1 time management


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    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
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    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
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    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
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    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:
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    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.”
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    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
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    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

    1. 1. Time Management By CA. Rajkumar S Adukia To receive regular updates on various professional issues kindly send test mail to rajkumarfca-subscribe@yahoogroups.com www.caaa.in 1
    2. 2. Our Time Begins Now www.caaa.in 2
    3. 3. “The way you manage your time can influence the type of day that you will have.” “I recommend you take care of the minutes and the hours will take care of themselves.” Earl of Chesterfield www.caaa.in 3
    4. 4. www.caaa.in 4
    5. 5. • • • • • • Importance of Time management Need for Time management Time wasters What can stop you from managing time Steps for Time management Theories on Time management www.caaa.in 5
    6. 6. 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.. www.caaa.in 6
    7. 7. • 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. www.caaa.in 7
    8. 8. 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 www.caaa.in 8
    9. 9. Quit Making Excuses… www.caaa.in 9
    10. 10. Obstacles to effective time management Unclear objectives Disorganization Inability to say “no” www.caaa.in 10
    11. 11. Obstacles to effective time management Interruptions More interruptions Periods of inactivity www.caaa.in 11
    12. 12. Obstacles to effective time management Too many things at once Stress and fatigue All work and no play www.caaa.in 12
    13. 13. What can be done? Recognize that obstacles exist Identify them Employ strategies to overcome www.caaa.in 13
    14. 14. Need for Time Management • Prioritize Effectively with Multitasks • Manage and Control Crises • Increase Productivity • Balance Work and Personal Priorities www.caaa.in 14
    15. 15. Minor Time Wasters • • • • • Interruptions we face during the day Being a slave on the telephone Unexpected/Unwanted visitors Needless reports/Junk mail Meetings without agenda www.caaa.in 15
    16. 16. Interruptions • 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 interruption www.caaa.in 16
    17. 17. 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, shake hands • Clock-watching; on wall behind them www.caaa.in 17
    18. 18. Major Time Wasters • • • • • Procrastination Afraid to Delegate Not Wanting to Say "NO" Low Self-Esteem Problems With Objectives/Priorities www.caaa.in 18
    19. 19. What can stop you? • • • • • Negative Thoughts Negative People Low Self-Esteem Fear of Failure Fear of Rejection / Criticism www.caaa.in 19
    20. 20. Steps for Time management Great time management skills will make you successful in your endeavors. www.caaa.in 20
    21. 21. 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 deadline? www.caaa.in 21
    22. 22. • • • • • Steps: Setting goals Prioritizing Learning to say ‘No’ Organizing your work and meeting deadlines Avoiding procrastination www.caaa.in 22
    23. 23. Set goals •Specific •Measurable • Achievable • Realistic • Time-based www.caaa.in 23
    24. 24. Prioritize • • • • Do Delegate Delay Delete www.caaa.in 24
    25. 25. Delegation • No one is an island • You can accomplish a lot more with help www.caaa.in 25
    26. 26. Delegation is not dumping • Give power with responsibility. • Concrete goal, deadline, and consequences. • Treat your people well www.caaa.in 26
    27. 27. Challenge People • 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 www.caaa.in 27
    28. 28. 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 distraction? www.caaa.in 28
    29. 29. Organize www.caaa.in 29
    30. 30. Avoiding Procrastination • Doing things at the last minute is much more expensive than just before the last minute • Deadlines are really important: establish your own deadlines www.caaa.in 30
    31. 31. Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742 www.caaa.in 31
    32. 32. Comfort Zones • Identify why you aren’t enthusiastic • Fear of embarrassment • Fear of failure www.caaa.in 32
    33. 33. www.caaa.in 33
    34. 34. Pareto’s Principle • 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 www.caaa.in 34
    35. 35. Stephen Covey’s Time Management Matrix • www.caaa.in 35
    36. 36. Quadrant I • 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. www.caaa.in 36
    37. 37. Quadrant II • 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 www.caaa.in 37
    38. 38. Quadrant III • Includes things that are “urgent, but not important” - Quadrant of Deception. • The noise of urgency creates the illusion of importance. • 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 www.caaa.in 38
    39. 39. Quadrant IV • 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 www.caaa.in 39
    40. 40. Is it bad to be in Quadrant I? • Are you in Quadrant I because of the urgency or the importance? • 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. www.caaa.in 40
    41. 41. Where do I get time to spend in Quadrant II? • 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 www.caaa.in 41
    42. 42. The Seven Habits From “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989 1. 2. 3. 4. 5. 6. 7. Be proactive Begin with the end in mind Put first things first Think win/win Seek first to be understanding, then to be understood Synergize Sharpen the saw www.caaa.in 42
    43. 43. “A man who dares waste one hour of time has not discovered the value of life.” Charles Darwin www.caaa.in 43
    44. 44. 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 IPR. • 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 1983. • 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. www.caaa.in 44
    45. 45. About the Author • He has been coordinating with various Professional Institutions, Associations, Universities, University Grants Commission and other Educational Institutions. • 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 rajkumarfca@gmail.com. For more details log on to www.caaa.in www.caaa.in 45
    46. 46. www.caaa.in 46