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TIME TIME MANAGEMENTMANAGEMENT
Dr. B. RajenderDr. B. RajenderJoint Secretary,Joint Secretary,
Ministry of Water Resources,Ministry of Water Resources,
River Development and Ganga River Development and Ganga Rejuvenation,Rejuvenation,
Govt. of IndiaGovt. of India
1
“Effective executives do not start with their
tasks. They start with their time. And do not
start out with planning. They start by finding
out where their time actually goes. Then they
attempt to manage their time and to cut
back unproductive demands on their time.”
… Peter Drucker
2
“Don’t be fooled by the calendar. There
are only as many days in the year as you
make use of. One man gets only a week’s
value out of a year while another man
gets a full year’s value out of a week.”
… Charles Richards
3
25 years in sleep
8 years in study and education
6 years in rest and illness
7 years in holidays and recreation
5 years in commuting
4 years in eating
3 years in transition
That leaves only 12 years for effective work.
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Charles Schwab, an American millionaire, paid
a consultant $25,000 in 1936 to advise him
how to best use this precious, irretrievable
resource.
5
“Start your day with a “TO DO” list and
priorities the vital few after picking them
from the trivial many.”
6
Time is limited & Non-Renewable Resource Continuously passing and never waits Once lost can never be gained again.
Serenity in Life Means clarity or calmness in life Once known what we need to do we can
avoid confusion. Reduce Stress
Lack of efficient time management leads to stress
People having time management skills can handle work pressure better.
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Proper Discipline
Prepare a task list which describes what
needs to be accomplished in a given time.
It ensures that key tasks are not forgotten.
Efficiency in work
Optimum use of time means you accomplish
more in least possible time.
More efficiency results in better
performance.
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Monitor Progress
To achieve success continuous monitoring is
must.
Efficient monitoring requires establishing
standards against which we can compare the
actual progress
Price of Time Inefficiency
Statistic show a loss of one hour of productivity
each day due to disorganization/inefficiency
results in loss of one and half month in a year.
9
Stress
Severe consequences on physical health
Mental abilities of objective judgment
Feeling of frustration and harassment
Appearance of incompetence,
ineffectiveness, inefficient
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Constant rushing
Frequent delays in every task
Low productivity and energy
Frustration
Impatience
Confusion between alternatives selection
Difficulty in setting and achieving goals
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There are too much to do; I can’t handle it all There is plenty of time; I can do that later I am busier than usual right now; I will do that later Planning my time just wastes more time Planning causes stress; and all stress is bad The busier I am; the better I am using my time
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The Firemen
The Over-Committers
The Aquarians
The Chatty Kathy’s
The Perfectionists
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Biological
Social
Business
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Sleeping
Taking Food
Taking Bath/other Similar Activities
Recreation activities
Physical Exercise
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Self Time
Time for daily thinking – early morning walk
Meditation, Introspection
Reading – Daily news papers, magazines, professional
magazines , books, general books and classics
Family Time
Strong and happy family life provides base for
success.
One should spare reasonable time for his family
depending upon the daily work schedule .
SOCIAL
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Social Time
One needs to fulfill his obligations towards
society by attending gatherings like
weddings, parties and other religious
functions.
Provides time to relax which ultimately
improves your efficiency.
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SOCIAL …..
Profession is such an activity where no one has
other choice, especially when someone is working.
Generally working hours are fixed people cannot
ignore this.
One must optimally utilize his time at work and
should avoid various time wasters during working
hour.
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Time budgeting
Managing time wasters
Managing interruptions
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An easy and practical guide to high level decisions on how you should invest your time
Time isn’t unlimited currency, so be sure to spend it wisely.Learning Time Budgeting increases one’s productivity and efficiency .Setting a Time budget means proactively allocating shares of time for the things that matter to you.Following a budget prevents you from wasting time on non- critical activities.
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Steps for creating Time BudgetOrganize yourself around key result areas.
Allocate time for each area:- Don’t pay much attention to current tasks. Be conservative with your overall budgeted time
Use a short time horizon for your time budget.
Spend and track your time
Review your Spending
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Conducting meetings Attending meetings/ conferences Court Work Answering telephone calls Touring Accompanying superiors on tour Inspections Socializing / public programmes Planning and organizing Thinking
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What time did I begin today? Why?
Could I have begun earlier?
What time did I start on my high priority task or goals?
Why?
Did I spend the first hour of the day productively? Why?
Which was the most productive period of the day ?
Why?
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Which was the least productive period of the day?
Why?
Who/ What was my most frequent interruption? How
can these be controlled or eliminated?
What were today’s three major time wasters? How can
I eliminate them?
What activities needed more time today?
