Time Management

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  • 1. TIME MANAGEMENT
  • 2. Does everybody likes to manage time ? YES
  • 3. Five years back Try and answer these question! How old were you five years ago? What did you look like at that time? What did you do then? What has changed ever since? What have you achieved in this time? And……. How quickly do you think has the time passed?
  • 4. Five years back No hesitation in accepting that TIME has passed very quickly! TIME is a mystery phenomenon It passes very quickly and no one seems to know how!! & Nothing can be done about the past.
  • 5. Five years ahead How old will you be 5 years from now? What do you think you will look like at that time? What do you think you will be doing then? What would have changed by then? What do you wish to achieve in this time? And……. How quickly do you think would the time pass now? Would it be slower or faster than the last 5 years ???
  • 6. NONE OF THESE The time would neither be faster nor slower. The clock would move at the same speed, one second at a time. This has never changed and will never change! What matters is how well YOU keep pace with this speed! 24 hours is what all have in common. Yet some achieve SO MUCH in this time and some achieve NOTHING.
  • 7. Does everybody likes to manage time ? NO
  • 8. Those who would like to Take Lead from others, would use their time efficiently others will give Excuses Not having Enough Time
  • 9. Time Management - Common Issue I am very busy. The second crisis comes in before the first has finished Unable to keep balance between office work schedules, family responsibilities, and other social engagements. I wish I have more than 24 hours per day so that I can get more things done The system overloads me with work. There is no time to breathe
  • 10. Time Management - Common Issue There does not seem to be enough time for everything I want to do. I don’t feel I have achieved anything this year I don’t have control on my life. Things pile one on top of the other Mostly people think that time Management as scheduling appointments and making things to-do
  • 11. Time Management Time management is actually self- management. Its interesting that the skills we need to manage others are the same skills we need to manage ourselves, the ability to plan, delegate, organize, direct and control.
  • 12. The Clock is Always Ticking!!!!!! The moment you decided to improve your personal time management skills, you have touched a new dimension of solutions to many of your life's problems.
  • 13. TIME STEALERS Dealing with team Inability to say NO members Unclear Objectives & Priorities Interruptions - personal visitors Lack of Planning Unclear Interruptions - Communication telephone Stress & Fatigue Desk management Acting with and personal incomplete disorganization information
  • 14. MANAGING YOUR TIME Organizing Prioritizing Delegating Procrastinating
  • 15. MANAGING YOUR TIME Organizing Put your to-do list in writing and prioritize it. Be realistic about how long it takes to get things done. Block out a reasonable amount of time on your planner Schedule time with yourself, without interruptions Focus on one task at a time, rather than constantly juggling a dozen different projects at once
  • 16. MANAGING YOUR TIME Organizing Are you a “yes” person? Learn to say no. Ask yourself if you really have the time and energy to handle one more task. Try to combine like tasks. Do similar activities to save time. Keep all your contacts in one place, within easy reach
  • 17. 4 QUADRANTS Q1 Q2 Urgent /Important Not Urgent / Important Internal/External Quality Time Q3 Q4 Urgent/Not Important Not Urgent / Not Distractions Important Time Wasters
  • 18. IMPORTANT ANYTHING THAT TAKES US TOWARDS OUR "WORTH WHILE" GOAL IS IMPORTANT & ANYTHING THAT TAKES US AWAY FROM IT IS NOT IMPORTANT
  • 19. URGENT ANYTHING THAT HAS TO BE DONE NOW AND IF DELAYED CANNOT BE DONE AGAIN OR WILL LOSE ITS RELEVANCE
  • 20. MANAGING YOUR TIME Prioritizing Know your goal & Identify activities that help you achieve your goal. Keep a schedule. Write a Higher Priorities First Highlight deadlines in a calendar or day planner Keep a schedule in a visible place Do difficult jobs first, when you are at your best. Fix deadlines for all jobs and stick to them.
  • 21. MANAGING YOUR TIME Prioritizing Fix deadlines for all jobs and stick to them. Mark the priority level for each item on the list of activities that you created for e.g. High, Low, Medium Remember that priorities can change. You need to re-visit your priority ratings often
  • 22. THINGS TO DO TODAY Task Priority Time Status Meeting at HBFC High 10:00 a.m.  Follow-up with Imran Low 11:30 a.m.  (next day) Prepare Marketing Medium 12:30 p.m.  Plan for Q-3 Meeting with Project High 3:00 p.m.  Manager Attending Medium 5:30 p.m.  Presentation
  • 23. MANAGING YOUR TIME Delegating A management technique whereby you get others to accomplish a task or project by giving them the challenge and authority to do so.”
  • 24. MANAGING YOUR TIME Delegating Multiply your productivity without working more. WHY Train your management team to be self sufficient. Delegating Motivate your team by ???? Allowing creativity & broadened experiences.
  • 25. MANAGING YOUR TIME Delegating Decide what to Delegate??? Find the right person to delegate to. Explain the Purpose of the H Job and What You Expect. Then let it Go!! O Give help and coach when requested. W Only Accept Back Good Quality Work If Appropriate, Reward the Effort
  • 26. MANAGING YOUR TIME Procrastinating To put off doing something, especially out of habitual carelessness or If you have to laziness. eat a frog, Be sure you don’t stare at it To postpone or delay too long needlessly.
  • 27. Why do we Procrastinate? Fear of Success or Failure Don’t know where to start. To avoid an unpleasant task. Waiting for go ahead from Superior to move on. Waiting for more information. You may think if you put it off someone else will do it.
  • 28. Reasons for Procrastination Fear of Failure Anxiety/Negative Thoughts People with Negative Attitude Lack of Concentration Lack of direction/goals Fear of Rejection/Criticism
  • 29. Avoiding Procrastination  Divide project into small, schedulable stages  Do collaborative work  Ask for help  Don’t be a perfectionist  Take a break at the end
  • 30. A Simple Time Management Plan Spend time planning and organizing Set goals & Prioritize Be flexible Consider your biological prime time Do the right thing right Eliminate the urgent Avoid being a perfectionist Conquer procrastination Learn to say “no” Reward yourself
  • 31. Get “SMART” with TIME SMART is Simple Measures that Ascertain Resourceful usage of Time
  • 32. Q&A THNAK YOU