TIME MANAGEMENT

Dr. PRANAV PANDYA HON. CHANCELLORDSVV

The need for management of time

* Understanding time

* Controlling time

WHILE TIME IS THE MOST SIGNIFICANT AND PREDICTABLE RESOURCE OF MAN,IT IS ALSO THE

MOST NEGLECTED,MISUSED AND MISUNDERSTOOD ELEMENT

Time management is a personal matter

TIME MANAGEMENT

The art of managing time is today considered to be of much

importance. As all of us are passing through new

millennium, we have to be more and more vigilant about most

scarce resource of today, that is time

* PLATO CALLED TIME THE IMAGE OF ETERNITY.

* IMM KANT FELT IT HAD NO REAL EXISTENCE OUTSIDE HUMAN

MIND.

* EINSTEIN DESIGNATED IT AS FOURTH DIMENSION.

* ARNOLD BENNET CALLED IT THE INEXPLICABLE RAW MATERIAL

OF EVERYTHING.

* NAPOLEON SAID ASK ME FOR “ANYTHING BUT TIME.”

* FAITH BALDWIN CALLED TIME A DRESS-MAKER SPECIALIZING IN

ALTERATIONS.

* IF SPACE IS THE DIMENSION WITHIN WHICH THINGS EXIST ,WHY SHOULDN’T WE ACCEPT TIME AS DIMENSION WITHIN WHICH THINGS CHANGE.

* WEBSTER PUT TIME AS THE PERIOD DURING WHICH ACTION OR PROCESS CONTINUES.

* LIKE SANDS IN THE HOURGLASS,SO ARE THE DAYS OF OUR LIVES.

# SINCE TIME IMMEMORIAL MAN HAS MEMORIALIZED TIME.

# WHEN WE FIGUREOUT FATHER TIME,WE INFACT PERSONALIZE TIME AND ASCRIBE IT TO UNIQUE TIMELESSNESS.

# WHEN WE SAY TIME HEALS ALL WE ATTRIBUTE TO TIME THE QUALITY OF A POWERFUL FORCE OF NATURE.

# WHEN WE SAY WHOSE TIME HAS COME WE SUGGEST THERE MAY BE A TIME AND PLACE FOR ALL THINGS

# IN OBSERVING THAT TIME MARCHES ON ,WE ACKNOWLEDGE THE RELENTLESS MOVEMENT OF TIME,ITS TIMELESSNESS.

* Making up time* Time will heal everything* I don’t have enough time

MISCONCEPTIONS ABOUT TIME

- Spirituality teaches one how to manage his time

- Mahakal symbolizes the deity controlling the time

-In Indian Culture it is taught since beginning that each morning is new birth and each night going to bed one has to feel like new death.

- Meditation, contemplation on how to utilize our each and every moment of twenty four hour time should be an essential practice for all of us.

Time management - Samay Sanyam

1. Ability to do it now

2. Ability to delegate to most qualified person

3. Willingness to take time to support and encourage

4. Ability to sift out critical issues for decisions

5. Refusal to waste time on the impossible

6. Possessing a real sense of timing

7. Projecting oneself into future

8. Possessing a real sense of time passing

Habits of Most effective Group Leaders

One has to identify time wasters first to know exactly how to manage time

Time management is a personal matter

TIME MANAGEMENT

A time waster for one like daydreaming may be a time saver,

creative thinking for another

WHILE ANALYSING THEIR TIME WASTERS. PEOPLE GENERALLAY BLAME OUTSIDE INFLUECES

LIKE:

*Telephonic interruptions *Dropping visitors *Unnecessary planned meetings.

But In Reality ….

MANY PERSONAL AND INTERNAL INFLUENCES ARE THE MAIN REASONS

* Myths about the activity-Executives who are the most active get the most done.

* Myths about the decision level-The higher the level at which decision is made,the better it is.

* Myths of delayed decision.Delay improves the quality of decisions.

SOME MYTHS ABOUT TIME MANAGEMENT

Continued...

Delegation: Delegation saves time,worry and responsibilityEfficiency: The most effective manager is the most effective tooHard work : Harder one works,the more he gets done.Confusion of perspiration with accomplishments.Omnipotence :By doing it yourself,tasks are achieved faster and betterOverworked executive:Most executives are overworked.Open door: Open door policy improves a managers’effectiveness in dealing with his teamProblem Identification.Identifying problem is the easy part of problem solving.

Continued...

Myth of timesaving:Many managerial shortcuts are timesaving.Myth of time shortage.None has enough time.Myth that time flies.Myth that time is against us.

TIME Wasters...

1. DROP IN VISITORS

2 .TELEPHONE INTERRUPTIONS

3 .MEETINGS :BOTH SCHEDULED AND UNSCHEDULED, CLASSES

4.CRISES

5.LACK OF OBJECTIVES,PRIORITIES AND DEADLINES

Continued ….

