Time Managementfor personal Sense of Achievement

Common ProblemI am very busy. The second crisis comes in before the first has finished

I dont feel I have achieved anything this year

I dont have control on my life. Things pile one on top of the other

I wish I have more than 24 hours per day so that I can get more things doneThe system overloads me with work. There is no time to breathe

Objective To help you introspect and find clues to improve your time management & thereby enhance effectiveness

Where are You20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt10% people feel they are short of time. They realise this and are keen to get help and see how they can improve Time Mgmt70% people feel they are not short of time. Though they dont mind listening to someone. And then tell him why all that is impractical

Balance your lifeBalance in Life is importantRecognize each aspect of life I am not getting enough time for family/personal life because of Work80% of day is spent at workFamilyWorkHealthFinance

Time management : What is it?Doing the Right things and not setting Things right

In control of Life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future

Having right balance in wheel of life

Time Management To get most output within given resources

To get time for important issues in life

To feel fairly satisfied , secure & on top of things

And thereby enjoy stress free life

Time Management The issue is not Awareness but Action

The Action happens when we say

I cant live with this any more. I need to find an answer fast

Managing your TimeThings to do list

Identify Priority

Making it happen

Evaluate deviations

Impact of Attitudes Believe that your area of control is large

Do most of the things because of reason and not mere indulgence

Believe that improvements are always possible and at any age

Have doubts rather than objections

Written goalsAm I short of time to meet my vision & mission

It is not enough to have goals in mind. Put them down on paper

It is an agreement with yourself that you are aware of goals and will pursue them

Be thankful to the person who reminds you of your goals

Creating TO DO ListsYour daily list of tasksTasks that take you towards your goalsOne Sheet a DayTasks with defined importance: Q1: important and urgent: deadlines, fire fightingQ2: important and not urgent: Planning, HolidaysQ3: urgent and not important: Interruptions, meetingsQ4: not important and not urgent: junk mail , time wasters

Working with TO DO ListsCreate the list before you start the day

15 minutes of investment will help you everyday

End of day: Review StatusStatus: C Completed, T Transferred, A Abandoned, I In progress

Sample TO DO ListDate: 22-Apr-2004

TaskPriorityStatusTime neededPrepare Slides for PPTQ1C30 minCollect Attendee infoQ2I45 minAdd Slides to networkQ3T5 minUpdate CasesQ1A1 hourConfirm to manager about tomorrows planQ1C5 min

Prioritizing- Scheduling Look at your big list of To Do

Ask Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it

Subsequently schedule the day or the time

Keep some buffersBe flexible to change but dont change on small reasons

Analyzing- PlanningAnalyze what all affected your schedules

Think how to reduce crises

Involve those who have say in your work, in your time planning

Keep room for flexibilities

InterruptionsIntrusive interruptions: phone call, personal conversationsNon-intrusive interruptions: e-mailHave a no-interruption periods:Closed door policyPhone off the hookUse non-intrusive interruptionsPrioritize and dont be reactive

Crisis SituationsBe proactive not reactiveBeing proactive is highly motivatingMaintain a crisis logNothing is worth being reactiveIf you are only reactive someone can replace you at your jobPrevent crisis by managing important but not urgent tasks, on time

Procrastination if we wait for the moment when everything, absolutely everything is ready, we shall never begin.

Understand what and why of your procrastination tendency Remember last time what was the gain to do it in timeCreate micro action planUnderstand how much time it takes to do a taskDo not be a last minute decision takerGather information for a task in advance.

Meetings- Paperwork

Be bold to request absence from the meetings that are not useful to you Give feedback & suggestions to improve effectiveness Pre-circulate agenda if you are in charge Dont accept shoddy preparation for too long Worth spending time to create filing system- soft & hard

Delegation- Teamwork Have faith that the other person can do itConvey expectations, rules & processes Observe in the beginning. Correct & encourage Be keen to help some one & spread interdependence Be sure that you are not the weak link of the chain

Processes & EffectivenessProcess is a defined series of steps with responsibilities & guidelines

Try creating processes to handle repeat tasks

Make those involved aware of processes

Review processes often to improve efficiency

Time KitOne source for everythingGoalsTasksExpensesPhone BookIdeas/NotesLists: Books to read, Checklists

SummaryBelieve it is possible to get more out of existing time Writing down goals is the first important stepBreak down goals to tasksUnderstand your most effective time zoneCreate daily TO DO List for next 3 monthsPrioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in front

Decide to be on top the situation rather than be part of the messWish you all the Best