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8/9/2019 Time Management v2
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Time Management
8/9/2019 Time Management v2
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To Help ….• Enable You achieve your Life Goals.
• Give you more control on your Work.
• Improve your Performance.• Make your Job easier.
• You effectively use your time.
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Focuses on overall development• Importance of Time
• Smart Work need of the Day
• Time Management Techniques
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Topic 1
Importance of Time
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• Time is Limited• No one gets more / less
• One who utilize it effectively wins!!
• Time is a non renewable resource• Once it is gone it is gone
• You will never see this moment again.
• Time is Money - How much does your time
cost??
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• Imagine this:
– Each day your bank
deposits Rs 86,400 in your
bank account.
– There’s just one catch.
– You have to spend it all inone day.
– You can’t carry over any
money to the next day.
– What will you DO??
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24 hours per day
X60 minutes per hour
X
60 seconds per minute
=
86,400 Seconds
• Every Second Counts !!!• Spend every second in an efficient and productive way
• If you fail to use the day’s deposits, the loss is yours.
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• ONE YEAR, ask a student who failed a grade.
• ONE MONTH, ask a mother who gave birth to a premature baby.
• ONE WEEK, ask the editor of a weekly newspaper.
• ONE DAY, ask a daily wage laborer with kids to feed.
• ONE HOUR, ask the lovers who are waiting to meet.
• ONE MINUTE, ask a person who missed the train.
• ONE SECOND, ask a person who just avoided an accident.
• ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.
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Yesterday is History
Tomorrow is Mystery
But Today is a Gift
That’s Why We Call it
The Present
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Topic 2
Smart Work: Need of the Day
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Rapidly changing technology changed the
traditional work environment.
We need to CHANGE our work habits andstyles to keep pace with the future—TODAY!
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How can
you
make
that 30
min
extra?
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30 Minutes/day = 3 Weeks per Year
60 Minutes/day = 6 Weeks per Year
EFFECTIVENESS
Get more of theright things donein less time.
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The key question
in personal efficiency is--
HOW DO YOU WORK?
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Topic 3
Time Management Techniques
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• Costing your Time
• Deciding work Priorities.
• Activity Logs
• Action Plans
• Prioritized To do List• Pace Your Work.
• Personal Goal Setting
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• How much Your Time Costs?. – Total Cost (TC) = X+Y+Z
• Your CTC (X).• Taxes (Y)• Other Benefits (Z)
– Total Hours = 200 X 8 = 1600
• Work Days per year = 200• Work hours per day = 8
• Your Time costs = TC /1600 Rs / Hour
Costing your Time Help You Prioritize YourTasks
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• Doing What You Enjoy
– You are more effective when you do things you love to.
– But remember – Every job has its unpleasant elements to it.
• Concentrating on Your Strengths
– Do a SWOT analysis to identify your strength & weakness
– Focus on strengths and reduce the weaknesses
•Understanding How to be excellent on Your Job – Focus on right things by discussing with your manager
• What is the purpose of the job?
• What are the measures?
• What is exceptional performance ?
• What are priorities and deadlines?
• What resources are available?
• What costs are acceptable?
• How does this relate to other people?
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• Keep an Activity Log.
– Be committed and sincere.
– Note down the things as you do it.
• Learning From Your Log
– Understand how you spend your time. – Gives you information about your energy levels
• Actions based on the learning
– Make positive changes
– Change food habits to improve the energy levels.
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• What is Action Plan? – List of tasks to achieve an Object
– Differs from To do list as it focus on a single goal
•How to achieve the goal? – Perform the list of tasks in the Plan.
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• Prioritized To do List Can help you work efficiently by
– Doing the most important job first
– Reduce the stress of large volume of unimportant tasks
– Reminding you to carry out all the necessary tasks
•The Pareto principle or 80:20 Rule says…• In any list of tasks, 80% of the importance lies in 20% of the list.
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• How to Prepare the To do List ?
– Prepare the list of all tasks in your pool
– Break down the large ones in to component elements
– Prioritize the list from A to D (A is the highest)
– Rewrite the list in Prioritized order
• How to Use it ?
– Start performing the tasks from the top of the list
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Buy laundry detergent.
