Post on 18-Oct-2014
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TIME MANAGEMENT
Did you said that……?
By the time I complete One Urgent task, the other one is on my head
Sorry, I don’t have time Lot of work, but very little time I wish there were more than 24 Hrs. in a
day Not today- I will do it later Oops, I am late again! My room is haywire.. Where to start?
Are you Happy the way you spend time now?
Exercise no. 1
Need for Time Management
Do we manage Water? Do we manage Money? Will you manage it if it is not valuable? Is time valuable? Do we want MORE in LESS?
“Time is the scarcest resource and unless it is
managed nothing else can be managed.”
– Peter Drucker
Objective of Time Management Accomplish more in less time
TIME = MONEY
Remember that Time is Money
-Benjamin Franklin Advice to a Young Tradesman in 1748
Pay Rs. 70 to save 35 minutes
Projected Cost in 2004 300 Crore
Actual Cost in 2009
1600 Crore
BANDRA-WORLI SEA LINK
Other Examples
Air Tickets Penalty on Delayed Projects Cost Escalation Interest on Money
To Realize the Value of:
ONE YEAR, ask a student who failed a grade.ONE MONTH, ask a mother who gave birth to a premature baby.ONE WEEK, ask the editor of a weekly newspaper.ONE HOUR, ask the lovers who are waiting to meet.ONE MINUTE, ask a person who missed the train.ONE SECOND, ask a person who just avoided an accident.ONE MILLISECOND, ask the person who won a silver medal in the Olympics.
Treasure every moment that you have! And treasure it more because you shared it with someone special, special enough to spend your time.
And remember, time waits for no one.Yesterday is history.Tomorrow is a mystery.Today is a gift. That's why it's called the present.
Need for Time Management
Value of Time Demand and Supply Cannot Buy or Store
Desire to Achieve More in Life Impression Building
Questions
Why Some People Have More Time Than Others?
Why Successful People are far Less Stressed?
Why some Executives have clean Tables? Why some people always reach in Time? When will my work get over? When will I feel relaxed again?
Answer…….
They Manage Their Time Well When I will Manage My Time Well
“If you want something done,
ask a busy person to do it.”
-Lucille Bal
Is TIME real?
Can we create it? Can we store it? Can we hold it?
TIME is Relative
Sachin had all the time in the world to play the ball
So TIME is a CONVERSATION TIME is INETERNAL TALK / SELF TALK For the subconscious there is no Past,
Present or Future. Every thing is NOW
So Time Management is …
Applying management principles which help in maximising the value of time by including those activities which produce positive results and rejecting those activities which either waste time or produce negative results.
Manage Activities
Analyze Current Usage Create a Time Log
Personal Professional
Time Log
Unexplained Usage Wastage Scattered Activities - Block of Activities
Lion Share of Time
Time Wasters
List Your Time Wasters Role Play the Time Wasters
TV Avoidable
Disputes Gossips Doing it Yourself Perfectionism
Interruptions Casual Visitors Lengthy Tel Calls Email, Messenger &
SMS Meetings Clutters Day Dreaming
How to say NO
Assertiveness Firm Give Alternative Accept
conditionally Think of
consequences
Genuinely Polite Permission mode Documentation Refer Priorities Talk of Company’s
objectives
To people To Boss
Time Wasters
Attempting too much
Indecision Incomplete
information Management by
crisis, fire fighting
Solution
Avoid All Zero & Negative Result Activities
Improve Productivity in Already Positive Result Activities
Do you feel …
The more I do, the more I get Shifting priorities with every new task I have no control Frustration
Can I treat TIME as INVESTMENT?
Do I Have a Strategy to invest my time?
What is a STRATEGY
a plan of action designed to achieve a particular goal
Future result of current actions
Planning & Organizing
I MUST do it MYSELF
List the Tasks You Think Should be done by you only
Delegating
Be Specific Give detailed
instruction Define authority &
responsibility Set Deadline Onus of Reporting Empower
Urgent Vs Important
Matrix Body Clock Imp Task First Liking job Last
Deadlines must be DEAD much before they arrive
Reliance Patalganga Project – 6 months before schedule
Efficiency
Pass The Ring
How to increase efficiency
Exercise Eat Light Positive Attitude Do more and more Keep Record Quiet Time - Meditation
The Pareto's Principle
Efficiency Vs. Effectiveness
The Perfectionist
Work seems to expand in
proportion to time available
Day Diary
Provide for Relaxation Thinking Buffer
Plan Ahead Plan for Hobbies Short, Medium
and Long Term Planning
Scheduling
Nothing Ever Happens Until You Create A Space For It
To Happen
Set Goals
Gossips Efficiency
Why we procrastinate? .
