Time management.

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  • We’ve talked a little bit about the need to plan and record your plans, but if you are like most parents, the sheer quantity of “things to do” can seem overwhelming! So, let’s talk about some ways to first, CATEGORIZE, and second, PRIORITIZE all of those things that you face every day. We’re going to introduce you to something called the “Time Management Matrix,” which can help you to think about where your day-to-day activities “fit.” This approach to categorizing activities was described by Steven Covey, who wrote The Seven Habits of Highly Effective People . The “quadrants” provide a framework for effective decision making about how you spend your time. Most people struggle to find time for the important, but not urgent, activities in their already overflowing schedules. Covey reminds us that “the key is not to prioritize your schedule, but to schedule your priorities.”
  • Time management.

    1. 1. Time Management Learning how to better manage your busy schedule, prioritize your work, and still have time for fun! PROPRIETARY & CONFIDENTIAL 1
    2. 2. As we all know that Time & Tide wait for no one. We should understandthe importance of time and learn the art of Time Management.In Modern age, we have to carry out or perform many important activities inavailable time.“We all have time to either spend or waste and it is our decision what to dowith it. But once passed, it is gone forever.”Hence, it becomes very necessary to Manage your time wisely. And the artor techniques to manage time effectively is known :- as “ Time Management”. PROPRIETARY & CONFIDENTIAL 2
    3. 3. TIME IS LIMITED We need to stop wishing for more time & start learning how to make effective utilization of available time. Example:- All the great & successful persons have the same time as we get. Those who make the best use of the time do not complain of its shortness. PROPRIETARY & CONFIDENTIAL 3
    4. 4. The Usual Time Wasters --- SELF• Lack of discipline – You lack self-discipline because you dont clearly understand whats important. People who lack discipline tend to be not in control of themselves, their time & even other people. People have goals or habits they want to achieve, but lack that discipline needed to stick with it.• Indecisiveness – Obtain critical information in available time Make a decision and go for it.• Personal Disorganization- It doesn’t take much “neglect” for your workspace to fill up with things that eat at your productivity . “The average desk worker has 36 hours worth of work on their desk and wastes up to 3 hours a week just “looking” for STUFF!”• Procrastination - Procrastination is generally triggered off by the fear of failure / success, perfectionism, wanting to do it all or incorrect priorities. But some people become so anxious about getting a job done perfectly that they never complete it. PROPRIETARY & CONFIDENTIAL 4
    5. 5. The Usual Time Wasters --- SELF Cont..• Inability to say “NO” - Learn to say no nicely & in a polite manner. Don’t be rude.• Poor Delegation Skills – Delegation is not dumping . Signs of poor delegations are team is confused / conflicting / tense, get questions about delegated tasks too often , late working, some employees are much busier than others, competent employees feel frustrated and bored, Employees are unsure of their authority and responsibility,Manager does not meet the deadline• Day Dreaming• Worry PROPRIETARY & CONFIDENTIAL 5
    6. 6. Time Wasters - Caused by Others• Telephone Interruptions -To get results and relief you must control the telephone. Use your support person to buffer you.• Drop-In Visitors -Dont meet unknown visitors who dont have an appointment. PROPRIETARY & CONFIDENTIAL 6
    7. 7. Time Wasters - Caused by Others• Unscheduled Meetings - If a meeting is held without a specific agenda and nothing productive comes out of it, clearly that meeting was unnecessary. Obviously, such meetings are thieves as the time is wasted and things just do not get started•  Poor Communications -Somewhere along the line, you are going to have to tell another person how to perform a task. Your ability to give good instructions will affect the speed at which they learn. Clear directions save time.• Confused chain of Authority PROPRIETARY & CONFIDENTIAL 7
