2. • Umair is a Medical representative in
Multinational Pharmaceutical company .
• The xyz company is its third company in
t o years. He desire to ork ell fro
heart a d he thought he ill….
• Let us look at hat is goi g o i U air s
mind on a typical workday.
Meet Mr.U air …….
3. Mor i g routi e…..
Oh no! I am late
to contact
point/ Dr. Salem
again !
4. More thi gs….
Boss will ask for Doctor
updated List and this is the last
day!
I do t e e ha e ti e left for
morning tea now.
5. When reached to CP/ Dr. Salem
Where i put my schedule list in
my bag, and where is my PDA ?
I ll ha e to sear h for it o
and my bag is a mess.
SM is expecting with me !!!
6. S ary o e t…..so te sed..
Oh o! I still ha e t got the
bag and presentation ready for
today s do tor eeti g.
What will i do ????
7. At Lu h Ti e…….
I ll ha e to skip y lu h... Just
directly go to the meeting ,so
that before starting of the
session I will do it on the floor
and check update my sales
figures
8. I The Middle of the Meeti g…..
Oh! I forgot I
also have to
attend the
Parent-
Teacher
meeting of
my kid today!
9. Duri g E e i g…..
I thi k I ll e
late for
wedding party
of my relative
after the
evening as I
do t thi k I ll
be able to
leave
Field/Office on
time.
Also i am
very tired
10. O erous Pro le s……..Mai Issue….???
• As you can see that Umair is surrounded by
various kinds of troubles such as that of
o pleti g his tasks, rea hi g his kid s s hool
and even wedding party of his relative on
time.
11. What's your Opi io ….
• So, what do you think is
the root cause of all of
U air s pro le s?
12. Corre t…..
• Yes, all of U air s pro le s arise due to
lack of proper time management.
• If Umair had managed his time well, he
would have been able to pack in a lot of
chores into a single day and yet complete
each and every one of them successfully.
• Let us see how Umair suffers from poor
time management.
13. No Lets Dis uss Ho ……
Oh no! I am late to Contact
point/ Field/ Dr. Salem/Office
again!
Here, you can see that Umair has started the
day on a wrong note itself. He is late to
office/Field to begin with and hence it is
natural that he would not have enough time
to complete all his work and would have to
work extra hours to complete his tasks.
14. The ‘eal Pro le ….
Umair is late and does not have enough time
to update list ,even he delayed work for many
days., it is obvious that he would be late in
completing his other important tasks. Hence,
it would have been better if Umair had a habit
of managing his desk work effectively and
following proper etiquette.
Boss will ask for Doctor updated
List and this is the last day!
I do t e e ha e ti e left for
morning tea now.
15. FU‘THE‘….
Umair will now have to search for the files
that he cannot find. So, he would waste time
in searching for a file that he needs urgently
and will need to find the file on his bag. un
managed bag would make him waste more
time in finding the file.
Where i put my schedule list in my
bag, and where is my PDA ?
I ll ha e to sear h for it o a d
my bag is a mess.
SM is expecting with me !!!
16. ‘eal Pro le …..
Umair was aware beforehand that he had a
client meeting today. It is crucial that rather
than putting off getting the presentation/Bag
ready on the same day of the meeting, Umair
should have completed the presentation/Bag
in advance.
Oh o! I still ha e t got the
bag and presentation ready for
today s lie t eeti g.
What will i do ????
.
17. He is Hu gry …..But….
Umair is well aware of the fact that he needs
to send a Doctor list updated and sales report
to his boss and do a regular sales check.
Hence, it is important that he should manage
his time in such a way that he keeps aside
some hours in a day for completing the report.
I ll ha e to skip y lu h to
complete the status report
which I need to send to boss.
18. Oh No….
U air forgot a out his kid s Pare t-Teacher
Meeting. As he has forgotten he has also not
put aside some time to attend the Parent-
Tea her Meeti g at his kid s s hool. If U air
had pre-planned his day and kept a reminder
to remind him of the meeting, he would not
ha e forgotte a out the eeti g. U air s kid
will feel neglected and uncared for as his father
did not bother to attend his school meeting.
Oh! I forgot I also have to
attend the Parent-Teacher
meeting of my kid today!
19. I thi k I ll e late for eddi g
party of my relative in the
e e i g as I do t thi k I ll e
able to leave on time.