Activity Vs Productivity
Meetings
Inform meeting schedule
Do I need to attend? Agenda Ending time One person at a time To the point Avoid Arguments Use notes and
presentations Discourage late comers
We Keep Minutes and waste Hours
Remain focused on topic
Record the meeting
Physical Fitness
Take Break Stretch Exercises Humor Enjoy Work
Efficient Effective Less Errors – Do it
Right First Time
Multi Tasking
Concentrate Train Sub
Conscious
Assertiveness
Aware Express Without Hurting
Aware Exercise Without Hurting
Feelings Rights
Clean Up
Clutters
Objects Computer Files Locating Things
Broken Incomplete Not used in 6
months
What is Clutter
Accepting Work
Analyze estimated time for work assigned.
Decide Can definitely do. Definitely cannot do. Will try to do.
If urgent-discuss-which scheduled task be eliminated.
Interruptions
Filter Schedule Alternates like
mail or phone Delegate
Insist to come with suggested solutions
Fix Timing Go to Their Desk Common
Meetings Send Mail or
Presentations
Walk-in-Visitors Sub Ordinates
I am busy. May I note that I need to come back to you?
Interruptions
Speak to the Point Speak Clearly and
loudly Jot down points in
advance/during conversation
Summarize
Schedule Timing Make All Calls At
Once
Telephone
Interruptions
Check Periodically Delete Transfer to
Folders Reply / Take
Action Use Auto Reply Reply by
Phone/SMS
Do not keep ON always
Put Busy Flag when necessary
Email Messenger
Handling Interruptions
Close the Door Rearrange the Furniture – have lesser or no
chair Set Regular meeting time Delegate – ask them to meet your subordinate Meet outside office Be firm and have control – Have a minute?
No/ Yes, but only one minute Stand to signal end of conversation Have planted signals
Reaching in time
Reach before time. Gain respect. Risk of reaching late.
Target 30-60 minutes before Schedule Carry work on Laptop, Mobile, Reading,
Audio Books
Punctuality
Gain Respect – Professional Image Peace of Mind Keep Buffer Time for delivery
Post Lunch Activity
Collect Highest denomination notes available with the late coming participants
Debriefing Questions
Why did you agreed on the time limit? Can you refuse to pay? Why were you late? Was that task more important? Was it your choice to come back in time? Who was controlling your time? Had you focused on your priority of
attending session, would you come back in time?
Ten Myths about Time
1. Myth: Time can be managed. 2. Myth: The longer or harder you work
the more you accomplish. 3. Myth: If you want something done
right, do it yourself. 4. Myth: You aren’t supposed to enjoy
work. 5. Myth: We should take pride in working
hard.
Ten Myths about Time
6. Myth: You should try to do the most in the least amount of time.
7. Myth: Technology will help you do it better, faster.
8. Myth: Do one thing at a time. 9. Myth: Handle paper only once. 10. Myth: Get more done and you’ll be
happier.
How to finish our Assignments in time?
Loads of work is assigned to me. The more I do, the more is given. Where will it end? Learn to say NO objectively.
Resources (Computer, Money, Time) are limited, yet a lot is expected Make optimum use of the resources. Think
out of box. Delegate
How many of us are Chronic
Procrastinators?
24%
Procrastination
Unclear Objectives Lack of Team Communication Lethargy Weak Interest Negative Company
Reason?
Fear of Failure Perfectionism Low Self-control Tendency to see the Project as a whole /
Unable to breaking them in to smaller parts
Prone to Boredom Life is too short to worry about
unimportant Inaccurate Estimates about Task
Give Ranking
1. Interruptions2. Insufficient Delegation3. Clutters4. Lack of Quiet Time5. Unproductive Meetings6. Procrastination
Group Activity
There are 6 tables/areas marked Go to the table/area of your Ranking
no.1 After the bell, move to Ranking no.2 After the bell, move to Ranking no. 3 Share how you will deal with the issues
How Much Time Can You Save Now?
What will you do with this Additional Time?
Personal Action Plan
Implementation Sheet