Time Management v2

8/9/2019 Time Management v2

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Time Management

To Help ….• Enable You achieve your Life Goals.

• Give you more control on your Work.

• Improve your Performance.• Make your Job easier.

• You effectively use your time.

Focuses on overall development• Importance of Time

• Smart Work need of the Day

• Time Management Techniques

Topic 1

Importance of Time

• Time is Limited• No one gets more / less

• One who utilize it effectively wins!!

• Time is a non renewable resource• Once it is gone it is gone

• You will never see this moment again.

• Time is Money - How much does your time

cost??

• Imagine this:

– Each day your bank

deposits Rs 86,400 in your

bank account.

– There’s just one catch.

– You have to spend it all inone day.

– You can’t carry over any

money to the next day.

– What will you DO??

24 hours per day

X60 minutes per hour

60 seconds per minute

86,400 Seconds

• Every Second Counts !!!• Spend every second in an efficient and productive way

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

• 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.

Yesterday is History

Tomorrow is Mystery

But Today is a Gift

That’s Why We Call it

The Present

Topic 2

Smart Work: Need of the Day

Rapidly changing technology changed the

traditional work environment.

We need to CHANGE our work habits andstyles to keep pace with the future—TODAY!

How can

that 30

extra?

30 Minutes/day = 3 Weeks per Year

60 Minutes/day = 6 Weeks per Year

EFFECTIVENESS

Get more of theright things donein less time.

The key question

in personal efficiency is--

HOW DO YOU WORK?

Topic 3

Time Management Techniques

• Costing your Time

• Deciding work Priorities.

• Activity Logs

• Action Plans

• Prioritized To do List• Pace Your Work.

• Personal Goal Setting

• How much Your Time Costs?. – Total Cost (TC) = X+Y+Z

• Your CTC (X).• Taxes (Y)• Other Benefits (Z)

– Total Hours = 200 X 8 = 1600

• Work Days per year = 200• Work hours per day = 8

• Your Time costs = TC /1600 Rs / Hour

Costing your Time Help You Prioritize YourTasks

• Doing What You Enjoy

– You are more effective when you do things you love to.

– But remember – Every job has its unpleasant elements to it.

• Concentrating on Your Strengths

– Do a SWOT analysis to identify your strength & weakness

– Focus on strengths and reduce the weaknesses

•Understanding How to be excellent on Your Job – Focus on right things by discussing with your manager

• What is the purpose of the job?

• What are the measures?

• What is exceptional performance ?

• What are priorities and deadlines?

• What resources are available?

• What costs are acceptable?

• How does this relate to other people?

• Keep an Activity Log.

– Be committed and sincere.

– Note down the things as you do it.

• Learning From Your Log

– Understand how you spend your time. – Gives you information about your energy levels

• Actions based on the learning

– Make positive changes

– Change food habits to improve the energy levels.

• What is Action Plan? – List of tasks to achieve an Object

– Differs from To do list as it focus on a single goal

•How to achieve the goal? – Perform the list of tasks in the Plan.

• Prioritized To do List Can help you work efficiently by

– Doing the most important job first

– Reduce the stress of large volume of unimportant tasks

– Reminding you to carry out all the necessary tasks

•The Pareto principle or 80:20 Rule says…• In any list of tasks, 80% of the importance lies in 20% of the list.

• How to Prepare the To do List ?

– Prepare the list of all tasks in your pool

– Break down the large ones in to component elements

– Prioritize the list from A to D (A is the highest)

– Rewrite the list in Prioritized order

• How to Use it ?

– Start performing the tasks from the top of the list

Buy laundry detergent.

Write a eight page essay for English. Prepare for a Biology quiz.

Dust the videos on the bookcase.

Review for midterm test that counts for 50% of grade.

Schedule an appointment with a Professor.

Complete a journal entry. Email a high school friend on another campus.

Shop for a new pair of athletic shoes.

“Armor-al” the dashboard of the car.

Write the underlined word of the tasks

which would be on your

“A” List

“B” List

“C” List

“A” LIST

1 Midterm test that counts for 50% of grade.2 Write a eight page essay for English.

“B” LIST

3 Prepare for a quiz in Biology.

4 Schedule an appointment with a Professor.

5 Complete a journal entry.

“C” LIST

6 Buy laundry detergent.

7 Dust the videos on the bookcase.

8 Email a high school friend on another campus.9 Shop for a new pair of athletic shoes.

10 “Armor-al” the dashboard of the car.

• Have you ever noticed?

– That the videos must be alphabetized before you can settle

in to review for a test.

– That rumpled pile of clothes left in the corner sinceThursday night just has to get folded and put away before

you can start that English essay.

• If so, you may be suffering from “C” Fever

Get rid of it Quickly !!!

Athletes know thephenomenon of running with

someone ahead of them to

increase their times.

The same effect can be

achieved with work and

completing tasks.

Because work expands or contracts to fit the timeallotted, make pacing work for you by doing the

following:

Estimate the time needed to complete a task.

Subtract 15% from that estimate.

Set a timer to help you reach the goal ofcom letin the task in reduced time.

• Goal Setting… How it helps??

– Process for personal Planning

– Gives you long term vision and short term motivation

– Focuses your acquisition of knowledge

– Helps you organize your resources – Improves the self confidence by achieving the goals

– Gives you pleasure, satisfaction and a sense of

achievement

• Goal Setting… Guide Lines

– State each goal as a positive statement – Be Precise

• Date / Time / Amount – Which is Measurable

– Set Priorities

– Write the Goals down – Keep operational Goals small (Progressive)

– Set Performance Goals, not outcome goals• Set goals on which you have control

• Base on personal performance

– Set Realistic Goals

– Do not set goals too low• Not too high also !!