Umair will be late for his wedding party. It was
important that to be on time for the party
Umair should have planned his workday well
and managed time effectively. His spouse
will resent Umair being late for
relative Wedding party.
Got Tired….
20.
21. • Thus, you can see that
when a person does not
manage his time well, he
tends to suffer not only on
the professional but also
on the personal front.
22. It s Not e ded here….
Life goes o ….TIME
goes on and Umair
continued to be
surrounded by
various kinds of
problems due to
lack of proper time
management.
23. So, it is crucial being a working professional, you should learn to manage your time
effectively.
UMAIR
Time
Waster
24. What is Time Management?
The art of arranging, organizing, scheduling, and
udgeti g o e s ti e for the purpose of ge erati g
more effective work and productivity is known as
Time Management.
So, time management involves exercising conscious
control over the amount of time spent on specific
activities with a focus to increase effectiveness,
efficiency or productivity.
Hence, time management helps an individual
to be more organized and more productive.
25. Time Management
• Time management is the act
or process of exercising
conscious control over the
amount of time spent on
specific activities, especially
to increase efficiency or
productivity.
• Time management may be
aided by a range of skills,
tools, and techniques used
to manage time when
accomplishing specific tasks,
projects and goals.
26. Did You Know?
Time is the point or period at which things occur or simply put, time is when stuff
happens.
There are two types of time:
Clock Time: In clock time, there are 60 seconds in a minute, 60 minutes in an hour, 24
hours in a day and 365 days in a year. In clock time, all time passes equally. For
example: When someone turns 60, he is exactly 60 years old, no more or no less.
Real Time: All time is relative in real time. Hence, depending on what you're doing you
would feel that time flies or drags. For example: Two hours waiting for an appointment
may feel like 5 years whereas two hours at the movies may fly by like 15 minutes.
27. Always remember that real time is
mental. It is created by your mind or
your brain. So, anything that you have
created yourself, you can manage
yourself. So, the best way to manage
your time is being positive about
yourself and believing that you are
capable of better managing your time.
28. Importance of Time Management
Time management is important as it helps to manage your time efficiently. It is
beneficial to every individual as proper time management helps us to:
Have time for
ourselves
Be Relaxed &
less stressed
Be Organized
Be Efficient
Be Self-disciplined
Prioritize tasks
Schedule efficiently
Plan efficiently
29. Principles of Time Management
Always have a great
clarity of objectives
Always work with a
focus centered on
achieving the set
objectives
Before beginning your work
for the day, make a list of all
your activities
Set priorities to achieve
more in the same day
Reserve large blocks of
time for important
activities
Develop a habit of
eliminating at least one
time waster from your
life each week
The following are some of the core principles that you
should follow for successful time management.
30. Steps for Managing Your Time
Step 3: Revisit and Revise Your Plan
Step 2: Develop a Schedule
Step 1: Set Goals
The following are the key steps that you need to follow for effective time
management:
Let us look at each in detail.
31. •The first step towards managing your
ti e is to “et Goals . While setti g goals,
you should always keep in mind that you
should set goals that are specific and
concrete. Never define vague goals. Also,
make sure that you determine and set
both long-term goals and short-term ones
to support them. Another important thing
while setting goals is to also set a deadline
for your goals.
•Personal as well as professional goals.
Step 1: Set Goals
32. 2-DEVELOP A SCHEDULE
Develop and plan out a schedule. Initially, planning may seem a hard task,
however, with practice it would become the easier and more natural.
There are a few considerations that you need to keep in mind while developing
a schedule. Hence, while making a schedule, ask yourself these questions:
• What goals do I expect to accomplish?
• What approach do I need to adopt to reach these goals?
• What tasks are more important than others?
• How much time will each task require?
• What time of the day is best fitted to do each activity?
• What provisions do I need to keep my schedule flexible to allow for
unexpected things?
33. Understand what you can realistically
achieve with your time.
Plan to make the best use of the time
available.
Leave enough time for things you must
absolutely do.
Preserve contingency time to handle 'the
unexpected'.
Minimize stress by avoiding over-
commitment to yourself and others.
The process of deciding which of several options
or tasks is most important is known as
Prioritizi g . He e, deter i i g your priorities
or prioritizi g i ol es de idi g that A ti ity A
is ore i porta t tha A ti ity B .
The crux of time management lies in setting
priorities and taking charge. You should keep in
mind that your priorities are influenced by your
values and your goals.