How could I utilize my time better tomorrow? 24
Telephone interruptions
Drop-in visitors
Misused meetings
Crisis management
Lack of objectives, priorities, and daily plan
Cluttered desk/ personal disorganization
Ineffective delegation of responsibilities
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Attempting too much at once
Insufficient and unclear communication
Indecision
Procrastination
Inability to say no
Leaving tasks unfinished
Lack of self discipline
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Deciding about the mission of life
Setting goals
Prepare task list
Set priorities
Get started
Do not say YES to too many things
Deal with it for once and for all
Set start and stop times
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Get your work organized
Have a planning
Effective delegation
Use the telephone wisely
Control Visitors
Manage meetings
Organize your tours
Update and streamline the procedures
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Effective dealing with subordinates
Communicate effectively
Avoid procrastination
Make decisions
Learn to say “No”
Finish tasks
Develop self discipline
Control worry and stress
29
Create a simple “To-Do” list on Daily/weekly basis.
Long time planner
Set Specific goals with specified time.
Discuss this with somebody.
Collect more information
30
Make immediate tasks
Start with the pleasant parts first.
Do it with someone else
Reward yourself
Evaluate your progress
Go public
31
ABC analysis
Pareto analysis(80:20 Rule)
Action priority matrix
32
ABC analysisCategorize all your tasks according to its importance in the achievement of your goals.Tasks can be divided as follows –
Categories
A(Most
important )
B (Less
important)
C (Least
Important)Less work but having highest
priority
Less important as compared to
A-category Tasks
Lowest priority which can be ignored for sometime 33
Pareto analysis(80:20 Rule) Select limited number of tasks that produce significant overall effect in least possible time.“80% of the results can be achieved by doing 20% of the task or in 20% of the disposable time”
Identify tasks falling in category of those 20% which will lead to the 80% success.
By completing those 20% first ,we can easily get close to our success.
Rest 80% can be ignored or postponed saving our time.
34
Action priority matrix Identify difference between important and urgent tasks so that one can choose which activities to prioritize and which one to drop.
Important and Urgent
Do Right Way
Important but not Urgent
Plan to Do as soon as possible
Less Important but Urgent
Delegate
Neither Important nor Urgent
Dump or Postpone
35
Do it :- This needs to be done immediately
(Important and urgent).
Delegate it :- It needs to be done, but someone
else can handle it (Less important but urgent).
Defer it :- This needs doing but not now, it can
wait, so postpone it (important but not urgent).
Dump it :- Not important at all, so forget about
it(neither important nor urgent).
36
The average person gets one interruption every ten
minutes , or approximately six an hour, or 40-50 per day.
The average interruption takes five minutes, totalling about
3-4 hours ,or near about 50% of the average work day. 80%
of those interruption are generally of “little value” or “no
value” creating approximately 2-3 hours of wasted time per
day. i.e 20% of the average work day spent on “urgent” and
“important” things , while 80% of the average workday is
spent on things that have “no value” .
37
38
Tips for minimizing interruptions
Reduce telephone interruptions
Shorten the length of unnecessary
conversations
Put up the “Do not Disturb” sign and get on
with our work.
Learn to say NO graciously
It means postponement of things. This is the biggest problem of the human nature. People learn this trait from childhood. We often hear children saying “I will do this after two minutes”
A person becomes addicted to postpone the things without any reason:
Just a habit of postponingLack of confidenceLazinessHesitation to take the RiskToughness of the Work
39
Recognize that you are Procrastinating
Work out WHY you are Procrastinating
Get over it
40
Do update your knowledge from time to time.
Do realize your mistakes when you are wrong at
some points.
Do arrive at meetings well prepared and with all
relevant documents
Do take relevant notes and give your boss a copy
Do workout whether your manager prefers written
or spoken information, and supply it in that way.
41
Don’t volunteer your opinions unless they are
requested or you feel they are important or relevant.
Don’t present any problems without offering some
viable solution to them.
Don’t be late for meeting with your managers.
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Environment
Experience
Individual characteristics
Awareness
Action
Improved performance
43
Plan Ahead and Avoid Last Minute Rush
Anticipate
Don't cut too fine
Mid cut it too fine
Mid-term reviews
Maximize Delegation and Decentralization
44
Set up your File Disposal Speed
Dictation boosts output
Referencing and flags
Standardised drafts
Train your PA
Handy library
45
High Speed Meetings
Smaller groups are more productive
Advance preparation pays
Keep the discussion on the track
Little Drops of water Make the Mighty Ocean
Mop up small bits of time
Take files while on tour
Small Talk
46
47
“Lost wealth may be replaced by industry, lost
knowledge by study, lost health by temperance
or medicine, but lost time is gone forever.”
……Samuel Smiles Samuel Smiles
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THANK YOUTHANK YOU
49