    8. 8. Inefficiency - Can Your Company Afford It?• Statistics show the average worker loses at least one hour of productivity each day due to the fact that he is not organized.• How much is this disorganization costing the company? PROPRIETARY & CONFIDENTIAL 8
    9. 9. Do the Math• 1 hour X one workers hourly salary =Rs. ____________• 5 days a week X____ Rs lost today=Rs. lost this week.• 48 weeks X Rs. lost this week+___Rs. lost this year.• Number of employees x __Rs. lost this year =Rs. total. PROPRIETARY & CONFIDENTIAL 9
    10. 10. PIT FALLS OF POOR TIME MANAGEMENT• Stress• Reduced Performance• Tension with others• Sickness• Constant rushing• Low productivity, energy and motivation• Frustration• Impatience• Difficulty in setting and achieving goals PROPRIETARY & CONFIDENTIAL 10
    11. 11. PIT FALLS OF POOR TIME MANAGEMENT Cont.. Cont• Dissatisfaction in your life• Low Performance• External locus of Control• The work Desk is cluttered with papers, files, equipment• Poor or Inadequate filing system• No follow-up system to ensure completion of work• Don’t know what to do with incoming papers• Being reactive instead of proactive to the job or task at hand• Unable to identify between the urgent, the important and the unnecessary PROPRIETARY & CONFIDENTIAL 11
    12. 12. Key Questions to Ask Oneself• Am I planning tomorrow’s work today?• Am I able to dispose of unpleasant duties out of my way as soon as possible?• Am I able to deal firmly with people who waste my time?• Am I able to set aside a certain portion of my time on each day to think, create, plan?• Am I able to keep my desk and other work place/s neat and tidy?• Am I able to find what I need without wasting time? PROPRIETARY & CONFIDENTIAL 12
    13. 13. Time Management Matrix PROPRIETARY & CONFIDENTIAL 13
    14. 14. How do I manage time? Every activity we do during the day can be put in one of four quadrants : Quadrant IV Quadrant I NOT URGENT URGENT AND AND NOT IMPORTANT IMPORTANT Quadrant III Quadrant II URGENT NOT URGENT BUT BUT NOT IMPORTANT IMPORTANT   PROPRIETARY & CONFIDENTIAL 14
    15. 15. • Quadrant I  Urgent And Important  Activities in this Quadrant are Activities of Necessity .They must be Managed  Tasks created when we find ourselves rushed to make a deadline or to accomplish a task.  Estimated that we spend 90% of our time here.  Some of these crises can be avoided if time is spent addressing the task while it is still in a non-urgent mode, or quadrant II. Examples:  a crying baby  cramming for tomorrows examination,  finishing a report due today,  Medical emergencies.  Last minute preparations for scheduled activities  Deadline-driven projects/ Urgent meetings PROPRIETARY & CONFIDENTIAL 15
    16. 16. • Quadrant II  Not Urgent But Important  Activities in this Quadrant are Activities that will bring Control to your life. This should be your FOCUS  Acting on tasks in the second quadrant means focusing on goal-oriented activities.  People tend to put quadrant II activities off until they become more urgent, instead performing activities that are less important and more urgent.  Investing in this Quadrant shrinks Quadrant I Examples:  exercise is generally considered a Q-II activity because there is no deadline by which you must exercise. However, if you neglect exercise long enough—“Ill do it when I have more time”—it may become a Q-I (urgent) activity when your health care provider tells you that you will face major health problems if you don’t start exercising regularly.  True recreation/relaxation  quality time with family  counseling  starting to study for the final examination on the first day of class. PROPRIETARY & CONFIDENTIAL 16
    17. 17. • Quadrant III  Urgent But Not Important  Activities in this Quadrant are Activities of Deception because we get deceived into believing that these activities are important because they are urgent, even though we’ve identified these activities as not important.  Tasks created by time deadlines but have little value. • Examples:  a one day sale that ends today  Continuous small interruptions interruptions while you are planning or studying  priorities of a leader that do not contribute to personal goals or the mission of the organization,  some phone calls, some projects, and meetings and drop-in visitors PROPRIETARY & CONFIDENTIAL 17
