<number> Note: You may wish to add personal experiences as examples of one or more of the obstacles to enhance the presentation. There are a lot of things that make it difficult for us to manage our time effectively. Let’s consider some of the most common ones, and see if they apply to us: Unclear objectives – It’s hard to hit a target with your eyes closed, and it’s just as hard to accomplish something when you aren’t exactly clear about what you want to achieve Disorganization – It’s easy to see when your desk is too messy, but sometimes you have to step back and ask yourself if you are taking an organized approach in completing all of your tasks Inability to say “no” – We all want to be as helpful as we can when others need us, but this can mean taking time away from other priorities to do something we may not have planned
<number> Interruptions – Many times we are in the middle of accomplishing something really important and the telephone rings. These calls can not only take you away from your task, but sometimes they interrupt your train of thought and you can’t return to where you were without retracing your steps More interruptions – We all like to visit with others, but conversations at inappropriate times can cost us time when we have to stop what we are doing and redirect ourselves from our plans Periods of inactivity – As much as we think we are busy, there are times in our day when we are not really doing anything. Recognizing and making use of these times can have a positive effect on our efforts
<number> Too many things at once – Many of our tasks are not routines. They require concentration to detail. When we are attempting to do too many different things at one time, each individual task suffers as a result Stress and fatigue – Everyone experiences stress from time to time, and sometimes we actually operate a little better when there is some level of stress. Too much stress, on the other hand, causes our work to suffer and wears us down physically and mentally. Dealing with stress is an important part of time management All work and no play – Most successful people know how to balance work and play. When work takes over your life, you not only give your body little time to re-energize, but you may end up sacrificing the really important things in life like family and friends
<number> The obstacles that we face are not insurmountable. Sometimes, the hardest thing to do is to identify that these obstacles exist and are affecting your ability to manage your time When you have identified your obstacles you can begin to overcome them Here are some strategies you can use to overcome the obstacles we just examined:
<number> Achievable – It is commendable to set your sights high, but sometimes we try to accomplish more than we can actually do. Training and certifying ten Certified Guiding Lions in your district in one year may or may not be achievable at this time for a number of reasons. Your goals should be such that, if you “extend yourself” you can just reach them. Realistic – Can you establish a program in your district to help everyone with vision problems? It is certainly a worthwhile goal, but it may not be realistic at this time. It might be better to work on setting up a program with schools to provide vision testing and eyeglasses for disadvantaged children. Note: You may wish to provide an example of an achievable, realistic goal that you have achieved or observed in your own club or district. Time-based – Most of the goals that you establish in your position as a Lions leader will not be long-term. It is important to set time guidelines for your goals, so that you can keep track of your progress as you are going along and can be alert to when you are falling behind schedule. Note: You may wish to state a goal that meets the five characteristics, and ask participants to explain how each characteristic is met. For example, “We will increase retention of current members in my district by reducing the dropout rate to X % by the end of the fiscal year.” Further, you may wish to provide a non-example and ask participants to restate it to meet the five characteristics. For example, “We will improve the service we provide to our community.”
