Time Management
Time Management
Ice Breaker
What is Time management ?
Time is what we want most, but... what we use worst. -
-William Penn
Story
IntroductionRange of skills, tools, and techniques Accomplishing
specific tasks, projects and goalsBusiness or work
activitiesPersonal activitiesCombination of processes, tools,
techniques, and methods
What according to you is the meaning of time management ?
Expected AnswersPlanningAllocatingSetting
goalsDelegationAnalysis of time
spentMonitoringOrganizingSchedulingPrioritizing
Time Wasters
Activity
Clarity of Priorities
Know your priorities you'll have a road map to guide your
behaviormanaging competing prioritiesprovide a partial, complex
compromiseWorking smarter is all about clarity of purposesimplicity
of processDo not overcomplicate it with too many tools
Investment of Time
It's been said that 80% of our results come from 20% of our
efforts. Maximize your efforts by investing 80% of your
timeDiscover the things that produce the greatest results
Interruptions
tremendous drain and time waster. Interruptions, distractions,
vistorsclose your door unhook your telephoneget all your work done
without any distractionssome of them become opportunities to help
increase the productivity and effectiveness of your team
Conflict
A conflict is an opposition of people, forces, or other entities
Conflict takes up energy and drains us of our abilityTo be
enthusiastic, focused and productive. You'll have more energy and
focus as a result.
Personal Concerns During Business HoursPersonal issues including
family problems, life changing situations, emotional difficulties,
illness can impact your job and ultimately your ability to advance
your career Try as you might to keep your private life separate
from your work life Learn how to keep personal issues from
negatively affecting your job Respect the boundaries between
personal concerns and businessStay focused on the present task at
hand while also minimizing distractions
Procrastination
Act of replacing high-priority actions or tasks with
low-priority actions Putting off important tasks to a later time
May result in stress, a sense of guilt and crisis, severe loss of
personal productivitySocial disapproval for not meeting
responsibilities or commitments Indecision, daydreaming and delay
Working with a professional
Lack of Self-Discipline
Structure supports our creativityKnowing what to pay attention
to and living from this awarenessCreating the supports and
structures that help us "stay on track" Fully honor our
commitments
Unfinished ProjectsJumping from project to projectleaving tasks
partly doneconstantly switching priorities tie up loose endsReview
your financesIf you're desperate to finish these projects to make
money, fear may be blocking your intuitionYou'll have trouble
thinking clearly and setting prioritiesIdea board" near your
desk
SocializingHaving a welcoming attitude can lead to disturbances
and disruptionssocial visits that take up too much timevisits can
come from superiors, peers, subordinates, or even personal
friendssolution is to be strategic and manage by exceptionSend out
a clear message that you are not available Postpone all
socialization until office hours are overstand up as soon as
somebody comes to your desk and keep standing until he or she
leavesFine line and balance between the two
Guilt and Shoulds
"Shoulds" come from the unexamined beliefs that unconsciously
guide our behaviorguilt is the outcome of these "shoulds.Identify
your pre-existing beliefs Unexamined beliefs create guiltExplore
what's really important to you NOW
Techniques in Time Management
Improving Yourself:
How do you do a SWOT of yourself?
Strengths:
What advantages do you have? What do you do well? What relevant
resources do you have access to? What do other people see as your
strengths?
Weaknesses:
What could you improve? What do you do badly? What should you
avoid?Are You not qualified fully for the future opportunities?
Opportunities:
Where are the good opportunities facing you? What are the
interesting trends you are aware of?Useful opportunities can come
from such things as:Your immediate boss quittingAlternate portfolio
in a related fieldAny personal Oppourtunities ?Eg Marriage
Threats
What obstacles do you face? Are the required specifications for
your job changing? Is changing technology threatening your
position? Could any of your weaknesses seriously threaten your
job?Is there any threat to you which will force you not to take the
Opportunity when it comes along?
6 simple Time Management tips
EmailPing' goes or the duck pops up Stop doing thatPostman
arrived once a dayMute or disable whatever 'you have mail' signal
you useDisable the automatic check and do it manually Four times a
dayWhen you do open upReadActionDelegateFile or bin immediately,
each email in turnBe strict - you can do this
SubscriptionsMailing lists, blogs, feeds, social networking
sitesMultiply like rabbitsTake time to readReduce the
numbersUn-subscribe from ALL of them Re-subscribe only to the ones
that you absolutely have to haveBetween two and three hours a
week
TVTurn off the TV. Turn it on only when you want to watch
somethingWhen you are done watching turn it off againBe selective
about what you want to watch
Make a listMake a list of everythingYou would like to
accomplishSort the prioritiesAnything that is geared towards
generating income naturally outranks Schedule everything on the
list
ScheduleBreak the whole day down, from start to finishProven to
workTry not to allot more than two consecutive time chunksFinish
each task within the allotted timeLiteral two or three
minutesRe-schedule it Download a countdown timer and use itYou
really strive to finish a given task within the allotted timeYou
become aware of how and on what, your time is being spent in
generalPhonesPut your cell phone on silent let it take
messagesEvery time you find yourself distractedcheck yourself and
focus again on the task at hand.simply make a note of it attend to
it when appropriatehttp://www.youtube.com/watch?v=gc2Ks3lQew8
Bonus TipDifficult to accept and little tricky to master Power
nappingComfy chair away from your desk or workspace, sit, relax and
close your eyes for ten minutesAwake enormously refreshedSplash
your face with cold water After Lunch or Early evening You will
feel energized Get a whole lot more done.Get seven hours sleep each
and every night
Dont let others steal your time !Do you know people who want to
talk all the time, just for the sake of it; people who just want to
be around for no reason and prevent you doing things you want to do
? Nice as you may be, there is only one solution because your
priorities have to come first ! Dont let them waste your time if
you are getting nothing positive from it. If they are wasting your
time, avoid them like the plague, either totally, or at periods
when you cannot afford to waste time. For some, full time avoidance
is the only answer. Let them waste their time if they wish, dont
let them waste yours. How you give them the message will depend on
your personality, but you have to for your sake.
ConclusionThere's a time for love and romancefor jubilation, and
for sorrowTime to relax, and a time to catch up with the running
momentsWhat is important is to be in control of timeNo matter how
pressured or tight any situation might beTo be on time for
everything, under the natural conditions of things, on a normal
flow of momentsDont have paper mountains !Blow up the electronics
!
Time management, like any other skill, is not hard to
develop
Don't look upon this training unit as a one-shot dealLook at it
as only the first stepSecond step should be taken immediately
before you toss the materials asideSchedule time in your
plannerTime should be kept not as an enemy, but as a companion
towards your destined pathsThank You