    18. 18. • Quadrant IV  Not Urgent And Not Important  Activities in this Quadrant are Activities of Waste. When the stress level gets high enough, some people escape from reality by doing activities that do not address or resolve the problem.  These are non-productive tasks that will not help you to reach your goals and, therefore, time is lost that could be used on activities from quadrants I or II priorities.  These activities are essentially “time wasters.” Examples:  unproductive activity  worthless television shows  gossiping  sleeping in  playing video games / fairly aimless web surfing  chatting on the phone PROPRIETARY & CONFIDENTIAL 18
    19. 19. Techniques for effective “Time Management” Keep your to – do list short. Do not go beyond 6-8 things to do. When you finish ticking each item on the list, you will have a feeling of accomplishment. At the end of the day, organize your desk and e-mails so that you do not waste time next morning Identify time wasters- internet, emails, forwards phone calls before planning each day Learn to prioritize. Complete most important tasks first. When you have identified and prioritized your tasks, set a time limit & stick to it. Take regular breaks to get back to focus. It gets difficult to concentrate when you are something for too long. Keep business and family separate. When at work, concentrate on it. Delegate work There are number of tasks which are repetitive. Develop a routine around them to be more productive Allow time between tasks to re-evaluate priorities. Be Proactive Begin with the End in Mind Think Win-Win Seek First to Understand, Then to Be Understood Synergize Sharpen the Saw PROPRIETARY & CONFIDENTIAL 17
    20. 20. Some Tips on Time Management1. THE PRESENT2. 864003. Tick when should I Tock?4. Am I Working MY A’s Off?5. Conquer Procrastination6. Pacing7. Planner8. Be Realistic to your Expectations9. Is The Jar Full? PROPRIETARY & CONFIDENTIAL 18
    21. 21. 1. The Present Never get worried of tomorrow, rather Plan it, because it is going to effect your Today. Finally you will realize that the day went away you could have passed more blissfully. Remember :- Yesterday is history, Tomorrow is Mystery. But Today is a Gift so why to think!” Let’s Lift”. Time is a Non Renewable Resource Once it is gone, it is gone You will never see this moment again. PROPRIETARY & CONFIDENTIAL 19
    22. 22. 2. 86400 (THE COUNTDOWN BEGINS) It is as equal as 24 Hrs / day * 60 Mints / Hrs* 60 Sec / Mints. Realize an importance of every second of your life. Start Planning your every second. Utilize Leisure Quotients (Time spent in non-productive works). PROPRIETARY & CONFIDENTIAL 20
    23. 23. Realize the Value of Time: ONE YEAR, ask a student who failed a grade. YEAR ONE MONTH, ask a mother who gave birth to a premature baby. MONTH ONE WEEK, ask the editor of a weekly newspaper. WEEK ONE DAY, ask a daily wage laborer with kids to feed. DAY ONE HOUR, ask the lovers who are waiting to meet. HOUR ONE MINUTE, ask a person who missed the train. MINUTE ONE SECOND, ask a person who just avoided an accident. SECOND ONE MILLISECOND, ask the person who won a silver medal in the Olympics. MILLISECOND PROPRIETARY & CONFIDENTIAL 23
    24. 24. 3. Tick when I should Tock? Am I trying to Tick when my Body Wants to Tock? Feel an importance of your Body. As how your body clock is reacting. Tick Read your Circadian rhythm. Tock Allow proper rest to your body as and when required. Whether you are a “Morning Person” or a “Night Owl” is determined by these cycles. Maximize your Efficiency Work With Your Body Cycles-not Against Them As Healthy Mind survives in a Healthy Body & CONFIDENTIAL PROPRIETARY 24
    25. 25. 4. Am I Working MY A’s Off? We can easily find people who always use to replan their schedules because they do not have priorities in their life or they are pretty confused about their priorities. In any list of tasks, 80% of the importance lies in 20% of the list. PROPRIETARY & CONFIDENTIAL 23