<number> As a leader in your club or district, you will be faced with many tasks. It is safe to say that you will not be able to do everything, so it is wise to periodically make a list of the tasks that confront you and prioritize them. The following technique may be helpful in prioritizing: Note: You may wish to provide examples of tasks that you have placed in each of the four categories that follow. Explain why you made the decision, and how it positively impacted your time management. Do – Determine from the list the things you think are most important to accomplish, and are things you should do yourself. Delegate – Remember that there many Lions within your district with skills, experience, and motivation to carry out a wide variety of tasks. A truly effective district governor understands that real leaders do not try to accomplish everything themselves and recognizes that some things are better handled by others. Delegating not only frees up your time for other things, it ensures that resources are used wisely and that Lions who want to help are motivated and involved. Delay until another time – Some things can wait. The danger is delaying too many things until deadlines are near. The best policy here is to consider when things are due, how long it will take to accomplish them, and what your current workload will allow. For instance, registrations and request forms that are not yet due could be sent to LCI earlier if you have time. It makes sense to delay things that are not due when your are “overburdened” and to accomplish them ahead of time when you can. Delete – If you have set goals using the guidelines we mentioned earlier, you may recognize that some of them are not achievable or realistic, or that they are just not important. A good leader knows when to concentrate on the important and eliminate the rest. Note: As time allows, you may wish to: Ask selected participants to share tasks that they will prioritize into the four categories Break participants into small groups and ask them to create a list of DG tasks that could be prioritized using the four categories
<number> As you prioritize tasks and set deadlines, you will want to organize your plans and actions. Some of you may be more comfortable using paper and pencil, so I urge you to make use of a planner with a calendar and plenty of space to make notes. Many planners contain not only calendar space, but also room for daily activities, contact information, and “to do” lists. Find a planner that fits your needs and use it. You will find this to be an indispensable tool for managing your time. Maybe you use, or would consider using, a computer to help in organizing your time. Today’s computers often come equipped with software programs that include calendars, task lists, reminders, and contact information. If your computer does not have such a function, software is readily available that you can install. You may also consider a small personal digital assistant, or PDA. These devices are small enough to fit in your hand, and use the same software your home computer uses. PDAs are helpful tools when you are away from your computer during the day or are traveling on business. Note: This would be a good opportunity to share whatever tools you use to stay organized. If you use a planner, bring it out and show how you use it. If you use computer software, explain the program and how it helps you. You may also ask participants if they have any other organizational ideas, like reminder files for each week or month. Whatever method you choose, make sure you organize your tasks so that you can stay on track.
1 time management
CA. Rajkumar S Adukia
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“The way you manage your time can
influence the type of day that you will
“I recommend you take care of the minutes
and the hours will take care of themselves.”
Earl of Chesterfield
Importance of Time management
Need for Time management
What can stop you from managing time
Steps for Time management
Theories on Time management
Importance of Time management
• Stay organized: If time is managed well, you can
organize your life and schedule. Everything has its
set time and everything goes in its place.
• Improved personal life: Time management can
improve personal life, you can give your time to
family, friends etc..
• More work done: If time is managed properly, can get a
great amount of things accomplished. With a set schedule,
can complete the most important tasks first, and can take
care of any needed activities next
• Keeps you healthy and fit: can use free time to exercise
• Reduces Stress: By having a well-planned schedule for
your time, and making room for spontaneous events or
emergencies, can reduce the stress in life.
Lost wealth may be replaced by industry,
lost knowledge by study, lost health by
temperance or medicine, but lost time is
gone forever.------------Samuel Smiles
Obstacles to effective time
Inability to say “no”
Obstacles to effective time
Periods of inactivity
Obstacles to effective time
Too many things at once
Stress and fatigue
All work and no play
What can be done?
Recognize that obstacles exist
Employ strategies to overcome
Need for Time Management
Prioritize Effectively with Multitasks
Manage and Control Crises
Balance Work and Personal Priorities
Minor Time Wasters
Interruptions we face during the day
Being a slave on the telephone
Needless reports/Junk mail
Meetings without agenda
• 6-9 minutes, 4-5 minute recovery – five
interruptions shoots an hour
• You must reduce frequency and length of
interruptions (turn phone calls into email)
• E-mail noise on new mail is an
Cutting Things Short
• “I’m in the middle of something now…”
• Start with “I only have 5 minutes” – you can
always extend this
• Stand up, stroll to the door, complement, thank,
• Clock-watching; on wall behind them
Major Time Wasters
Afraid to Delegate
Not Wanting to Say "NO"
Problems With Objectives/Priorities
What can stop you?
Fear of Failure
Fear of Rejection / Criticism
Steps for Time management
Great time management skills will make
you successful in your endeavors.
