Time Management

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Time Management

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Benefits of time management

• Efficient

• Successful

• Healthy

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Time Management

•Personal Level•Professional Level

–Task Management

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• Being successful doesn’t make you manage your time well.

• Managing your time well makes you successful.

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• One of the very true& greatest illusions

• Belief that there is more time in tomorrow than today.

Illusion of TIME

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1. The PresentYesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why They Call it

The Present

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2. Eighty Six Thousand Four Hundred

• Picture this:– Each day your bank

deposits $86,400 in your checking account.

– There’s just one catch.– You have to spend it all in

one day.– You can’t carry over any

money to the next day.

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Every Second Counts

• Time is money.

• Spend every second in an efficient and productive way

• If you fail to use the day’s deposits, the loss is yours.

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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 DAY, ask a daily wage laborer with kids to feed.

• 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.

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Obstacles to effective time management

Unclear objectives

Disorganization

Inability to say “no”

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Interruptions

More interruptions

Periods of inactivity

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Too many things at once

Stress and fatigue

All work and no play

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What can we do?

Recognize that obstacles existIdentify them

Employ strategies to overcome

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• Achievable • Realistic• Time-based

Set goals

•Specific•Measurable

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Goals, Priorities, and Planning

• Why am I doing this?

• What is the goal?

• Why will I succeed?

• What happens if I chose not to do it?

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4. Am I Working My “A’s” Off?

• Economist Vilfredo Pareto identified the 80/20 Rule.– In any list of tasks,

80% of the importance lies in 20% of the list.

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The 80/20 Rule

• Critical few and the trivial many

• Having the courage of your convictions

• Good judgment comes from experience

• Experiences comes from bad judgment

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Inspiration“If you can dream it, you can do it”

Walt Disney• Disneyland was built in 366 days, from

ground-breaking to first day open to the public.

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8. Be Realistic

• Examine your schedule.• Be realistic about what

you can accomplish.• Don’t try to juggle too

many things.• Don’t set yourself up for

failure.

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Prioritize

• Do• Delegate• Delay• Delete

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The four-quadrant TO DO List

1 2

3 4

Important

Not Important

Due Soon Not Due Soon

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How to manage time? URGENT & IMPORTANT• Getting ready• School• Eating• Studies• Sleeping• Recreation (games, T.V. etc.)• Praying

IMPORTANT BUT NOT URGENT 1. Exercise - Physical games, Jogging, Running,

Swimming, Yoga 2. Meditation3. Reading - Newspapers, Magazines, Story books,

Biographies, Adventures, Detective novels, Science fiction -to strengthen

4. Language, GK, Creativity/ imagination, Self motivation, Self enrichment

5. Communication with family members6. Helping/ selfless service- one good deed selflessly

daily URGENT BUT NOT MPORTANT• Chatting on internet• TV – channel surfing• DVD, VCD, CD• Junk food, Cold drinks• Chatting over the phone• Alcohol / Drinking• Drugs• Smoking• Stealing• Fighting

NOT URGENT AND NOT IMPORTANT• Criticising• Self-pity• Anger (excessive)• Jealousy• Hatred• Depression• Any negative thought

I Setting priorities

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Prioritize

1. Address the urgent2. Accomplish what you can early3. Attach deadlines to things you delay

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Delegation

• No one is an island

• You can accomplish a lot more with help

• Most delegation in your life is from seniors to subordinate

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Am I trying to Tick when my Body Wants to Tock?

Circadian RhythmsCircadian rhythms are internal biological clocks

that regulate many functions and activities, including sleep, temperature, metabolism, alertness, blood pressure, heart rate and hormone levels and immunities.

About every 24 hours our bodies cycle through metabolic and chemical changes.

These Circadian Rhythms are reset by sunlight each morning.

Whether you are a “Morning Person” or a “Night Owl” is determined by these cycles.

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Maximize your EfficiencyWork With Your Body Cycles-not Against Them

• If we learn to listen to our bodies, we can work with these natural rhythms instead of fighting them.

• We can make more efficient use of our time by scheduling certain activities at certain times of the day.

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Everyone has Good and Bad Times

• Find your creative/thinking time. Defend it ruthlessly, spend it alone.

• Find your dead time. Schedule meetings, phone calls, and mundane stuff during it.

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Cognitive Tasks8am - 12 noon*

Cognitive, or mental, tasks such as reading, calculating, and problem solving are performed most efficiently in the morning.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

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Organize

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Learn when to say “NO”

• You can’t do everything

• Don’t undertake things you can’t complete

• Remain consistent to your goals

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Use your waiting time

• On public transportation• At the doctor’s office• Waiting for your plane • On hold• When you are early

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Use your waiting time

Correspondence

Letters or memos

Books or tapes

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Concentrate on the task at hand

• Focus on your goal• Tune out interruptions

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Procrastination

“Procrastination is thethief of time”

Edward YoungNight Thoughts, 1742

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Consider your personal prime time

• Morning?• Evening?• Late night?

