TimeManagement_1.ppt

7/30/2019 TimeManagement_1.ppt

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Time Management 101


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Common Problem

I am BUSY

I dont have time

I am not happy with my life

I dont feel I have achieved anything this year

I dont have control on my lifeI wish I have more than 24 hours per day so that

I can get more things done


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Balance your life

Balance in Life is important

Recognize each aspect of life

is important

I am not getting enough time

for family/personal life

because of Work

80% of day is spent at work

Family

Work

Health Finance


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Time management : What is it?

Doing the Right things and not doing things right

(efficiency)

In control of Life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not a

perfect day in future

Have right balance in wheel of life


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Goals

If you are not aware of the direction you are going, you

will end up exactly where you are going

Focusing on important areas of life: Family, Work,Health, Personal Development, Finance

A goal is anything you WANT to accomplish in your life.

If you had only 6 months live: what are the things youwant to do


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Written goals

Palest Ink is better than brightest memory

It is not enough to have goals in mind.

Put them down on paper

It is an agreement with yourself that you are

aware of goals and will pursue them


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Hints to Find Goals

What do you want to accomplish in next 5

years?

Long term goals

Dreams/Ambitions

Work Goals

Professional Goals


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Creating TO DO Lists

Your daily list of tasks

Tasks that take you towards your goals

One Sheet a Day

Tasks with defined importance:

Q1: important and urgent: deadlines, fire fighting

Q2: important and not urgent: Planning, Holidays Q3: urgent and not important: Interruptions, meetings

Q4: not important and not urgent:junk mail , time wasters


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Working with TO DO Lists

Create the list before you start the day

15 minutes of investment will help you everyday

End of day: Review Status

Status: C Completed, T Transferred, A

Abandoned, I In progress


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Sample TO DO List

Task Priority Status Time needed

Prepare Slides Q1 C 30 min

Collect Photos (T-1) Q2 45 min

Add Slides to qaweb Q3 5 min

Update SDK Test Cases Q1 1 hour

Confirm to Srinivas

about tomorrows plan

Q1 C 5 min

Date: 14-Nov-2001


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Achievements

Achievements are not just major events that happen.

Make every small achievement inspire you

Achievements at every step Maintain good health

Daily achievements

Weekly Achievements

Monthly Achievements

Yearly Achievements


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Obstacles

Interruptions

Crisis Situations

Procrastination

more

Overcome Obstacles with simple stepsPlay the Game of Basketball and shoot for your goals

by overcoming obstacles


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Interruptions

Intrusive interruptions: phone call, personalconversations

Non-intrusive interruptions: e-mailHave a no-interruption periods:

Closed door policy

Phone off the hook Use non-intrusive interruptions

Prioritize and dont be reactive


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Crisis Situations

Be proactive not reactive

Being proactive is highly motivating

Maintain a crisis log

Prevent crisis by managing important but not

urgent tasks on time


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Procrastination

No Excuses

Prioritize

DO IT NOWUnderstand how much time it takes to do a task

Not all tasks take sometime.

Understand what and why of your procrastination tendency

Do not be a last minute decision takerGather information for a task in advance.

if we wait for the moment when everything, absolutely

everything is ready, we shall never begin.


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FAQ

Can I use a computer for to-do list?

What about a mobile device or a personal

organizer?

How do I handle Follow up tasks?


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Tips

SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats

Get up 15 minutes early

Make time for yourself

Understand your effective time zoneDeal effectively with interruptions

Update your to do list daily

Do not over-schedule

Keep your list in sightDelegate, if possible

Get Organized: paper, e-mail

Do difficult tasks first


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My Experience

Spent hours to list all my goals in life

Daily Lists made every day (95% of time)

Examples of goals Recurring Goals:

Pay Rent

Pay credit card bill

Prepare Monthly Status report

Long term golas Buy a house

Personal development Read bookSoftware Testing

Buy/loan book Read 1 chapter per day


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Task Analysis

TASK ANALYSIS FOR 3 MONTHS

Only 65-70% of planned activities were completed

during each month20% of planned activities are transferred at least once.

10-12% of activities are abandoned

On an average I take up 4-5 activities per day inaddition to work related responsibilities


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Lessons Learned

I have plenty of time on hand. If an activity takesaverage of 30 min, I have a workload of 2-3 hrs per daybesides the daily routine tasks. There is lot of time thatcan be utilized effectively

10% of activities are 'not necessary' but I plan thembecause I think should do it. But not achieving themdoes not have an impact at all in achieving my goals.

20% of activities are postponed because I do not setrealistic targets or I do not do enough preparation tocomplete the activity.


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Time Kit

One source for everything

Goals

Tasks Expenses

Phone Book

Ideas/Notes

Lists: Books to read, Movies to watch, checklists

Chaos to ORGANIZED


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Getting Started

Write down Goals of your life

Write down Goals of your life

Write down Goals of your lifeTime management is toughest course on offer andmany fail.

Practice TO DO Lists for at least 3 months

Then it becomes a habitDont give up

If you fail to plan, you plan to FAIL.


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Quick Revision

Writing down goals is the first important step

Break down goals to tasks

Understand your most effective time zone/time spanCreate Daily TO DO List for next 3 months

A Page a day works best

We have more time available than we think

DO IT NOW

Make time management a habit

Dont Give up: Stay motivated

Achieve more in less time


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Resources

Books Stephen Covey: 7 Habits of Highly Effective People

Time Management Kit Franklincovey Stores Even a notebook. (A page a day)

Internet Resources

www.balancetime.com www.timedoctor.com

www.franklincovey.com
http://www.balancetime.com/http://www.timedoctor.com/http://www.franklincovey.com/http://www.franklincovey.com/http://www.timedoctor.com/http://www.balancetime.com/


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THANK YOU

If fail to Plan, you plan to fail

TimeManagement_1.ppt

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