Time management: Planing and Organising

Time Management Time Management --Planning and Planning and OrganisingOrganising

Shamik Baranwal&&

Sadaf Tanweer

SOME POINTERS FOR YOUSOME POINTERS FOR YOU

• Do you sit late most of the days ?

• Do you go to office on most of the holidays ?

• Do you feel that you should do all important things yourself ?things yourself ?

• Do you carry papers home ?• Do you carry papers home ?

• Do you reach home burnt out ?Do you reach home, burnt out ?

SOME POINTERS FOR YOU.SOME POINTERS FOR YOU.C td

• Do you feel you have not achieved ?

Contd. ...

y y

• Do you suffer from “I could do better”Do you suffer from I could do better syndrome ?

• Do you always postpone decisions ?

• Do you think you are not perfect ?

“I have no time !!!”

“I wish there were 48 hours every day !!!”

“Time is my enemy !!!”

“THE BUSY MAN HAS TIME FOR EVERYTHINGTHE BUSY MAN HAS TIME FOR EVERYTHING”“THE BUSY MAN HAS TIME FOR EVERYTHINGTHE BUSY MAN HAS TIME FOR EVERYTHING”

-HENRY FORD

TOP TIME THIEVESTOP TIME THIEVES

External ThievesExternal Thieves

• Interruptions by Telephones

• Drop-in Visitors

• NoiseNoise

• Visual Distractions

• Junk Mails

S i l Si Al• Social Site Alerts


Internal ThievesInternal Thieves

• Crisis Management

• Indecision

• Untidy Workplace

• Disorganisation• Disorganisation

• Poor or Non Prioritisation


Internal ThievesInternal Thieves Contd.Contd.

• Total Perfectionist Tendencyy

• Non Delegationg

• Hesitation to say “No”y

• Meeting without Agendaee g ou ge da

PRIORITISATION MATRIX PRIORITISATION MATRIX

URGENT

3 1IMPORTANTNOT

IMPORTANT4 2

NOTURGENTURGENT

HOW TO PREPARE A HOW TO PREPARE A PRIORITISATION MATRIXPRIORITISATION MATRIXPRIORITISATION MATRIXPRIORITISATION MATRIX

Step 1 Make a to-do list(Monthly / Weekly / Daily )

Step 2 Analyse the list

Step 3 Segregate jobs to be done p g g jby self and jobs to be delegateddelegated.

DELEGATIONDELEGATION

“ Your own Time Management improves when you learn to Delegate Efficiently”when you learn to Delegate Efficiently”

Remember :Remember :• Subordinates : Not a dumping ground

• Understanding what you delegate

Managers fore er Learners• Managers forever Learners

• Can’t delegate and forgetg g

What to delegate ?What to delegate ?• Matters that keep repeating themselves

• Minor decisions most frequently made• Minor decisions most frequently made.

• Details that take the biggest portion of time.

• Parts of the job that the Person is least qualified to handlequalified to handle.

• Parts of the job that make the Person over specialised.

• Parts of the job that make the PersonParts of the job that make the Person under specialised.

DIVISION OF TIMEDIVISION OF TIME

• Biological Time

B i Ti• Business Time

• Social Time

Biological TimeBiological Time• Sleep

F d• Food

• Physical RecreationPhysical Recreation

General Principles:General Principles:• Treat All Days Alike

• Time Saving Techniques for repetitive techniques.

• Regulate daily activities

Business TimeBusiness Time

Major Activities in office:

• Correspondence

• Use of telephone

• Visitors / Visits

• Committees

• Business / Professional Meetings / Conferences

• Travelling• Travelling

Management of Business TimeManagement of Business Time

General Principles:

• Go to work only when you feel fit

• Work in blocks for Efficient Time Management

• Keep Changing / Monotony tiresp g g y

• Be prepared for Crisis Management

• Learn the Value of Time.

• Use of Modern TechnologyUse of Modern Technology

Social TimeSocial Time

• Family Ties

• Social visits, parties, weddings and religious functions

• Time to think and discuss

Fl d f i f ti• Flood of information

• How to read your daily newspaper quickly y y p p q yand meaningfully

SOME HANDY TIPSSOME HANDY TIPS

Good Work Habits

•Work when you work and play when you play

A tit h i ti i•A stitch in time saves nine

•What’s there in a name•What s there in a name

•Take notesTake notes

•Share your loady

SOME HANDY TIPSSOME HANDY TIPS Contd. ...

Improve your aTTitUUdEBeing an optimist is ideal, but evenBeing an optimist is ideal, but even pessimists can work on their attitudes.1. You are in a bad mood.1. You are in a bad mood.

2. What is wrong ?

3. Is it justifiable ?

4 The after effects4. The after effects.

5. What to do ?

6. You are your master.


Getting the most of your time.

• Determine your goals

• Prioritize

• Break-Up the projects / assignments

• Fix your deadline

• Make a to-do list

• Review


Improve your productivity

• Cleanliness pays

• Organise your filesg y

• Plan your day

• Take a break

• A better tomorrow


Don’t cram your schedule

1 There’s too much to do and too little time1. There s too much to do and too little time.

2. There’s plenty of time, I can do that later.

3. I am busier than usual right now, so it makes sense to shift some tasks off to another time.

4. Rescheduling is procrastinating.g p g

3. Tackling the mad rush - You cannot control the passage of time but You can managethe passage of time but You can manage your own self.