TIME Wasters...

6. CLUTTERED DESK AND PERSONAL DISORGANIZATION

7. ATTEMPTING TOO MUCH AT ONCE AND UNREALISC TIME ESTIMATES

8. INEFFECTIVE DELEGATION,INVOLVEMENT IN ROUTINE AND DETAIL

9. LACK OF COMMUNICATION OR UNCLEAR COMMUNICATION/INSTRUCTION

10. INADEQUATE,INACCURATE AND DELAYED INFORMATION.

Continued...

TIME Wasters...

Lastly five most important time wasters

11.INDECISION AND PROCRASTINATION

12.INABILITY TO SAY NO

13.CONFUSED RESPONSIBILITY/AUTHORITY

14.LEAVING TASKS UNFINISHED

15.LACK OF SELF DISCIPLINE

DROP IN VISITORS

•Take time log of visits•Arrange appointments •Don’t overestimate importance to •Others of your availability•Don’t socialize by sacrificing priorities•Don’t be over sensitive •If unable to terminate visit, preset time limit•Modify open door policy

TELEPHONE INTERRUPTIONS•Take time log of phone calls•Develop plan to screen •Don’t socialize on telephone•Don’t consider ego-satisfaction by telephone•Set periods for taking calls•Delegate someone to take or place your calls•Learn techniques to terminate conversation•Don’t talk vague, list all points before making calls•Keep frequently called number’s list in front

MEETINGS -BOTH SCHEDULED AND UN-SCHEDULEDMEETINGS -BOTH SCHEDULED AND UN-SCHEDULED

•No meeting to be without a purpose.•Written agenda for a schedule meeting, verbal for an unscheduled.•Only those needed to be present.•Location consistent with objectives to be chosen. •Schedule appropriate planning.•Not too many meeting.•Start meeting on time.•No interruptions except emergency.•Record minutes and distribute within a day.

Crisis

•Take time log of crisis, analyze source and seriousness•Categorize causes and develop plan for contingencies for effective handling•Expected the unexpected. Act in anticipation.•Don’t attempt too much. Plan less, allowing time to handle crisis.

Continued...

•Prevent new fires from developing than to spend time in fire fighting

•Avoid procrastination, Don’t lead to dead line pressures

•Unrealistic time estimates to be recognized.

•Don’t switch priorities, leaving tasks unfinished.

•Anticipate mechanical brake down or human error

Crisis

LACK OF OBJECTIVES,PRIORITIES AND DEADLINES

•Recognize importance of setting priorities•Develop a system to set daily objectives•Put first things first•Planning takes initially but saves three to four times as much in the end

Continued...

•Impose deadline on yourself, try daily plan for one month and monitor progress

•Most problems results from action without thought

• Most productive of all managerial tasks is to assign priorities

•Threat of emergencies spoiling the plan leading to wasting time should be recognized

LACK OF OBJECTIVES,PRIORITIES AND DEADLINES

CLUTTERED DESK AND PERSONAL DISORGANIZATION

•Recognize the importance of organized desk

•Plan sheets for recording things you wish to remember

•Understand the threat of ego viewed as symbol of business, importance or indispensability.

•Plan sheet and project control sheet will provide better control than keeping all files on a cluttered desk.

Continued...

•Don’t divert from task, resist interruptions

•Tackle toughest or highest priorities tasks first, 80% task on your desk can be done here and now

•Train an authorize secretary to clear your desk.

•Minimize paper work, keep only essentials.

CLUTTERED DESK AND PERSONAL DISORGANIZATION

ATTEMPTING TOO MUCH AT ONCE AND UNREALISC TIME ESTIMATES

•Recognize that every thing takes longer than you think (Murphy’s second law)

•Add appropriate cushion to all critical estimates

•Distinguish urgent from truly important.

•Limit your response to urgent and important demands

Continued...

•Be a realistic and ask yourself what you are trying to prove

•Don’t desire to impress your boss

•Check your priorities periodically

•Work smarter not harder

•Beware of over confidence

ATTEMPTING TOO MUCH AT ONCE AND UNREALISC TIME ESTIMATES

INEFFECTIVE DELEGATION,INVOLVEMENT IN ROUTINE AND DETAIL

•Train, develop and trust your staff•Do nothing you can delegate•Delegate authority with responsibilities•Give clear and complete instructions and ensure they have understood

Continued...

•Try to develop your own replacement and give full credit where it is due

•Avoid perfectionism, never think you can do job better and faster yourself

•Relax and measure results not activities

•Never fail in doing follow up

INEFFECTIVE DELEGATION,INVOLVEMENT IN ROUTINE AND DETAIL

LACK OF OR UNCLEAR COMMUNICATION

•Despite lack of time take up the priority by recognizing the importance•Select appropriate channels like phone, letter, memo, conference to improve articulation and be brief in communicating•Asses the needs for dissemination of information•Develop policies and procedures to ensure effective communication

Continued...

