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Time Management Time Management

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“ We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever.”

-- Bruce Lee from “Zen in the Martial

Arts” by Joe Hyams

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Time ManagementTime Management Relevance of time

management

Meaning of time management

Importance of time management to a Student

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Time Management Time Management Steps - Assessment of time usage

– Maintain an Activity Log

– Analyse the log

– Identify time wasters

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Time ManagementTime Management

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Time ManagementTime Management

Time Slot Task performed A B C D

7.30-8 am

8.00-8.30 am

8.30-9 am

9.00-9.30 am

9.30–10 am

10.00-10.30 am

10.30-11 am

Activity Log date __________

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Time ManagementTime Management Analysis of the Log Occurrences resulting in wastage of time :

– Unplanned Activity– Casual Decisions– Unplanned interactions– Routine Work– Clutter– Approach to work – Time Consciousness

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Time Management Time Management PRINCIPLESPRINCIPLESPareto’s 80/20 Principle

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Time Management Time Management Developing the right skills Managing Time

– Planning – Contingency Plans– Prioritization & Procrastination– Decision Making – Monitoring Conversations

- Leading, Motivating & Delegation– Reading Skills– Changing Work Attitudes – Stock Taking

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MANAGING TIMEMANAGING TIME

Planning

Contingency Plans

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Time Management Time Management Managing TimeManaging Time

Prioritization & Procrastination

Quadrant – I

Urgent and Important

DO IT NOW

Quadrant – II

Important but not urgent

DO IT LATER

Quadrant – III

Urgent but not important

DELEGATE / DO IT LATER

Quadrant – IV

Not urgent and not important

POSTPONE

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Time Management Time Management Managing TimeManaging Time

Decision making

– Identifying the problem

– Finding alternate solutions

– Considering the consequences

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MANAGING TIMEMANAGING TIMEIdentifying the problem Alternate

Solutions Consequences

What is the problem? Poor after sales service

Why is it a problem ?Shortage of personnel in the service dept. and delay in procurement of spare parts

Who is it a problem for? Customers

How is it a problem? Dissatisfied customers and drop in sales

Expand the service team

close monitoring of stock of spares

Increased costs to the company for hiring & training of personnel,

and set up of a department to

monitor stocks.

Outsourcing the after sales service

to a third party

Lower costs but this will result in lack of personalized service

to the customer

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Time Management Time Management MANAGING TIMEMANAGING TIME

Monitoring conversations

– 100% attention – Unbiased listening.– Screen telephone calls and

visitors.– Encourage visitors to make prior

appointments.

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Time Management Time Management MANAGING TIMEMANAGING TIME

Leading– Lead by example

Motivation

– Provide challenging work

– Participation in decision making

– Recognizing work well done.

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MANAGING TIMEMANAGING TIME

Reading skills

Fast Reading

Selective Reading

Building up vocabulary

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Time Management Time Management MANAGING TIMEMANAGING TIME

Changing work attitudes

– Avoid working at the 11th hour

– Unbiased decision making

Stock taking

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Time ManagementTime Management

Avoiding time traps– Health is wealth

– Recharging your batteries

– Learning the art of living

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Time Management Time Management PRINCIPLESPRINCIPLES

Pickle Jar Theory : o Rocks

o Pebbles

o Gravel

o Sand

o Water

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ROCKS

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PEBBLES

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GRAVEL

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SAND

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WATER

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THANK YOUTHANK YOU