accomplish </li></ul><ul><li>Long term goals </li></ul><ul><li>Dreams/ambitions </li></ul><ul><li>Work Goals </li></ul><ul><li>Professional goals </li></ul>

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Creating TO DO Lists <ul><li>Your Daily List of Tasks </li></ul><ul><li>Tasks that take you towards your goal </li></ul><ul><li>One Sheet a day </li></ul><ul><li>Tasks with defined importance </li></ul><ul><li>Q1: Important and Urgent: Deadlines, Firefighting </li></ul><ul><li>Q2: Important and Not urgent : Planning, Holidays </li></ul><ul><li>Q3: Urgent and Not Important : Interruptions, Meetings </li></ul><ul><li>Q4: Not important and Not Urgent : Junk mail, Time wasters </li></ul>

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Working with TO DO lists <ul><li>Create your list before you start the day </li></ul><ul><li>15 minutes of investment will help you everyday </li></ul><ul><li>End of day: Review status </li></ul><ul><li>Status C- Completed, T-Transferred, A-Abandoned, I –In progress </li></ul><ul><li>At the end of day you will get a feeling of accomplishment </li></ul>“ TAKE CHARGE OF YOUR LIFE, YOU CAN DO WITH IT WHAT YOU WISH – Plato”

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No excuses <ul><li>Do it Now </li></ul><ul><li>Prioritize </li></ul><ul><li>Understand how much time it takes to do a task </li></ul><ul><li>Not all tasks take time </li></ul><ul><li>Understand what and why of your procrastination tendency </li></ul><ul><li>Do not be a last minute decision taker </li></ul><ul><li>Gather information of a task in advance </li></ul><ul><li>“ If we wait for the moment when everything and absolutely everything is ready, we shall never begin” </li></ul><ul><li>Be proactive and not reactive </li></ul><ul><li>- Being proactive is highly motivating </li></ul>

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Crisis Situation <ul><li>Maintain a crisis log </li></ul><ul><li>Nothing is worth being reactive </li></ul><ul><li>If you are only reactive, someone else will replace you at your job </li></ul><ul><li>Do not wait for any task to become urgent (ACT) </li></ul>

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PROBLEMS OF OVERWORKED MANAGER <ul><li>Why some managers are typically running out of time while their staff is running out of work. </li></ul><ul><ul><ul><li>They pick up staff’s job. They enjoy & are good at it. </li></ul></ul></ul><ul><ul><ul><li>They try to do things efficiently which are not worth doing at first place. Efficiency Vs Effectiveness. </li></ul></ul></ul><ul><li>It can be explained by ‘ Monkey-on-the-back’ analogy. Monkey is ‘next move’ or problem or opportunity that comes to us. </li></ul>

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WHAT IS A MONKEY? <ul><li>A Monkey is a next move or an opportunity, or problem which comes to us. </li></ul><ul><li>‘ Monkey Management’ helps to transform from a manager under time pressure to an effective one. </li></ul>

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MONKEY-ON-THE-BACK <ul><li>Some ‘Monkeys’ belong to us. However, greatest proportion belongs to subordinates. </li></ul><ul><li>Once we pick up ‘Monkeys’ from subordinates they get message that we want Monkeys. </li></ul><ul><li>By allowing ‘Monkey’ from your subordinates on to your back you volunteered for two things: </li></ul><ul><ul><li>Accepted responsibility for the problem from him. </li></ul></ul><ul><ul><li>Promised him a progress report. </li></ul></ul><ul><li>Now he will pressurize you to do what actually is his job. </li></ul>

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MONKEY-ON-THE-BACK <ul><li>Sometimes colleagues also try to pass on their monkeys. </li></ul><ul><li>Many Bosses are in habit of passing their monkeys to subordinates. </li></ul><ul><li>This snowballs to upward, sideward & downward leaping ‘Monkeys’. These take our all available time with no time to work on our own ‘Monkeys’. </li></ul><ul><li>So be careful.Do not accept others monkeys. </li></ul>