Prioritizi g
35. Step 3: Revisit and Revise Your Plan
Step 3: Revisit and Revise
Your Plan
The next crucial step in time
management is to check
whether the plan is working
and check how you are
actually using your time.
This step will help you
identify the deviance between
your planned schedule and
your actual followed schedule.
You need to then alter your
schedule or your actions and
revise your plan for better
time management.
38. • Define what you need to keep and for how
long
• Arrange file materials logically
• Facilitate easy access to materials
• Purge the files on a regular basis
• Ability to say NO
• Set rules for personnel calls
• Mold people to do calls on your describe time
The following are a few tips for making and
receiving phone calls:
• Keep your calls as short as possible
• Make a habit of standing during the
call to remain alert during the
telephonic conversation
• If possible, try to block out time in a
definite period for making and
receiving calls
• Begin your call by letting the other
person know the purpose of your call
• After the call is over, be clear about
what to do next
• Review what you decide on the call
39. Let us now look
at a real life
example to
understand the
role of
prioritizing in
time
management.
Real Life Example
40. UMAIR is a MED
REP at MERCK.
UMAIR is always
very busy with a list
of numerous tasks
to complete in a
single day. UMAIR
suffered from poor
time management
and hence ended up
postponing most of
his tasks and
leaving many of the
tasks incomplete.
41. Consider UMAIR is with
us in this session on time
management
which help him learn about
managing his time well and
performing his work better.
UMAIR attended this
workshop on time
management and learned
about the importance of
prioritizi g i ti e
management.So, UMAIR decided to plan his
day in advance for managing
his time well.
He has made a list of the tasks
that he needs to complete in a
particular day.
42. • Check and identify mails to be sent today.
• Attend the Meeting
• Discuss with a colleague about Latest Movie.
• Complete fortnightly status report to submit to boss.
• Schedule a meeting with boss about my career progression.
• Make a phone call to a friend enquiring about his health.
• Buy a gift for friend’s birthday party in the evening.
HE SET PRIORITIES
Can you help prioritize
UMAI‘ s tasks for hi i the
order of their importance?
43. Tools for Time Management
There are various tools that you
can use for Time Management,
such as:
Planners 1
2
3
4
5
To-do
Lists
Diary
Calendar
Activity
Logs
Let us look at each in detail.
44. Urgent/Important Matrix
The Urgent/Important Matrix is an important concept for time management.
WasteDeception
Manage quality
Important
Urgent Not Urgent
Not
Important
'Quadrant of Quality' when
ignored cause stress, burnout,
and deeper crises for the person
consumed by it.
45. The iologi al lo k or your ody
lo k de ides ho of your ody
works and the variance of energy
levels for different types of people at
different times of the day. Biological
lo ks are also k o as Cir adia
‘hyth s or Body Clo ks . Cir adia
rhythms are internal biological clocks
that regulate many functions and
activities, including sleep,
temperature, metabolism, alertness,
blood pressure, heart rate, hormone
levels and immunities.
Understand Your Biological Clocks
46. Understand Your Biological Clocks
The sunlight at each morning resets these
Circadian Rhythms. Your body cycles through
several metabolic and chemical changes in
about every 24 hours. It is these cycles that
deter i e hether you are a Mor i g
Perso or a Night O l . It is a ell k o
fact that to maximize your efficiency you
should work with your body cycles and not
against them. So, instead of fighting these
natural rhythms, you should learn to work
with these natural rhythms. Hence, you can
make more efficient use of your time by
scheduling certain activities at certain times of
the day.
47. People generally believe
that he you ultitask
and do several tasks at
once, you actually save
time and get more done
in the same time.
However, this is just a
myth and in reality when
you multitask, you tend
to spend your energy,
concentration and focus
on several things all at
once
48. Time Wasters
Some of the most common time wasters are as follows:
Stress & Anxiety
Procrastination
Lack of
Planning
Perfectionism
Interruptions
Depression
Being unorganized
Not sayi g o Attempting too
much
49. Time Wasters
Meetings without
agenda
Fear of
delegating
No clear deadline
Problems With
Objectives/Priorities
Inadequate
resources
No passion for doing
the work
Fear of failure or success
Shifting Priorities Tired/unable to
concentrate
50.
51.
52. THANK YOU SO MUCH!!!!
FOR ALL YOUR TIME
UZAIR AHMED
BCZ………