    26. 26. 5. Conquer Procrastination It has been analyzed that we humans always plan a lot but most of the time fail to meet the same or we postpone it for next time. It results to frustration and depression. – Always plan positively and execute the same. – Appreciate yourself once after executing the Plan. To identify & set priority is the most important skill and is known as:- “TIME MANAGEMENT”. Do important jobs before they become urgent because, Procrastination’ is the thief of time. The habit of putting off important tasks can rob you off your hours of achievements and success. PROPRIETARY & CONFIDENTIAL 26
    27. 27. Conquer Procrastination Fear of Success and Failure We procrastinate because we fear FAILURE. – It is easier to accept that we failed because we didn’t even attempt a project than to fail at doing the project. We procrastinate because we fear SUCCESS . – If I get all “A’s” this semester, everyone will expect the same next semester. – If I do an outstanding job on this project, my boss will just pile on more work PROPRIETARY & CONFIDENTIAL 25
    28. 28. • 555555555555555555555555555555555555 6. Pacing There will never be enough time to get everything done, But there will always be enough time to get the most important things done. Always estimate your Daily Tasks and try completing them within -15% of estimated time. Set Timer and calculate your time Consumption. It will help you reach the goal of completing the task in reduced time. PROPRIETARY & CONFIDENTIAL 28
    29. 29. 7. PLANNER Does this sound familiar? You urgently need to write down something important - a telephone number or details of an important meeting - so you use whatever you can lay your hands on: a piece of paper, a scrap of newspaper or the first computer text file you come across. The future is something which everyone reaches at the rate of sixty minutes an hour, whatever he does, whoever he is. PROPRIETARY & CONFIDENTIAL 29
    30. 30. 8. Be Realistic to your Expectations A   leader’s   realistic   expectations   are   those doubts and concerns about the ability of others to perform.  Realistic expectations help you see personal blocks that prevent a person from solving problems or learning how to operate equipment Examine your schedule. Be realistic about what you can accomplish. Don’t try to juggle too many things. Don’t set yourself up for failure. "If you dont see yourself as a winner, then you cannot perform as a winner.“ "Always expect the worst, and you will never be disappointed.“ "You were born to win, but to be a winner, you must plan to win, prepare to win, and expect to win." PROPRIETARY & CONFIDENTIAL 28
    31. 31. 9. Is Your Jar Full? When things in your life seem almost to much to handle, when 24 hours in a day are not enough, remember the mayonnaise jar......and the beer. + + + The point is this: Put the Big Rocks in First There is always some space for your WANTS but think, do you really need it? LEARN to distinguish between “Wants" and “Needs". PROPRIETARY & CONFIDENTIAL 31
    32. 32. SUMMARY• Time is one of your most valuable assets. assets• Planning & Organization are the keys to the time management.• Eliminating time wasters allow you to accomplish essential tasks.• Control your schedule instead of being controlled by it.• Have a great planning system and use it• Set & agree priorities to distinguish between urgent and important tasks.• Build in some flexibility to cope with anything unexpected PROPRIETARY & CONFIDENTIAL 32
    33. 33. PROPRIETARY & CONFIDENTIAL 33
    34. 34. TIME MANAGEMENT EXERCISE -1  Categorize the listed activities in the four quadrants Popular activities Skill improvement Hobbies Relationship building Winter repair work Deadline-driven project Time wasters Planning Prevention Last-minute financing Paying past-due bills Interruptions Recognizing new opportunities PROPRIETARY & CONFIDENTIAL 34
    35. 35. TIME MANAGEMENT EXERCISE -1 PROPRIETARY & CONFIDENTIAL 35
    36. 36. ANSWER Deadline driven project Last minute Financing Hobbies Paying past-due bills Time Wasters Skill Improvement Popular Activities Relationship Building Interruptions Winter Repair work Some meetings Planning Prevention Recognizing new opportunities PROPRIETARY & CONFIDENTIAL 36
    37. 37. CONCLUSION PROPRIETARY & CONFIDENTIAL 37
    38. 38. L,Lets put our time to good use from now on….. PROPRIETARY & CONFIDENTIAL 38

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