• Enjoy the achievement

– Take time in celebrating your achievement – Observe the progress towards other goals

• Review the rest of the goal Plan – If you achieved the goal too easily , make your next goals

harder – If it was too tough to achieve , make the next goal a little

lighter – If you learned something that would lead to change other

goals , do so –

If you identified any deficit in your skills , decide whether toset goals to correct it

• Adjust the goals to reflect your personality as yougrow

Focuses on Work Place

• How you spend Your Time

• Effective Work Habits

• Is Your Time Fully Occupied?• Summary

Topic 1

How You Spend Your Time ?

Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Which Quadrant these belongs to ??

Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Which Quadrant these belongs to ??

• Quadrant1Important / Urgent tasks

• Quadrant 2Important / Not Urgent

• Quadrant 3

Not Important / Urgent

• Quadrant 4

Not Important / Not Urgent

•How do you spend your time ?? Ideally – We should spending more time on Quadrant 2

– But we should be ready to work in Quadrant 1 too.

Effective Time Management Helps you

work in Quadrant 2

Should do more Should do less Just right

Family

Gossips

Relaxation

Planning

Things for others

Topic 2

Effective Work Habits

It is as important to know what information youdon’t need as it is to know what information you

do need.

Don’t allow low-value information and tasks to enter your system.

DO IT NOW!!!

! You dislike doing them?

! They’re too big?

! They’re not your priority?

! It’s unclear what’s wanted?

! You’re not sure how to begin?

Do you put off tasks because:

“DO IT NOW” SAVES TIME IN FIVE WAYS:

Faster Response Time

When you first read it, either ...• Do It

• Designate It

• Delegate It• Dump It

Always ADD VALUE to

anything you touch.

Handle little things & reduce distractionsHandle little things & reduce distractions

Knowledge work requiresconcentration & focus

Handle things while small &Handle things while small & reduce crisesreduce crises

Procrastination risks letting small problems become large, costly problems.

caused by your need to give status reports

DO IT NOW!

Spend less time explaining to others when workthat affects them will be done.

INTERRUPTIONS

DO IT NOW

COMMUNICATE

IT “RIGHT”

“BATCH”

COMMUNICATIONS

AND TASKSDO IT RIGHT

BUILD A

CULTURE

OF RESPECT

Determine and meet deadlines

Place dates and times on

all requests and emailsClean up backlogs so

you’re not dealing with

their consequencesUse communication

methods which do not

interrupt current work

e.g. email or voice mail

Request others to

leave detailed

messages

Use “Hot” files for

urgent issues

Set up one-on-one meetings

or phone calls to take care of

“batched” communications

Batch things to discuss

with staff (Speak to” file)

Meet requirements completely

to reduce “re-do” requests

State requirements clearly to

reduce clarification requests

“Knowledge-workers

need to concentrate

Support and create

a culture with fewer

interruptions

Negotiate

uninterrupted

time per week

Give full information

when leaving messages

to reduce “telephone tag”

Stop procrastinating & reduce stress & anxiety

DO IT NOW!

• Work we put off seems

more difficult than it is.

• Do It Now and relieve stress.

Stress

Increases

BacklogIncreases

ConcentrationDecreases

ProductionDecreases

PROCRASTINATIONCAUSES...

DO IT NOWand you will...

Reduce Stress

ImproveConcentration

Increase

Production

DecreaseBacklog

Advantages of Conquering Procrastination

DO IT NOW

BATCHING

Reduce Interruptions

• Group similar tasks (calls, email, etc.)

• Batch items to discuss with team

• Hold regular one-on-one meetings

CLEAN OUT CLUTTER and IMPROVE FOCUS

Topic 3

Is Your Time Occupied Fully?

• Stephen Covey in his book, FirstThings First , shares the followingstory experienced by one of hisassociates:

I attended a seminar once wherethe instructor was lecturing ontime. At one point, he said, "Okay,time for a quiz." He reached underthe table and pulled out a wide-mouthed gallon jar. He set it on thetable next to a platter with somefist-sized rocks on it. "How manyof these rocks do you think we can

get in the jar?" he asked.

•After we made our guess, hesaid, "Okay. Let's find out."He set one rock in the jar . . .then another . . . thenanother. I don't rememberhow many he got in, but hegot the jar full. Then heasked, "Is this jar full?"Everyone looked at the rocks

and said, "Yes."

•Then he said, "Ahhh" He

reached under the table and

pulled out a bucket of gravel.

Then he dumped some gravel

in and shook the jar and thegravel went in all the little

spaces left by the big rocks.

Then he grinned and said

once more, "Is the jar full?"

•By this time the class was

on to him. "Probably not,"we said. "Good!" hereplied. He reached underthe table and brought out abucket of sand. He started

dumping the sand in and itwent into all of the littlespaces left by the rocks andthe gravel. Once more helooked and said, "Is this jar

full?" "No!" we roared.

•He said, "Good!" and hegrabbed a pitcher of waterand began to pour it in. Hegot something like a quartof water in that jar. Then

he said, " Well, what's thepoint?" Somebody said,"Well, there are gaps, andif you work really hard youcan always fit some more

things into your life."

"No," he said, "that's not really

the point.

The point is this:

Put the

Big Rocks

in First

Topic 7

Summary

• Time is money – Don’t waste it

• Smart Work is the need of the Day

• Plan for your time management

• Avoid Procrastination• You are never fully occupied; keep going!

• Delegation of work is important

• Time management needs to be practiced andnot learned.

• An important part of making these

strategies work is the daily

reminder.

•Take the time to place a number ofPost-its in conspicuous places such

as your alarm clock, work place

and bathroom mirror to serve as a

constant reminder.

Time Management v2

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