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Celebrate your success

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Review• Set goals• Prioritize• Organize• Learn when to say “NO”• Use your waiting time• Concentrate on the task at hand• Consider your personal prime time• Celebrate success

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The last wishes of Alexander the Great.........On his death bed, Alexander summoned his army generals and told them his three ultimate wishes:

1. The best doctors should carry his coffin ...2. The wealth he has accumulated (money, gold, precious stones) should be scattered along the procession to the cemetery ...3. His hands should be let loose, so they hang outside the coffin for all to see !!One of his generals who was surprised by these unusual requests asked Alexander to explain .Here is what Alexander the Great had to say :

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1. "I want the best doctors to carry my coffin to demonstrate that in the face of death , even the best doctors in the world have no power to heal ..“2. "I want the road to be covered with my treasure so that everybody sees that material wealth acquired on earth , will stay on earth..“3. I want my hands to swing in the wind, so that people understand that we come to this world empty handed and we leave this world empty handed after the most precious treasure of all is exhausted, and that is : TIME.We do not take to our grave any material wealth. TIME is our most precious treasure because it is LIMITED. We can produce more wealth, but we cannot produce more time.When we give someone our time, we actually give a portion of our life that we will never take back . Our time is our life !The best present that you can give to your family and friends is your TIME

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Time is a Non Time is a Non Renewable ResourceRenewable Resource

Once it is gone, it is Once it is gone, it is gone.gone.

You will never see this You will never see this moment again.moment again.

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General Advice

• Kill your television (howbadly do you want tenure or your degree?)

• Turn money into time – especially important for people with kids or other family commitments

• Eat and sleep and exercise. Above all else!

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Speaker phone: hands are free to do something else; stress reduction when I’m on hold.

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Recommended Readings• The One Minute Manager,

Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425-09847-8

• The Seven Habits of Highly Effective People, Stephen Covey, Simon & Schuster, 1989, ISBN 0-671-70863-5

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The Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character

Ethic” by Stephen R. Covey, Simon and Schuster, 1989

1. BE PROACTIVE: Between stimulus and response in human beings lies the power to choose. Productivity, then, means that we are solely responsible for what happens in our lives. No fair blaming anyone or anything else.

2. BEGIN WITH THE END IN MIND: Imagine your funeral and listen to what you would like the eulogist to say about you. This should reveal exactly what matters most to you in your life. Use this frame of reference to make all your day-to-day decisions so that you are working toward your most meaningful life goals.

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3. PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep our mission in mind, understand what’s important as well as urgent, and maintain a balance between what we produce each day and our ability to produce in the future. Think of the former as putting out fires and the latter as personal development.

4. THINK WIN/WIN. Agreements or solutions among people can be mutually beneficial if all parties cooperate and begin with a belief in the “third alternative”: a better way that hasn’t been thought of yet.

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5. SEEK FIRST OT BE UNDERSTANDING, THEN TO BE UNDERSTOOD. Most people don’t listen. Not really. They listen long enough to devise a solution to the speaker’s problem or a rejoinder to what’s being said. Then they dive into the conversation. You’ll be more effective in you relationships with people if you sincerely try to understand them fully before you try to make them understand your point of view

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Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the

Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989

6. SYNERGIZE. Just what it sound like. The whole is greater than the sum of its parts. In practice, this means you must use “creative cooperation” in social interactions. Value differences because it is often the clash between them that leads to creative solutions.

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Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character


7. SHARPEN THE SAW. This is the habit of self-renewal, which has four elements. The first is mental, which includes reading, visualizing, planning and writing. The second is spiritual, which means value clarification and commitment, study and meditation. Third is social/emotional, which stress management includes service, empathy, synergy and intrinsic security. Finally, the physical includes exercise, nutrition and stress management.

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Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998

• Meet people properly. It all starts with the introduction. Then, exchange contact information, and make sure you know how to pronounce everyone’s names. Exchange phone #s, and find out what hours are acceptable to call during.

• Find things you have in common. You can almost always find something in common with another person, and starting from that baseline, it’s much easier to then address issues where you have difference. This is why cities like professional sports teams, which are socially galvanizing forces that cut across boundaries of race and wealth. If nothing else, you probably have in common things like the weather.

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• Make meeting conditions good. Have a large surface to write on, make sure the room is quiet and warm enough, and that there aren’t lots of distractions. Make sure no one is hungry, cold, or tired. Meet over a meal if you can; food softens a meeting. That’s why they “do lunch” in Hollywood

• Let everyone talk. Even if you think what they’re said is stupid. Cutting someone off is rude, and not worth whatever small time gain you might make. Don’t finish someone’s sentences for him or her; they can do that for themselves. And remember: talking louder or faster doesn’t make your idea any better.

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Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring

1998

• Check your egos at the door. When you discuss ideas, immediately label them and write them down. The labels should be descriptive of the idea, not the originator: “the troll bridge story,” not “Jane’s story.”

• Praise each other. Find something nice to say, even if it’s a stretch. Even the worst of ideas has a silver lining inside it, if you just look hard enough. Focus on the good, praise it, and then raise any objections or concerns you have about the rest of it.

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• Put if in writing. Always write down who is responsible for what, by when. Be concrete. Arrange meetings by email, and establish accountability. Never assume that someone’s roommate will deliver a phone message. Also, remember that “politics is when you have more than 2 people” – with that in mind, always CC (carbon copy) any piece of email within the group, or to me, to all members of the group. This rule should never be violated; don’t try to guess what your group mates might or might not want to hear about.

• Be open and honest. Talk with your group members if there’s a problem, and talk with me if you think you need help. The whole point of this course is that it’s tough to work across cultures. If we all go into it knowing that’s an issue, we should be comfortable discussing problems when they arise – after all, that’s what this course is really about. Be forgiving when people make mistakes, but don’t be afraid to raise the issues when they come up.

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• Avoid conflict at all costs. When stress occurs and tempers flare, take a short break. Clear your heads, apologize, and take another stab at it. Apologize for upsetting your peers, even if you think someone else was primarily at fault; the goal is to work together, not start a legal battle over whose transgressions were worse. It takes two to have an argument, so be the peacemaker.

• Phrase alternatives as questions. Instead of “I think we should do A, not B,” try “What if we did A, instead of B?” That allows people to offer comments, rather than defend one choice.

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