T i m e M a n a g e m e n t

Objectives of the Program

To View Time AsAn

ALLYNot asA bully

Or enemy

Self-Assessment: How Time Managed Are You?What's Your Style?A Few MythsLining Up Your Ducks: Prioritize!Procrastination: The Thief of TimeCarving the ClockHow to Delegate EffectivelyThe Art of AnticipatingLearning to Say NoPlugging Time Leaks

What we will learn?

Self-Assessment

How Time Managed Are You?

What is your style?

Analyze an individual’s personal time management styleDetermine how others and the environment impact one’s organizing behaviorTime Log, inventory and interpret a typical week

What is your style?

Score Inference

0-10 You have to do some work for your time management

10-14 You have solid time management skills

>15 Great

Where do the hours go?

Time Inventory Time Log

TWO FACTORS THAT DEFINE

AN ACTIVITY

URGENT

IMPORTANT

TIM

E M

AN

AG

EM

EN

T

IMPORTANCE

HAS TO DO WITH RESULTS

IT CONTRIBUTES TO YOUR MISSION / VALUES / HIGH PRIORITY GOALS.

URGENT MEANS IT REQUIRES IMMEDIATE ATTENTION ITS NOW!!!!

URGENT MATTERS ARE USUALLY VISIBLE

THEY PRESS ON US

THEY INSIST ON ACTIONS

THEY ARE USUALLY RIGHT IN FRONT OF US

AND SOMETIMES THEY ARE PLEASANT, EASY, FUN TO DO

- BUT SO OFTEN THEY ARE UNIMPORTANT

UR

GEN

T

NO

T IM

POR

TNA

TIM

POR

T AN

TURGENT NOT URGENT

• Fire!!• CRISES PROBLEMS

• DEAD-LINE

* PREVENTION* RELATIONSHIP BUILDING

* PLANNING* RECOGNIZING NEW

OPPORTUNITIES

• INTERRUPTIONS• SOME CALLS / MAILS /

• MEETINGS• PRESSING MATTERS

• POPULAR ACTIVITIES

• TIME WASTERS• PLEASANT ACTIVITIES

• SINEO GIBE CALLS

Q3 Q4

Q1 Q2

Q1

Q2

Q4

Q3

DEALS WITH SIGNIFICANT RESULTS THAT REQUIRES IMMEDIATE ATTENTION

CRISES

PROBLEMS

Q1

Q1 RESULTS

• STRESS

• BURNOUT

• CRISIS MANAGEMENT

• FIRE FIGHTING

Q4 RESULTS

TOTAL RESPONSIBILITY DEPENDENT ON OTHERS3

1 2

Some People Are Literally Beaten Up By Problems All Day Every Day

The Only Relief They Have Is In Escaping To The Not Important Not Urgent Matter

90% On Q1 & 10% On Q4

Q4- WHY?

• SHORT TERM FOCUS

• CRISIS MANAGEMENT

• SEE GOALS AND PLANS AS WORTHLESS

• FEEL VICTIMISED

• OUT OF CONTROL

• SHALLOW OR BROKEN RELATIONSHIP

Q3 RESULTS

1

2

4

Q1Q2

Q4

Q3 WARNING!

•SPEND MOST OF THE TIME REACTING TO THINGS THAT ARE URGENT, ASSUMING THEY ARE ALSO IMPORTANT

•URGENCY OF THESE MATTER IS OFTEN BASED ON THE PRIORITIES AND EXPECTATIONS OF OTHERS

Q2 RESULTS

43

1VISION PERSPECTIVE

CONTROL

FEW CRISIS

ALL THESE THINGS WE KNOW WE NEED TO DO BUT SOMEHOW SELDOM GET AROUND TO

DOING, BECAUSE…….

THEY AREN’T URGENT

Q2 WARNING!

Q2

• Is The Heart Of Effective Personal Management

• Deals With Things That Are Not Urgent But Are Important

• It Deals With Things Like

• Building Relationships

• Planning

•Goal Setting

•Exercising

Myths about Time Management

Explore four time management mythsExamine the causes of and solutions to stressIdentify what makes a well-organized business

Time management is just another label for obsessive behavior

Time Management Extinguishes Spontaneity and Joy

Myths…….

May be I can Organize myself, but my company can never organize itself

ONE STYLE FITS ALL

Myths…….

Lining Up Your Ducks: Prioritize!

Practice five ways to prioritize your activities.View responsibilities as a "currency" with "payoff" implications.Consider how the Pareto Principle affects your life.

ABC SystemThe Index Card/Post-It System

The Inventory System

Pareto principle

The Payoff System

Prioritize!

Procrastination: The Thief of Time

Explore the psychological roots of procrastination. Identify those responsibilities you are most likely to procrastinate on. Examine strategies to defeat procrastination.

Overwhelming Tasks

Fear of Failure Tendency to Over commit

Unclear GoalsFear of Change PROCRASTINATION

Unpleasant tasks

Unclear Task flow

Addiction of Cramming

Carving the clock

Practice establishing goals.Identify five strategies to capture uninterrupted time.Consider ways to cluster activities.Track major patterns of activity at your workplace.Determine your personal body rhythms

Establishing Goals

AttainableMeasurableWrittenAccountableDead lined

What kind of a person are You?

Morning

Mid-day

Night

How to delegate effectively?

Identify people to whom you might delegate.Recognize six common emotional blocks to delegating. Discover the 12 steps to successful delegating.

Art of anticipating

Assess your "foresight quotient."Examine five ways to plan ahead in order to avoid time-consuming trouble.Review ways to anticipate and overcome the six most common Problems in using the telephone .

Art of anticipating Parking meter syndrome:

There is only one way to defeat this self-deception: accept responsibility, assume things always take longer than expected, and act accordingly

False Deadline strategy How can you boost the foresight

quotient of your friends, family members, colleagues, and those you supervise?

Art of anticipating Pack rat approach

You should have, both at home and work, extras of almost everything you regularly use and need.

Wallenda Effect In many ways, people are subservient

to their own tools. When the tools fail, helplessness and panic result; yet often times backup procedures are within reach.

Art of anticipating

Bell’s blessing?! Talking too long on each call Forgetting what was said Misunderstanding the message

Learning to say NO

Identify a four-step approach for deflecting unwelcome tasks.Review 12 guidelines for productive meetings.Discover ways to filter out useless information and zero in on essential knowledge

Learning to say NO

What to say NO To.

How to say NO.

Plugging Time Leaks

Examine six major time wasters—and what you can do about them. Conduct a "five-minute drill" to assess your desk's efficiency. Identify practical ways to overlap your activities

Plugging Time Leaks

SocializingThe Gregariousness Index

Misplacing thingsForgetting things Commuting

OverlappingReading timeLong Winded People

How time managed

Are you

NOW?