Time Management 2010

Dr. Batanony

Time ManagementTime Management

Dr. Batanony

Write definition of Time Write definition of Time ManagementManagement

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The predictable control,

an individual can exercise

over a series of events.

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Dr. Batanony


Every morning in Africa a deer wakes up. It knows that it must run faster than the fastest lion. Otherwise it will be killed.Every morning in Africa the lion wakes up. It knows that it must run faster than the slowest deer. Otherwise it will starve.

It does not matter if you are deer or lion but when the sun rises it is time to run.

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It’s about goingfrom this...

Dr. Batanony …to this!

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WHAT IS THE AVERAGE LIFE SPAN?

HOW IT IS SPENT?

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How a 70 years life is spent?How a 70 years life is spent?

• On An average 25 Years in Sleep 8 Years in Study & Education 6 Years in Rest & Illness 7 Years in Holidays & Recreation 5 Years in Commuting 4 Years in Eating 3 Years in Transition – in getting

ready to undertake all the above

activities.

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What Is The Balance Left ?What Is The Balance Left ?

• THIS LEAVES ONLY 12 YEARS FOR EFFECTIVE WORK.

• “Short as life is, we make it still shorter by the careless waste

of time” ----Victor Hugo.

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Which Workers waste the time Which Workers waste the time most?most?

Workers under 30

Workers between 30 & 45

Workers over 45

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Television UseTelevision Use

The average Television use per US household per day is 6 Hrs, 59 Mts.

We see one million commercials before the age of 21.

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To Realize the Value of:To Realize the Value of:

• ONE YEARONE YEAR, ask a student who failed a grade.• ONE MONTHONE MONTH, ask a mother who gave birth to a

premature baby.• ONE WEEKONE WEEK, ask the editor of a weekly newspaper.• ONE DAYONE DAY, ask a daily wage laborer with kids to

feed.• ONE HOURONE HOUR, ask the lovers who are waiting to

meet.• ONE MINUTEONE MINUTE, ask a person who missed the train.• ONE SECONDONE SECOND, ask a person who just avoided an

accident.• ONE MILLISECONDONE MILLISECOND, ask the person who won a

silver medal in the Olympics.

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Time Management & The OrganizationTime Management & The Organization

• Looking at time management from the perspective of the organization what are the benefits:

– Improved productivityproductivity through improved use of time by the personnel

– Better performanceperformance in terms of on time delivery to customers

– Increased profitabilityprofitability through better use of the human and non-human resources

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– Improved planning and control planning and control of business systems through time based management

– Better alignment of activities alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business

– Reduction of stress Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning

Time Management & The OrganizationTime Management & The Organization

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Introduction

What is Time Management?What is Time Management?

Time as a CommodityTime as a Commodity

Essential HabitsEssential Habits

Types of TimeTypes of Time

Over & Under Estimation of TimeOver & Under Estimation of Time

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What is Time Management? What is Time Management?

• Time management has five main aspects:

– Planning & Goal Setting– Managing Yourself– Dealing with Other People– Your Time– Getting Results

– The first 4 all interconnect and interact to generate the fifth - results

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Time as a CommodityTime as a Commodity

• Time is the most precious thing we have

• Time is ultimately the most valuable resource

• Time and how we spend it within the organization must be managed effectively

• Time cannot be stored up for use later

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Essential HabitsEssential Habits

• Essential habits for good time management are:– Know where the hours are going – Keep focused on the end result – Work to defined priorities – Schedule time for important issues – Delegate routine tasks– Take the stress out of work – Keep applying the essential habits!

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Types of TimeTypes of Time

• Time can be categorized into two types:

– Fast timeFast time• when absorbed in, or enjoying an activity

– Slow timeSlow time• when bored with an activity or having a

bad time • when scared

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Over- & Under-estimating TimeOver- & Under-estimating Time

• Time for tasks or activities can be over- or under-estimated due to

– Intensity of activity – Level of brain function – Length of gaps between enjoyments – Fear

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Time Management PrinciplesTime Management Principles

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Time Management PrinciplesTime Management Principles

Time Management Generations Time Management Generations

Spent Time MatrixSpent Time Matrix

Quadrant 2Quadrant 2

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• Generations of time management

– 1 Notes and Checklists– Recognition of the demands on energy & time

– 2 Calendars and appointment books– Scheduling with some focus on the future

– 3 Prioritization – Comparison of the relative worth of activities

– 4 Self management– Realization that time cannot be managed - it is

ourselves that we have to manage!

