Time Management

Slide no.

Particulars SlideNo.

Particulars

5 Introduction to management 18 Important time management tips

6 Time management 19 Timetables and schedules

7 Essential areas 20 Format of timetable/schedule

8 Success areas 21 Use of planner

9 Setting up goals and priorities

22 Realistic targets

10 ABC Analysis 23 Rewarding yourself

11 Pareto analysis 24 Do not waste time

13 The Eisenhower method 25 Reasonable time allocation

26 Task allocation by importance

14 POSEC method 27 Conclusion

15 Time management strategies

16 Implementation of goals

17 Achieving the targets

INDEX

SOURCES

• Photos download from www.google.com/images

Content from:1. http://en.wikipedia.org/wiki/Outline_of_business_management

2. http://www.studygs.net/timman.htm3. http://www.mindtools.com/pages/main/newMN_HTE.htm4. http://www.wikihow.com/Manage-Your-Time5. http://en.wikipedia.org/wiki/Time_management6. http://www.kent.ac.uk/careers/sk/time.htm7. http://www.counselingcenter.illinois.edu/self-help-brochures/

academic-difficulties/time-management/8. http://www.counselingcenter.illinois.edu/self-help-brochures/

academic-difficulties/time-management/

INTRODUCTION TO MANAGEMENT

1. Management in business and organizations means to coordinate the efforts of people to accomplish goals and objectives using available resources efficiently and effectively. 

2. Management comprises planning, organizing, staffing, leading or directing, and controlling an organization or initiative to accomplish a goal.

3. Management defined as the organization and coordination of the activities of an enterprise in accordance with certain policies and in achievement of clearly defined objectives

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Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity

WHAT IS TIME MANAGEMENT ?

Time management doesn’t “just happen” for anyone – it is a skill that must be worked on, and that most people find to be a life-long challenge

The major themes arising from the literature on time management include the following:

• Creating an environment conducive to effectiveness• Setting of priorities• Carrying out activity around those priorities• The related process of reduction of time spent on non-priorities

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AREAS WHERE TIME MANAGEMENT IS ESSENTIAL

† EDUCATION

† BUSINESS ORGANISATIONS

† SPACE RESEARCH PROJECTS

† PROFESSIONAL MANAGEMENT

† MANUFACTURING PROCESSES

† EXAMINATION AND EVALUATIVE TESTS

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TIME MANAGEMENT IS CRITICAL TO OUR SUCCESS IN…

∂ … getting your work done and achieving the targets and goals in proper manner

∂ … maintaining your mental and physical health

∂ … investing in and keeping good relationships with other people

∂ … allocating some time for your friends and family

∂ … reducing the tension and fear of not getting the work done

∂ … achieving all your priorities which you have set

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SETTING UP GOALS AND PRIORITIES

This is the FIRST critical step is time management.

Goals can be recorded and may be broken down into a project, an action plan, or a simple task list. For individual tasks or for goals, an importance rating may be established, deadlines may be set, and priorities assigned. This process results in a plan with a task list or a schedule or calendar of activities. This is done in various ways, as follows:-

ABC analysis

Pareto analysis

The Eisenhower Method

POSEC method

Any one method or all methods or any two or three methods can be chosen depending upon the work you have……

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A B C analysis

A technique that has been used in business management for a long time is the categorization of large data into groups. These groups are often marked A, B, and C—hence the name. Activities are ranked upon these general criteria:

A – Tasks that are perceived as being urgent and important,

B – Tasks that are important but not urgent,

C – Tasks that are neither urgent nor important. (This list could also include tasks that are urgent but not important.)

Each group is then rank-ordered in priority. To further refine priority, some individuals choose to then force-rank all "B" items as either "A" or "C". ABC analysis can incorporate more than three groups

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PARETO ANALYSIS

This is the idea that 80% of tasks can be completed in 20% of the disposable time. The remaining 20% of tasks will take up 80% of the time. This principle is used to sort tasks into two parts. According to this form of Pareto analysis it is recommended that tasks that fall into the first category be assigned a higher priority.

The 80-20-rule can also be applied to increase productivity: it is assumed that 80% of the productivity can be achieved by doing 20% of the tasks. Similarly, 80% of results can be attributed to 20% of activity. If productivity is the aim of time management, then these tasks should be prioritized higher. This view of the Pareto Principle is explored further in The 4-Hour Workweek by Timothy Ferris.

It depends on the method adopted to complete the task. There is always a simpler and easier way to complete the task. If one uses a complex way, it will be time consuming. So, one should always try to find out the alternate ways to complete each task.

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PARETO ANALYSIS

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THE EISENHOWER METHOD This method is said to have been

used by U.S. President Dwight D. Eisenhower, and is outlined in a quote attributed to him: What is important is seldom urgent and what is urgent is seldom important.

All tasks are evaluated using the criteria important/unimportant and urgent/not urgent and put in according quadrants. 