Write a eight page essay for English. Prepare for a Biology quiz.
Dust the videos on the bookcase.
Review for midterm test that counts for 50% of grade.
Schedule an appointment with a Professor.
Complete a journal entry. Email a high school friend on another campus.
Shop for a new pair of athletic shoes.
“Armor-al” the dashboard of the car.
Write the underlined word of the tasks
which would be on your
“A” List
“B” List
“C” List
•
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“A” LIST
1 Midterm test that counts for 50% of grade.2 Write a eight page essay for English.
“B” LIST
3 Prepare for a quiz in Biology.
4 Schedule an appointment with a Professor.
5 Complete a journal entry.
“C” LIST
6 Buy laundry detergent.
7 Dust the videos on the bookcase.
8 Email a high school friend on another campus.9 Shop for a new pair of athletic shoes.
10 “Armor-al” the dashboard of the car.
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• Have you ever noticed?
– That the videos must be alphabetized before you can settle
in to review for a test.
– That rumpled pile of clothes left in the corner sinceThursday night just has to get folded and put away before
you can start that English essay.
• If so, you may be suffering from “C” Fever
Get rid of it Quickly !!!
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Athletes know thephenomenon of running with
someone ahead of them to
increase their times.
The same effect can be
achieved with work and
completing tasks.
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Because work expands or contracts to fit the timeallotted, make pacing work for you by doing the
following:
Estimate the time needed to complete a task.
Subtract 15% from that estimate.
Set a timer to help you reach the goal ofcom letin the task in reduced time.
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• Goal Setting… How it helps??
– Process for personal Planning
– Gives you long term vision and short term motivation
– Focuses your acquisition of knowledge
– Helps you organize your resources – Improves the self confidence by achieving the goals
– Gives you pleasure, satisfaction and a sense of
achievement
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• Goal Setting… Guide Lines
– State each goal as a positive statement – Be Precise
• Date / Time / Amount – Which is Measurable
– Set Priorities
– Write the Goals down – Keep operational Goals small (Progressive)
– Set Performance Goals, not outcome goals• Set goals on which you have control
• Base on personal performance
– Set Realistic Goals
– Do not set goals too low• Not too high also !!
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• Enjoy the achievement
– Take time in celebrating your achievement – Observe the progress towards other goals
• Review the rest of the goal Plan – If you achieved the goal too easily , make your next goals
harder – If it was too tough to achieve , make the next goal a little
lighter – If you learned something that would lead to change other
goals , do so –
If you identified any deficit in your skills , decide whether toset goals to correct it
• Adjust the goals to reflect your personality as yougrow
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Focuses on Work Place
• How you spend Your Time
• Effective Work Habits
• Is Your Time Fully Occupied?• Summary
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Topic 1
How You Spend Your Time ?
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Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday
06.00
07.00
08.00
09.00
10.00
11.00
12.00
13.00
14.00
15.00
16.00
17.00
18.00
19.00
20.00
21.00
22.00
23.00
Which Quadrant these belongs to ??
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Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday
09.00
10.00
11.00
12.00
13.00
14.00
15.00
16.00
17.00
18.00
Which Quadrant these belongs to ??
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• Quadrant1Important / Urgent tasks
• Quadrant 2Important / Not Urgent
• Quadrant 3
Not Important / Urgent
• Quadrant 4
Not Important / Not Urgent
Goo
d
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•How do you spend your time ?? Ideally – We should spending more time on Quadrant 2
– But we should be ready to work in Quadrant 1 too.
Effective Time Management Helps you
work in Quadrant 2
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Should do more Should do less Just right
Work
Study
Family
Gossips
Relaxation
Planning
Things for others
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Topic 2
Effective Work Habits
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It is as important to know what information youdon’t need as it is to know what information you
do need.
Don’t allow low-value information and tasks to enter your system.
DO IT NOW!!!
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! You dislike doing them?
! They’re too big?
! They’re not your priority?
! It’s unclear what’s wanted?
! You’re not sure how to begin?
Do you put off tasks because:
“DO IT NOW” SAVES TIME IN FIVE WAYS:
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Faster Response Time
When you first read it, either ...• Do It
• Designate It
• Delegate It• Dump It
Always ADD VALUE to
anything you touch.