When using time management to plan your
day, ask yourself a few key questions:
• What is the goal I’m trying to accomplish?
• What is the deadline for that goal?
• What are the outcomes of not achieving this
Learning to say ‘No’
Organizing your work and meeting
• No one is an island
• You can accomplish a lot more with help
Delegation is not dumping
• Give power with responsibility.
• Concrete goal, deadline, and consequences.
• Treat your people well
• People rise to the challenge: You should delegate
“until they complain”
• Communication Must Be Clear: “Get it in
writing” – Judge Wapner
• Give objectives, not procedures
• Tell the relative importance of this task
Learn to say “No”
• Will this help me set priorities right?
• Will this help me do my job well?
• Will this help me avoid unnecessary
• 80% of Work gives 20% Results & 20% of Work
gives 80% Results
• One Rs.500/- v/s Hundred Rs.5/• Effective v/s Efficient
• Smart work v/s Hard work
Stephen Covey’s Time Management Matrix
• Represents things that are both “urgent” and
“important” – we need to spend time here
• This is where we manage, we produce, where we
bring our experience and judgment to bear in
responding to many needs and challenges.
• Includes activities that are “important, but not
urgent”- Quadrant of Quality
• Here’s where we do our long-range planning,
anticipate and prevent problems, empower others,
broaden our minds and increase our skills
• Ignoring this Quadrant feeds and enlarges
Quadrant I, creating stress, burnout, and deeper
crises for the person consumed by it
• Includes things that are “urgent, but not
important” - Quadrant of Deception.
• The noise of urgency creates the illusion of
• Actual activities, if they’re important at all, are
important to someone else.
• Many phone calls, meetings and drop-in visitors
fall into this category
• Reserved for activities that are “not urgent, not
important”- Quadrant of Waste
• We often “escape” to Quadrant IV for survival
• Reading addictive novels, watching mindless
television shows, or gossiping at office would
qualify as Quadrant IV time-wasters
Is it bad to be in Quadrant I?
• Are you in Quadrant I because of the urgency or
• If urgency dominates, when importance fades,
you’ll slip into Quadrant III.
• But if you’re in Quadrant I because of importance,
when urgency fades you’ll move to Quadrant II.
Where do I get time to spend in
• From Quadrant III
• Time spent in Quadrant I is both urgent and
important- we already know we need to be there
• We know we shouldn’t be there in Quadrant IV
The Seven Habits
From “The Seven Habits of Highly Effective People: Restoring the Character
Ethic” by Stephen R. Covey, Simon and Schuster, 1989
Begin with the end in mind
Put first things first
Seek first to be understanding, then to be understood
Sharpen the saw
“A man who dares waste one hour of time has
not discovered the value of life.”
About the Author
• CA. Rajkumar S Adukia is an eminent business consultant,
academician, writer, and speaker. He is the senior partner of
Adukia & Associates.
• In addition to being a Chartered Accountant, Company
Secretary, Cost Accountant, MBA, Dip IFR (UK), Mr. Adukia
also holds a Degree in Law and Diploma in Labor Laws and
• Mr. Adukia, a rank holder from Bombay University completed the
Chartered Accountancy examination with 1st Rank in Inter CA & 6th
Rank in Final CA, and 3rd Rank in Final Cost Accountancy Course in
• He started his practice as a Chartered Accountant on 1st July 1983, in
the three decades following which he left no stone unturned, be it
academic expertise or professional development.
About the Author
• He has been coordinating with various Professional Institutions,
Associations, Universities, University Grants Commission and other
• Authored more than 50 books on a vast range of topics
including Internal Audit, Bank Audit, SEZ, CARO, PMLA, Antidumping, Income Tax Search, Survey and Seizure, IFRS, LLP,
Labour Laws, Real estate, ERM, Inbound and Outbound
Investments, Green Audit etc.
• The author can be reached at email@example.com. For more
details log on to www.caaa.in