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Q1Q1

Q3Q3

Q2Q2

Q4Q4

CrisisDeadlines

Relationship BuildingPlanningRecreation

InterruptionsSome MeetingsPopular Activities

Pleasant ActivitiesTime Wasters

UrgentUrgent Not UrgentNot Urgent

ImportantImportant

Not ImportantNot Important

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• Being in Quadrant 1 brings:

– Stress

– Burnout

– Crisis management

– Firefighting

– Focus on the immediate

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Quadrant 3


– Short term focus

– Crisis management

– Low value on goals

– Feeling of lack of control

– Shallow relationships

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Quadrants 3 & 4Quadrants 3 & 4

• Cycling between Quadrants 3 & 4 brings:

– Total irresponsibility

– High dependency on others for basics

– Short career path in the organization

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– Vision

– Perspective

– Balance

– Discipline

– Control

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Characteristics of a Quadrant 2 PersonCharacteristics of a Quadrant 2 Person

• There are six basic criteria to allow a person to function in Quadrant 2:

– Coherence– Balance– Focus– An ability to get on with people – Flexibility – Portability

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Quadrant 2 RequirementsQuadrant 2 Requirements

The basic requirements to reach Quadrant 2 are:

• Clear definition of organizational roles and specifically your own role

• Selection of and focus on SMART goals

• Development and utilization of schedules

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Productive WorkProductive Work

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Productive WorkProductive Work

Busy vs. ProductiveBusy vs. Productive

Indecision & DelayIndecision & Delay

Urgency vs. ImportanceUrgency vs. Importance

PrioritizationPrioritization

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Busy WorkBusy Work

• Just because you are busy does not mean that you are productive

• Differentiate between

– Effectiveness -- doing the right things

– Efficiency -- doing the right things correctly

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Busy vs. Productive WorkBusy vs. Productive Work

• Problem No 1: Procrastination• Putting off doing the things that you

should be doing at this point!

• Solution• List all tasks that you are currently putting off • Remove two from the list by doing them now!• Plan and set a schedule for dealing with the rest • Reward when tasks are completed • Punish when tasks are not completed on schedule

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• Problem No 2: Paralyzing perfectionism – This is a failure to recognize the difference between

excellence and perfection

• Excellence• Achievable• Healthy• Satisfying• Realistic

• Perfection• Unattainable• Frustrating• Unrealistic

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• Problem No 3: Setting unchallenging objectives – Objectives need to be set that challenge you in a

realistic manner and take heed of resource availability Otherwise you are busy without any possibility of success

• Use SMARTS criteria where the objectives are:– Specific– Measurable– Attainable– Realistic– Time-bound– Supported by the organization

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Dealing with Indecision or DelayDealing with Indecision or Delay

• When faced with a task - decide to deal with it according to one of the following actions:

– Do it

– Delegate it

– Deadline it

– Dissect it

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Urgency vs. ImportanceUrgency vs. Importance

• Differentiating between – Urgent tasks

• assume importance as they demand immediate attention

– Important tasks• May become urgent if left undone • Usually have a long term effect

– To judge importance vs. urgency, judge tasks in terms of

• Impact of doing them• Effect of not doing them

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Prioritization GridPrioritization Grid

Importance

Urgency

Priority 1Priority 2

Priority 3Priority 4

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PrioritizationPrioritization

• The main aim of prioritization is to avoid a crisis

• To do this then you must

Schedule your Priorities

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Crisis ManagementCrisis Management

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Crisis ManagementCrisis Management

