Time management


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Time management

  1. 1. TIME MANGEMENT S. A . Tabish 01/27/14 1
  2. 2. Management Skills Managing Communication Managing Change Managing Conflict Managing Time Managing Stress Managing Quality 2 01/27/14
  3. 3. Manage yourself, not your time Time can't be managed, time is uncontrollable we can only manage ourselves and our use of time. Time management is actually self management. It is 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 3 01/27/14
  4. 4. Why time management?  Time is a system of references for understanding & describing the occurrence & sequence of events.  Time is an important resource.  So important that unless it is managed, nothing else can be managed (Drucker).  Time - the unidirectional process of growth.  Time management is making optimal use of available time. 4 01/27/14
  5. 5. TIME Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you. - Carl Sandburg (1878 – 1967) 5 01/27/14
  6. 6. Kinds of time Specialty time: those responsibilities which are accomplished alone Managerial time: time that is shared with others in a system (interaction) 6 01/27/14
  7. 7. Organizing Your Time  Time management – to get a little more out of the time given  Think quality not quantity in your life and strive for balance, not obsession. Key areas: 1. Work 2. Travel 3. Study 4. Partner 5. Children 6. Eating 7. Relaxing 8. Sleep Achieving Balance 7 01/27/14
  8. 8. Time Management techniques  Personal commitment to improving  Deciding what not to do  Learning to say no  Recording how time is used  Planning use of time  Prime time  Programming blocks of time for the effort 8 01/27/14
  9. 9. Time management styles Mono chronic- to do one thing at a time  Poly chronic- to do two or more things simultaneously.  Using a time inventory.  9 01/27/14
  10. 10. Managing time at work Information Feedback Proper filing 10 01/27/14
  11. 11. Priorities Priority setting and procrastination Identify the priorities as Urgent Important 11 01/27/14
  12. 12. Time Wasters Identifying your time stealers  Interruptions - telephone  Interruptions - personal visitors  Meetings  Tasks you should have delegated  Procrastination and indecision  Acting with incomplete information  Dealing with team members  Crisis management (fire fighting)  Unclear communication  Inadequate technical knowledge  Unclear objectives and priorities  Lack of planning  Stress and fatigue  Inability to say "No"  Desk management and personal disorganization 12 01/27/14
  13. 13. Classifying activities Activities are either:  Time wasters – visitors, tel. int., unprod. meetings (has a lower payoff)  Time consumers (high payoff)  20% of one’s time involved in time consumers produce 80% of positive outcomes & 80% of expended time in activities that are time wasters result in 20% of positive outcomes (Pareto Prin.)  The goal: have the least amount of effort produce the greatest positive outcomes. 13 01/27/14
  14. 14. Schedule activities  Proactive and important, giving time and emphasis according to their importance (the proactive tasks help achieve results in your key areas)  Plan free time slots to fit in reactive activities. 14 01/27/14
  15. 15. Time Management techniques (contd)  Organizing the workspace (arrange environ to make life easier)  Blocking interruptions  Managing meetings  Managing people (delegate)  Springing the time trap (time wasters commonly encountered)  Do not put off till tomorrow 15 01/27/14
  16. 16. Strategies to manage your time  Always define your objectives as clearly as possible.  Analyze your use of time.  Have a plan.  Action plan analysis. Your yearly plan should be reviewed daily and reset as your achievements are met. Successful people make lists constantly. It enables them to stay on top of priorities and enable them to remain flexible to changing priorities. This should be done for both personal and business goals. 16 01/27/14
  17. 17. Time Management Tools Costing Your Time: Finding out how much your time is worth Deciding Work Priorities: Concentrate on the right things Activity Logs: Checking how you really spend your time Action Plans: Planning to solve a problem  Prioritized To Do Lists: Tackling the right tasks first Personal Goal Setting: Deciding what your personal priorities At the heart of time management is an important shift in focus:  Concentrate on results, not on being busy  Many people spend their days in a frenzy of activity, but achieve very little because they are not concentrating on the right things. 17 01/27/14
  18. 18. The 80:20 Rule  This is neatly summed up in the Pareto Principle, or the "80:20 Rule". This argues that typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort. While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-scalar returns recurs so frequently as to be the norm in many areas. 18 01/27/14
  19. 19. Costing Your Time Much Your Time is Worth Finding Out How  The first part of your focus on results should be to work out how much your time costs. This helps you to see if you are spending your time profitably.  If you work for an organization, calculate how much you cost it each year. Include your salary, payroll taxes, the cost of office space you occupy, equipment and facilities you use, expenses, administrative support, etc  Calculating how much your time is worth helps you to work out how whether it is worth doing particular jobs. 19 01/27/14
  20. 20. Activity Logs - Finding Out How You Really Spend Your Time Activity logs help you to analyze how you actually spend your time. The first time you use an activity log you may be shocked to see the amount of time that you waste! Memory is a very poor guide when it comes to this - it is too easy to forget time spent reading junk mail, talking to colleagues, making coffee, eating lunch, etc. 20 01/27/14
  21. 21. Estimating Time Accurately Accurate time estimation is a skill essential to good project management. It is important to get time estimates right for two main reasons: Time estimates drive the setting of deadlines for delivery of projects, and hence peoples' assessments of your reliability They often determine the pricing of contracts and hence their profitability 21 01/27/14
  22. 22. TIME FOR EVERYTHING  Take time to workIt is the price of success.  Take time to thinkIt is the source of power.  Take time to prayIt is the key to revelation.  Take time to playIt is the secret of youth.  Take time to readIt is the road to happiness.  Take time to dreamIt is the way to the moon.  Take time to serveIt is the purpose of life. 22 01/27/14
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  27. 27. The Bottom-line Our time on Earth is a gift from God. What we do with it is our gift to God. 27 01/27/14
  28. 28. How long a minute is, depends on which side of the bathroom door you are on. - Zall’s Second Law THANK YOU For Your TIME 28 01/27/14