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Handle little things & reduce distractionsHandle little things & reduce distractions
Knowledge work requiresconcentration & focus
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Handle things while small &Handle things while small & reduce crisesreduce crises
Procrastination risks letting small problems become large, costly problems.
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caused by your need to give status reports
DO IT NOW!
Spend less time explaining to others when workthat affects them will be done.
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INTERRUPTIONS
DO IT NOW
COMMUNICATE
IT “RIGHT”
“BATCH”
COMMUNICATIONS
AND TASKSDO IT RIGHT
BUILD A
CULTURE
OF RESPECT
Determine and meet deadlines
Place dates and times on
all requests and emailsClean up backlogs so
you’re not dealing with
their consequencesUse communication
methods which do not
interrupt current work
e.g. email or voice mail
Request others to
leave detailed
messages
Use “Hot” files for
urgent issues
Set up one-on-one meetings
or phone calls to take care of
“batched” communications
Batch things to discuss
with staff (Speak to” file)
Meet requirements completely
to reduce “re-do” requests
State requirements clearly to
reduce clarification requests
“Knowledge-workers
need to concentrate
Support and create
a culture with fewer
interruptions
Negotiate
uninterrupted
time per week
Give full information
when leaving messages
to reduce “telephone tag”
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Stop procrastinating & reduce stress & anxiety
DO IT NOW!
• Work we put off seems
more difficult than it is.
• Do It Now and relieve stress.
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Stress
Increases
BacklogIncreases
ConcentrationDecreases
ProductionDecreases
PROCRASTINATIONCAUSES...
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Apply
DO IT NOWand you will...
Reduce Stress
ImproveConcentration
Increase
Production
DecreaseBacklog
Advantages of Conquering Procrastination
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DO IT NOW
BATCHING
Reduce Interruptions
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• Group similar tasks (calls, email, etc.)
• Batch items to discuss with team
• Hold regular one-on-one meetings
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CLEAN OUT CLUTTER and IMPROVE FOCUS
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Topic 3
Is Your Time Occupied Fully?
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• Stephen Covey in his book, FirstThings First , shares the followingstory experienced by one of hisassociates:
I attended a seminar once wherethe instructor was lecturing ontime. At one point, he said, "Okay,time for a quiz." He reached underthe table and pulled out a wide-mouthed gallon jar. He set it on thetable next to a platter with somefist-sized rocks on it. "How manyof these rocks do you think we can
get in the jar?" he asked.
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•After we made our guess, hesaid, "Okay. Let's find out."He set one rock in the jar . . .then another . . . thenanother. I don't rememberhow many he got in, but hegot the jar full. Then heasked, "Is this jar full?"Everyone looked at the rocks
and said, "Yes."
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•Then he said, "Ahhh" He
reached under the table and
pulled out a bucket of gravel.
Then he dumped some gravel
in and shook the jar and thegravel went in all the little
spaces left by the big rocks.
Then he grinned and said
once more, "Is the jar full?"
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•By this time the class was
on to him. "Probably not,"we said. "Good!" hereplied. He reached underthe table and brought out abucket of sand. He started
dumping the sand in and itwent into all of the littlespaces left by the rocks andthe gravel. Once more helooked and said, "Is this jar
full?" "No!" we roared.
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•He said, "Good!" and hegrabbed a pitcher of waterand began to pour it in. Hegot something like a quartof water in that jar. Then
he said, " Well, what's thepoint?" Somebody said,"Well, there are gaps, andif you work really hard youcan always fit some more
things into your life."
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"No," he said, "that's not really
the point.
The point is this:
Put the
Big Rocks
in First
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Topic 7
Summary
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• Time is money – Don’t waste it
• Smart Work is the need of the Day
• Plan for your time management
• Avoid Procrastination• You are never fully occupied; keep going!
• Delegation of work is important
• Time management needs to be practiced andnot learned.
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• An important part of making these
strategies work is the daily
reminder.
•Take the time to place a number ofPost-its in conspicuous places such
as your alarm clock, work place
and bathroom mirror to serve as a
constant reminder.
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