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Tips <ul><li>Get up 15 minutes early </li></ul><ul><li>Make time for ‘YOURSELF’ </li></ul><ul><li>Understand your ‘effective time zone’ </li></ul><ul><li>Deal effectively with interruptions </li></ul><ul><li>Update your TO DO list daily </li></ul><ul><li>Do not over schedule </li></ul><ul><li>Keep Your list in sight </li></ul><ul><li>Delegate, if possible </li></ul><ul><li>Get Organized: Paper, e-mail </li></ul><ul><li>Do difficult tasks first </li></ul>

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Tips cont…. <ul><li>Throw away every information that you think you do not need </li></ul><ul><li>Think twice before you interrupt anyone, Their time is as valuable as yours </li></ul><ul><li>Take an interest in what others are trying to achieve </li></ul><ul><li>Hearing is not the same a listening. Learn to listen </li></ul><ul><li>Don’t adapt any time wasting practices </li></ul>

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Tips Cont…. <ul><li>You are continuously bombarded by demands on your time. </li></ul><ul><li>Write down your goals to keep yourself on course, to minimize interruptions and to focus your attention. </li></ul><ul><li>You always know what to do next when your goals are committed in writing </li></ul><ul><ul><ul><ul><li>Success is progressive realization of worthwhile predetermined goals </li></ul></ul></ul></ul>

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How to Create more time <ul><li>By Effective delegation – Make sure you define Objectives and Objections clearly when you delegate a task </li></ul><ul><li>Reserve some time for tasks that you can do </li></ul><ul><li>Keep a checklists of tasks to help you monitor the progress of tasks that you have delegated </li></ul><ul><li>Set precise and realistic deadlines of tasks that you have delegated </li></ul>

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Getting started <ul><li>Write down goals of your life – Personal and Social </li></ul><ul><li>Practice TO DO lists for at least 6 weeks </li></ul><ul><li>Then it becomes a habit </li></ul><ul><li>Don’t give up </li></ul>If you Fail to Plan you Plan to Fail

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Summary <ul><li>Believe it is possible to get more out of existing time </li></ul><ul><li>Writing down goals is the first important step </li></ul><ul><li>Break down goals to tasks </li></ul><ul><li>Understand your ‘most effective time zone’ </li></ul><ul><li>Create daily TO DO List for next 3 months </li></ul><ul><li>Prioritize & schedule tasks </li></ul><ul><li>Create processes on most of the tasks </li></ul><ul><li>Invest time to train someone & delegate in steps </li></ul><ul><li>Leave the habit of attending to everything that comes in front </li></ul>

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RECAP <ul><li>Yesterday is a cancelled cheque, Tomorrow is a promisory-note, Today is ready cash . Use it. </li></ul><ul><li>When feasible, delegate. </li></ul><ul><li>Don’t let paperwork pile up. </li></ul><ul><li>Do not postpone work. </li></ul><ul><li>Identify your time waster and resolve to eliminate them. </li></ul><ul><li>Add times for relaxation and recreation in your schedule. </li></ul>

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RECAP <ul><li>Identify and make use of “up” and “down” time. </li></ul><ul><li>Learn to say “NO.” It is not a crime. </li></ul><ul><li>Make use of committed time – travel time, waiting time etc. </li></ul><ul><li>Plan the day. </li></ul><ul><li>Set goals and work towards achieving them. </li></ul><ul><li>Keep the Boss happy. </li></ul>

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on TIME MANAGEMENT 01. SET SMART GOALS AND DEADLINES. 02. BREAK LONG TERM PLANS IN TO WEEKLY AND DAILY ACTION PLANS. 03. THINK THROUGH YOUR DAY WHILE MAKING WAY TO YOUR WORK. 04. DELEGATE TASKS WHICH ARE NOT TIME EFFECTIVE FOR YOU TO DO. 05. PRIORITISE YOUR DAILY WORK PLANS. 06. AVOID DISTRACTION. 07. REWARD YOURSELF WHEN YOU MEET YOUR DEADLINES. 08. ENJOY EVERYTHING YOU DO. 09. BEWARE OF PROCRASTINATION. 10. LEARN TO SAY ‘NO’

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THANK YOU