TIME MANAGEMENT

Presented on Presented on thth August 2015 August 2015

Finding the Time forTime Management

- Work Better

Problems v/s Solutions

Common Issues•I am BUSY, I don’t have time.•I don’t feel I have achieved anything this year.

•I don’t have control on my life.

•I wish I could get more things done.

Goal Setting•What do you want to accomplish in next 5 years?

•Long term goals

•Dreams/Ambitions

•Professional Goals

Use Your Time Wisely

• Remember that time is money. Ben Franklin, 1748• Time is what we want most, but what we use worst.

William Penn.• The common man is not concerned about the passage

of time, the man of talent is driven by it. Schopenhauer.• The key is in not spending time, but in investing it.

Stephen R. Covey

• Make use of time, let not advantage slip. William Shakespeare.

Time management : What is it?

• Doing the Right things right.

• “Real Integrity is doing the right thing, Knowing that nobody’s going to know whether you did it or not”

• Time Management refers to managing time effectively so that the right time is allocated to the right activity.

Why do we need Time Management ?

TIMEL EVERAGE•Check what is Critical task on hand.•What can be Delegated.

•Find what can be stop doing.

•Check for total activity.•Differentiate activities as

per time required.

ESSENTIAL POINTS•To save time.•To reduce stress.

•To function effectively.

•To increase our work output.

•To have more control over our job responsibilities.

How to use Time Effectively

• Effective Planning • Setting goals and

objectives • Setting deadlines • Delegation of

responsibilities

• Prioritizing activities as per their importance

• Spending the right time on the right activity

• Having Clear Objective• Create Options• Agreement• Strategy

• Allocation of Work

• Allocation of Time• Direction• Team Coordination• Analysis of Objective

Diary / Reminders

• Maintain To do List.• Write every damn thing down.• Write after every Interaction / phone, one o’ one meeting or email.• Actions need to be documented & closing stuff.• Ensure you need to go thru diary in the morning / afternoon /

evening.• Prioritize your task.• Would my Boss say these are my priority ?• Carry forwards (close the task by Eod).• Seven days back & forth for a quick recap.

Prioritize your tasks

Multi Tasking•What is Multi Tasking ?

•Is it Helping me manage my time Better?

•Doing 2 things at the same time ?•Doing 3 things with 3 minutes one at a time.

Problem with Distractions

Are you going to work as per some one else’s schedule or your OWN ?

• Customers

• Boss

• Colleagues & Peer & Staff

• Sales people

Beware of wastes of Time

• Procrastination

• Waiting (be Proactive)

• Phone Calls (Short n Sweet)

• Searching (be organized)

• Distraction (Be Focused)

• Obstacles (Learn things Fast)

• Getting It ‘wrong’ (be Specific)

• Habitual Working Style

Delegation

Requirement •Help me to focus on critical Issues on hand.•Anticipate any change in execution of task

1.To create support function.

2.To work effectively as a team.

3.To create team bonding and learning.

Problems•Primarily Responsible.•I need to make test plans.

•I need to get more update or more information.

•Training needs to be done.

•Authority.•Required Skills Set.

Delegation Cont’d

Delegating •While delegating be clear and specific.•Be open to Questions and Accessible.•Re-confirm the Understanding without making them feel being like an Idiot.•Monitor the Deadlines set on the task that you have delegated by writing in To DO LIST.•Be reasonable with the deadline set to the Task.•Appreciate a good job done.

Check Points•We need to be expert in the task in hand.

•We need to have Authority.

•We need to have resource to delegate.

•We need to have feed back (More Ideas).

Get Things Done

• Learn to say NoSandwich Method:

Sir, I know you are one of our esteem client, But unfortunately on this particular request, I would not be able to help you.

• However if there is anything else I can do, please let me know. Give proactive explanations.

• Give more alternative options (more choices)

• Being Honest. (Example : I don’t want to miss commit to you.)

• Show your visible efforts.• Do not react.

• Always be Polite. (Example : I wish, I could do something but Nothing can be done. )

• Ask for clear Instruction

1)Listen

2)Ask Questions

3)Reconfirm

4) Clarify Doubts

Things you will Implement

1) Analyze the Objective.

2) Setting up the Priorities.

3) Diary / Reminders.

4) Delegation (Time Leverage).

5) Being Specific.

6) Learn to Say no.

7) Manage Task within Time.

Process Activities classification

Important and Urgent•Documents Inward•Guarantee Signatures•Hold Funds Marking•Documents Release

•Signature Verification•Invocation Intimation•Documents Checking

Important ,but

Not Urgent

Systemization of transactions

Documents Scanning

Record Keeping

Documents Filing 5S

Callback of Transactions

Process Activities classification

Urgent, but

Not Important

MIS Reporting

Compliance Reporting

RBI Reporting's

BEF / XOS Etc.

FCY BG invocation reporting's

Not Urgent and

Not Important

Phone Calls officials and personal both.

Pass Time on any topic

One task engaged two or more members.

Too much Involvement in all cases.

Manage Your Time and keep Smiling Always

Your Questions……

COMPLIED BY YOGESH PATHAK_ FORT BRANCH

Thank -You