•Test receptivity by asking again•Choose your words with proper meaning for proper communication.•Get feedback very often •Asses and accommodate language barrier

LACK OF OR UNCLEAR COMMUNICATION

INADEQUATE,INACCURATE AND DELAYED INFORMATION

•Determine the status of information needed for planning, decision and feedback on results

•Make no assumptions on its reliability

•Avoid unnecessary communication

•Standardize priority of information classification

•Expect delays, plan accordingly

INDECISION AND PROCRASTINATION

In case of indecision or delay from other end provide a memo “unless I hear”.Recognize,the gravity of indecision and set deadlines on all objectives and priorities.Try to reward yourself after finishing task.Ascertain daily progress on priorities.Don’t shift priorities very frequently.

Continued...

Avoid fixing blame .See how repetitions can be avoided. Break the habits and develop better ones. Don't be afraid of unpleasant.Do it first. Rest of the day then is downhill. Do no.1,important and difficult one first.Then you can relax.

INDECISION AND PROCRASTINATION

INABILITY TO SAY “NO”

Of major importance in wasting time.

Humanitarian desire to help others always inspires to do some favor but never overdo it.

Recognize the possible trap of “nice guy”image. You may lose instead of gaining respect.

Develop technique of saying “no”without offending others

Continued...

* Recognize very often found false sense of obligation.* Be very realistic about overdeveloped sense of sympathy or self sacrifice* Try to say “no”first,before too many hopes are raised & then explain.* The best excuse is prior commitment to your own priorities.* Regarding desire to be productive ,it is better to do less than more poorly* Learn to say ‘no’ specially to inappropriate or thoughtless requests.

INABILITY TO SAY “NO”

Try to understand precisely the responsibilities you are supposed to shoulder.

Identify the areas of duplication in job and try to eliminate them.

Insist on authority equal to responsibility.One should have a power to carry out his duty.

Insist on clarity of communication or instruction.

Emphasize through accountability for results. Select people as assistant with care,train and reward them.

CONFUSED RESPONSIBILITY/AUTHORITY

1. Asses the impact of leaving tasks undone - no., length of interruptions

2. Prioritize by arranging objectives by order of importance - first things first

3. Set dead lines on all tasks to provide incentives to complete them

4. Reward yourself with a list of items to be crossed off

5. Resist tendencies to over react, thus interrupting other tasks. Resist over load

Continued...

LEAVING TASKS UNFINISHED

LEAVING TASKS UNFINISHED

6. Be systematic in handling information. Sound organization saves time in retrieving information and processing decisions

7. If you are lazy, imposed dead line on yourself and announce to others

8. Willingness to decide is a primary quality of successful manager

9. Recognize need for adequate information and ensure it’s availability

LACK OF SELF DISCIPLINE

1. A proper planning encourages disciplined action

2. Focus effort on most productive areas

3. Impose realistic but firm deadlines on yourself

4. Recognize the universal tendencies of putting second things first, you must question your every action

5. Schedule the unpleasant or difficult tasks first

6. Check your results against your every plans, ask are you progressive according to the schedule

Continued...

LACK OF SELF DISCIPLINE

7. Evaluate and utilize aids like ‘ to do list ’ (must, should, can), daily return plan, deadlines, daily and weekly diaries.

8. Understand that unrealistic deadlines lead to frustration and destroy self discipline

9. Avoid non-essentials. Divorce yourself from details

10. Learn the art of concentration and practice it

11. Practice health fitness, exercise and recreation programs

12. Make automatic and habitual useful actions. To acquire a new habit launch the practice strongly, announce it and let the habit firmly rooted

Understand Three Murphy’s Laws

1. Nothing is as simple as it seems2. Everything takes longer than you think3. If any thing can go wrong it will

Before wishing to spend time it is imperative to discover where it is going. This remedial action reinforces better habit patterns.

* Taking time log leads to a discovery that time indeed is one’s scarcest resource

There three common pitfalls in keeping time log1. Unrealistic goals, 2 Trusting memories 3.Omitting details

An Ideal daily time logDate Name

Goals- 1. 2. 3. Time Action Priority Comment

*Imp & Urg - delegate to …...

*Imp not Urg - Trained ... to handle

*Urg not Imp - Next time ask …. *Routine - Next time say no - consolidate\ eliminate

8 _ _ _8.30 _ _ _

AN IDEAL PERSON MANAGES AN IDEAL PERSON MANAGES HIS TIME RESOURCES PERFECTLY HIS TIME RESOURCES PERFECTLY

UNDERSTAND THE CONCEPT OF “HAR DIN NAYA JANMA,HAR RAAT NAYI MOUT”

this is the key for success of all great persons.