Proactive V ReactiveProactive V Reactive

Why Crises OccurWhy Crises Occur

Anticipating & Preventing CrisisAnticipating & Preventing Crisis

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Proactive vs. Reactive WorkProactive vs. Reactive Work

• Reactive work Reactive work - concentrates on getting things done

– Handling daily routines

– Dealing with urgency

– Resolving crisis

– Handling interruptions

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Proactive vs. Reactive WorkProactive vs. Reactive Work

• Proactive work Proactive work - concentrates on making things happen

– Developing plans and schedules

– Focusing on key tasks

– Achieving deadlines & targets

– Managing projects

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Why Crisis OccurWhy Crisis Occur

• Checklist of reasons:

– Failure to recognize the crisis

– Underestimation of time required

– No contingency plan is ready

– No follow-up on delegated tasks

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Anticipating & Preventing Crisis Anticipating & Preventing Crisis

• The most effective way to anticipate and prevent crises is to:

– Set deadlines and stick with them

– Use targets and milestones to break the task or project into manageable chunks

– Build the schedule so that it is realistic

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PlanningPlanning

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PlanningPlanning

What is a Plan?What is a Plan?

Information & PlanningInformation & Planning

Goals & Time SpansGoals & Time Spans

CascadingCascading

The Daily PlanThe Daily Plan

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Planning in Time Planning in Time Management Management

Rule No 1

Failing to Plan is Planning to Fail

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What is a Plan?What is a Plan?

A plan is a road map set in real time to reach an

objective or set of objectives through the

use of defined resources

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Information & Planning

Essential information:

• You need to know what you have to plan

• Once this is established – Break the task into manageable chunks – Gauge the time required for each chunk – Schedule each chunk into a logical sequence

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Goals & Time-spansGoals & Time-spans

• A time management system is ineffective if defined goals are not available to work towards

– Strategic Goals - long term goals, perhaps out to five years

– Tactical Goals - medium term goals, from 3 - 12 months ahead

– Operational Goals - short term goals defining the exact action to be taken The schedule may cover hours or days

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CascadingCascading

• Planning levels should cascade as follows:

– Yearly overview plan

– Monthly Plan

– Weekly Plan

– Daily Plan• Note that in the cascade, the time span decreases

whereas the level of complexity increases

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• The Daily Plan should cover three main areas:

– Scheduled activities for the day showing time allocated to each

– Identification of key tasks for the day to allow them to be prioritized

– Indication of who you need to contact during the day to allow you to complete tasks

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• When setting out the daily plan pay attention to the following points:

– When do you perform best, suit your bio-rhythm

– Build in planning time at the start and end of the day

– Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’

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Stress ManagementStress Management

Definition:

Stress is your body's way of responding to any kind of demand. It can be caused by both good and bad experiences.

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Types of StressTypes of Stress

Positive Stress:Positive Stress: It is an excitement felt by people when they It is an excitement felt by people when they

are confronted by a demanding situation, are confronted by a demanding situation, which they think they can handle. which they think they can handle.

This fills them with thrill and excitement. This fills them with thrill and excitement.

Examples: Like runners on the track, taking a Examples: Like runners on the track, taking a ride on the roller coaster, taking up a ride on the roller coaster, taking up a challenging project at workplace. challenging project at workplace.

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Types of Stress Cont..Types of Stress Cont..

Negative Stress:

When environmental demands exceed your ability to cope, it creates Negative stress.

When stress occurs regularly it cause harm to body.

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Dealing with Negative stress

• Relax

• Diet

• Exercise

• Manage time

• Laugh

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But there will always be enough time to get

the most important things done.

There will never be enough time

to get everything done.

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SummarySummary

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SummarySummary

• Have a great planning system and use it

• Take on realistic goals and schedule accurately

• Do not over-commit

• Set and agree priorities to distinguish between urgent and important tasks

• Build in some flexibility to cope with anything unexpected

• Control your documents, workspace and phone

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SummarySummary

• Don’t procrastinate – Manage Your Time Today

• Define and use periods of quality time in your schedule

• Stay away from perfectionism and aim for excellence

• Build in time for personal development

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