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Managing Time
Every mistake is an opportunity to learn something new
Summary
Common Issues we face
Symptoms of Poor Time Management
Personal Management o Setting objectives and Priorities
o Basic of Time Management
o Procrastination & Distractions
Analyze yourself
Who would manage time ?
Would everybody like to manage time ?
Those who would like to take lead from others, would use their time efficiently,
others will give excuses not having enough time.
NO
Why managing time is important
The supply of time is 24 hour a day for every person
Managing your time well makes you successful
Bad time management leads to stress
Helps achieving your goals in life
Common Issue
Unable to keep balance between office work schedules, family responsibilities, and other social engagements.
There does not seem to be enough time for everything I want to do.
Mostly people think that time management as scheduling appointments and making things to-do lists.
Common Issue
I attend Time Management session but after some time, I lose interest in using techniques suggested in such session.
I get distracted from my original plan when something more important come in.
I plan my time, but never been able to successfully manage my time.
Symptoms of poor Time Management
Never having time to do the important work. Devoting too much time on urgent rather
than important. Rarely completing work on time. Frequently staying late at the office. Letting others dictate how you use your
time. Frequently feeling stressed, anxious and
time pressured. Having difficulty in saying No
The moment you decided to improve your personal time management skills, you have touched a new dimension of solutions to many of your life's problems.
We will discuss basic techniques such as Goal setting Planning Prioritizing
But nothing will help, unless you have urge to improve yourself
You have limited time and you have to do lots on things in life
What should we do ?
You should budget your time, according to your priority
Personal Management
Personal Management
For the quick growth in your career, you should setup a target for yourself
Then make all you sincere efforts to achieve that target.
Once you achieve your target you setup new target, that is how you grow.
Some people are unable to setup target, they are either perfectionist, confused or no desire to grow.
Some setup the target but does not make sincere efforts to achieve that (wishful thinking).
How to set my target ?
Setup Targets
You have limited time
Biz Analyst
Marketing
SQA
Project Mgr
What I want to be ?
CEO / COO
How can I reach to my target ?
Time Management
Time Management
Do planning by define major tasks to be performed in a specific duration.
Prioritize your task by identifying critical deadlines, routine items, and fun/relaxation time.
Execute your task as per your schedule
Analyze previous schedules and learn from
your mistakes.
Time Management Steps
Target Setting
Tracking of your time
Make to-do List
Self Monitoring (Lesson learn)
Time Shifting & Adjustment
Execute your plan and note where you spend your time. Keep old diaries, things to do pad.
Action Plan; Daily, Weekly, & Monthly plans based on priorities.
Analyzed your plans. Paying attention how well you are working your plan, how accurately you have planned.
Improvement based on analysis. Changing where you spend your time to where you intended (or planned).
Define Short-term & Long-term target, should know difference b/w important & urgent.
Plan your activities
Plan your daily activity
Plan your weekly activity
Plan your monthly activity
Plan your annual activity
Plan your whole life and become a successful
person
Setting Targets
Long Term targets (5-6 years)
Short Term targets (2-6 months)
Things to remember You cannot work faster
Spent more time on right things
Don’t be perfectionist
Must set target
Setting up Priorities
Learn to Priorities
Prioritizing skills; ability to see what tasks are more important, give those tasks more of your attention, and time.
Prioritizing is about making choices of what to do and what not to do.
To prioritize effectively you should be able to recognize what is important, as well as to understand the difference between urgent and important.
Learn to Priorities
Urgent
Imp
ort
an
t
Not importantNot Urgent
Most importantNot Urgent
Most importantMost Urgent
Not importantMost Urgent
• Always in Crisis• Pressing Problems• Dead-Line Driven Projects
• Routine Matters • Popular Activities• Interruptions
• Busywork• Phone Calls• Time Wasters
• New Opportunities• Planning• Long Term Projects
Define priorities for each quadrant
Learn to Priorities
Not importantNot Urgent
Most importantNot Urgent
Most importantMost Urgent
Not importantMost Urgent
1
4
?
Difference between Urgency & Emergency ?
Urgency takes over importance
What is Urgent ?
?
Learn to Priorities
Most important, tasks are the tasks that help achieve long-term goals.
At first glance, many of the tasks we face during a day seem equally urgent and important.
Take a closer look, you will see that many of the urgent activities we are involved are not really important in the long run.
Things that are most important for us, like improving ourselves and our skills, getting a better education, spending time with family, often are not urgent.You should always enough have time for the important things
Daily, weekly Scheduling
Use things to do today every morning
Analyze your time consumed in activities such as - Number of hours you Sleep - Number of hours spend at Office - Number of hours for Family / Friends - Number of hours for Leisure / Relaxing
Schedule Weekly activities (use dairy/scheduler) - Meetings with clients - Official Dinner - Meeting with friends - Study time-table - Family gathering - etc
Know your capacity
Things to do today
Task Priority Time Status
Meeting at HBFC High 10:00 a.m. Follow-up with Imran Low 11:30 a.m. (next day) Prepare Marketing
Plan for Q-3Medium 12:30 p.m.
Meeting with Project Manager
High 3:00 p.m. Attending
Presentation Medium 5:30 p.m.
Balance your time
Spiritual (religion)
Social (family, friends)
Physical (exercise, nutrition, sleep)
Career
Divide up your time
Emotional stress may eat your physical health and your ability to concentrate on your work or enjoy time with your family.
Make sure you have time for the important people and events in your life.
Procrastination & Distraction
Regularly review your long term objectives and eliminate unnecessary tasks that are not related to your objectives.
Take advantage of your natural strengths.
Learn to say NO to people including friends and relatives where you know your limitations.
Don’t accept responsibility more than your capacity.
Record things i.e. putting schedules and plans on paper and improve time allocation and your time wasting habits.
Analyze Yourself
Find out your inner enemy
Lack of planning
Indiscipline
Lack of drive and self motivation
Laziness
Looking for distraction
Lack of confidence
Concluding Remark . . .
Loser
will blame; not enough time for his failure
Victor (successful person)
will manage the time efficiently
Thanks