Tasks in unimportant/not urgent quadrants are dropped, tasks in important/urgent quadrants are done immediately and personally, tasks in unimportant/urgent quadrants are delegated and tasks in important/not urgent quadrants get an end date and are done personally.top

POSEC Method

POSEC is an acronym for Prioritize by Organizing, Streamlining, Economizing and Contributing.

Prioritize - Your time and define your life by

goals.

Organize - Things you

have to accomplish regularly

to be successful

(Family and Finances).

Streamline - Things you may

not like to do, but must do

(Work and Chores).

Economize - Things

you should do or may

even like to do, but

they're not pressingly

urgent

Contribute - By paying attention to the few remaining things that

make a difference.

The method dictates a template which emphasizes an average individual's immediate sense of emotional and monetary security. It suggests that by attending to one's personal responsibilities first, an individual is better positioned to shoulder collective responsibilities.

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TIME MANAGEMENT STRATEGIES

∫ Blocks of work time and breaks

∫ Dedicated work spaces

∫ Prioritize your activities

∫ Achieve "stage one"--get something done!

∫ Weekly reviews

∫ Achieve "stage one"--get something done!

∫ Postpone unnecessary activities until the work is done!

∫ Identify resources to help you

∫ Use your free time wisely

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IMPLEMENTATION OF GOALS

Once you have decided your goals and targets, the next step is to implement the work that you have targeted.

To implement such work, a to-do list or a planner works the best.

A task list (also to-do list or things-to-do) is a list of tasks to be completed, such as chores or steps toward completing a project. It is an inventory tool which serves as an alternative or supplement to memory

Implementation of goals is the second step

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ACHIEVING THE TARGET

Remember, work hard to achieve your targets which you decided in the first step.

This the third and final step for effective time Management.

EVERYTHING IS IMPOSSIBLE UNTIL YOU MAKE IT POSSIBLE.

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IMPORTANT TIME MANAGEMENT TIPS

¥ USE PLANNER

¥ MAKE SCHEDULES AND TIME TABLES

¥ SETUP REALSITIC TARGETS

¥ REWARD YOURSELF

¥ DO NOT WASTE TIME

¥ REASONABLE TIME ALLOCATION

¥ IMPORTANT TASKS FIRST

FOLLOW THESE TIPS AND ENSURE YOU SUCCESS...!!!

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TIME TABLES AND SCHEDULES

Time tables and schedules help you to know which thing needs to be done when and so on

There are various timetables such as

• Period time table

• Exam time table

• Games time table

• Study time table, etc.

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WORK/TASKS TIME

Wake up 7.30 a.m.

breakfast 8.15 a.m.

To work 9.30 a.m.

Lunch 12.30 p.m.

Meeting 6.30 p.m.

Home 8.00 p.m.

Dinner 8.30 p.m.

Sleep 10.30 p.m.

PROFORMA OF A SCHEDULE/TIMETABLE

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USE OF PLANNER

Planner is a multi purpose book or diaryused by students and businessmento record their daily routine schedule.

Planner comes very handy when you need to note some event or some task. It can also be used as a to-do book.

Use of planner makes you more systematic and tidy. It will help you to complete all your targets without any delay. It mainly helps the human mind to forget small things which come across the daily routine of everyperson.

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REALISTIC TARGETS

Set realistic targets for your self to achieve.Realistic means something that you can Achieve within the allocated time .

Often people in excitement and hurry set unrealistic targets which they can’t achieve and at the end they face failure and disappointment

Realistic targets, if achieved, will boost your morale and confidenceand will help you and motivate you to work even more harder which would result into increase in you efficiency.

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REWARDING YOURSELF

Reward yourself after every target that you completed. It will motivate you to performbetter and faster.

Reward can be of any sort. it can some food, a drink, a walk outside, watching a movie, etc.

By rewarding yourself, you won’t feel tired of doing anything as youknow that you will get something good of your choice to enjoy. Thus,rewards work as self motivating tonics and confidence boosters.

One thing should be kept in mind that you should not get carried awayby such rewards. Rewards should be small & limited and should be earned only when a task is completed and not otherwise.

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DO NOT WASTE TIME

Do not work hard, work smart

These are some tips for avoid time waste:

• Do not overload on work• Put off quick tasks• Let daily developments drive

you• Do not spend more time on

social media• Try to reinvent the wheel• Find alternatives for repetitive

work• Avoid disturbance as much as

possible

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REASONABLE TIME ALLOCATION

Time allocation is the allocation of time to different tasks and activities.

 The measurement of such allocations may be used analytically in studies of human behaviour.

Scheduling and time management may be used to plan and control the amount of time allocated to various activities, so as to improve productivity and satisfy multiple goals and targets.top

TASK ALLOCATION BY IMPORTANCE

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CONCLUSION

Time is the most precious resource of a person

One must use it wiselytop

THANK YOU !