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Time Management Planning and Organising

Shamik Baranwal
&

Sadaf Tanweer
SOME POINTERS FOR YOU
• Do you sit late most of the days ?
• Do you go to office on most of the holidays ?
• Do you feel t...
SOME POINTERS FOR YOU.
Contd.
C td ...

• Do you feel y have not achieved ?
y
you
• Do you suffer from “I could do better
...
“I have no time !!!”
“I wish there were 48 hours every day !!!”
“Time is my enemy !!!”

“THE BUSY MAN HAS TIME FOR EVERYTH...
TOP TIME THIEVES
External Thieves
• Interruptions by Telephones
• Drop-in Visitors
• Noise
• Visual Distractions
• Junk Ma...
TOP TIME THIEVES
Internal Thieves
• Crisis Management
• Indecision
• Untidy Workplace
• Disorganisation
• Poor or Non Prio...
TOP TIME THIEVES
Internal Thieves

Contd.

• Total Perfectionist Tendency
y
• Non Delegation
g
• Hesitation to say “No”
y
...
PRIORITISATION MATRIX
URGENT

3

1

NOT
IMPORTANT

IMPORTANT

4

2

NOT
URGENT
HOW TO PREPARE A
PRIORITISATION MATRIX
Step 1

Make a to-do list
(Monthly / Weekly / Daily )

Step 2

Analyse the list

St...
DELEGATION
“ Your own Time Management improves
when you learn to Delegate Efficiently”
Remember :
• Subordinates : Not a d...
What to delegate ?
• Matters that keep repeating themselves
• Minor decisions most frequently made.
made
• Details that ta...
DIVISION OF TIME
• Biological Time
•B i
Business Time
Ti
• Social Time
Biological Time
• Sleep
•F d
Food
• Physical Recreation
General Principles:
• Treat All Days Alike
• Time Saving Technique...
Business Time
Major Activities in office:
• Correspondence
• Use of telephone
• Visitors / Visits
• Committees
• Business ...
Management of Business Time
General Principles:
• Go to work only when you feel fit
• Work in blocks for Efficient Time Ma...
Social Time
• Family Ties
• Social visits, parties, weddings and religious
functions
• Time to think and discuss
• Fl d of...
SOME HANDY TIPS
Good Work Habits
•Work when you work and play when you play
•A stitch i ti
A tit h in time saves nine
i
•W...
SOME HANDY TIPS

Contd. ...

Improve your aTTitUdE
U
Being an optimist is ideal, but even
pessimists can work on their att...
SOME HANDY TIPS
Getting the most of your time.
• Determine your goals
• Prioritize
• Break-Up the projects / assignments
•...
SOME HANDY TIPS
Improve your productivity
• Cleanliness pays
g
y
• Organise your files
• Plan your day
• Take a break
• A ...
SOME HANDY TIPS

Contd. ...

Don’t cram your schedule
1. There’s
1 There s too much to do and too little time
time.
2. The...
Time management: Planing and Organising
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Transcript of "Time management: Planing and Organising"

  1. 1. Time Management Planning and Organising Shamik Baranwal & Sadaf Tanweer
  2. 2. SOME POINTERS FOR YOU • Do you sit late most of the days ? • Do you go to office on most of the holidays ? • Do you feel that you should do all important things yourself ? • Do you carry papers home ? • Do you reach home, burnt out ? home
  3. 3. SOME POINTERS FOR YOU. Contd. C td ... • Do you feel y have not achieved ? y you • Do you suffer from “I could do better I better” syndrome ? • Do you always postpone decisions ? • Do you think you are not perfect ?
  4. 4. “I have no time !!!” “I wish there were 48 hours every day !!!” “Time is my enemy !!!” “THE BUSY MAN HAS TIME FOR EVERYTHING THE EVERYTHING” -HENRY FORD
  5. 5. TOP TIME THIEVES External Thieves • Interruptions by Telephones • Drop-in Visitors • Noise • Visual Distractions • Junk Mails • S i l Site Al Social Si Alerts
  6. 6. TOP TIME THIEVES Internal Thieves • Crisis Management • Indecision • Untidy Workplace • Disorganisation • Poor or Non Prioritisation
  7. 7. TOP TIME THIEVES Internal Thieves Contd. • Total Perfectionist Tendency y • Non Delegation g • Hesitation to say “No” y • Meeting without Agenda ee g ou ge da
  8. 8. PRIORITISATION MATRIX URGENT 3 1 NOT IMPORTANT IMPORTANT 4 2 NOT URGENT
  9. 9. HOW TO PREPARE A PRIORITISATION MATRIX Step 1 Make a to-do list (Monthly / Weekly / Daily ) Step 2 Analyse the list Step 3 p Segregate j g g jobs to be done by self and jobs to be delegated. delegated
  10. 10. DELEGATION “ Your own Time Management improves when you learn to Delegate Efficiently” Remember : • Subordinates : Not a dumping ground • Understanding what you delegate • Managers forever Learners fore er • Can’t delegate and forget g g
  11. 11. What to delegate ? • Matters that keep repeating themselves • Minor decisions most frequently made. made • Details that take the biggest portion of time. • Parts of the job that the Person is least qualified to handle. handle • Parts of the job that make the Person over specialised. • Parts of the job that make the Person under specialised.
  12. 12. DIVISION OF TIME • Biological Time •B i Business Time Ti • Social Time
  13. 13. Biological Time • Sleep •F d Food • Physical Recreation General Principles: • Treat All Days Alike • Time Saving Techniques for repetitive techniques. • Regulate daily activities
  14. 14. Business Time Major Activities in office: • Correspondence • Use of telephone • Visitors / Visits • Committees • Business / Professional Meetings / Conferences • Travelling
  15. 15. Management of Business Time General Principles: • Go to work only when you feel fit • Work in blocks for Efficient Time Management p g g y • Keep Changing / Monotony tires • Be prepared for Crisis Management • Learn the Value of Time. • Use of Modern Technology
  16. 16. Social Time • Family Ties • Social visits, parties, weddings and religious functions • Time to think and discuss • Fl d of information Flood f i f ti • How to read your daily newspaper q y y p p quickly y and meaningfully
  17. 17. SOME HANDY TIPS Good Work Habits •Work when you work and play when you play •A stitch i ti A tit h in time saves nine i •What s •What’s there in a name •Take notes Take •Share your load y
  18. 18. SOME HANDY TIPS Contd. ... Improve your aTTitUdE U Being an optimist is ideal, but even pessimists can work on their attitudes. 1. You are in a bad mood. 2. What is wrong ? 3. Is it justifiable ? 4. 4 The after effects effects. 5. What to do ? 6. You are your master.
  19. 19. SOME HANDY TIPS Getting the most of your time. • Determine your goals • Prioritize • Break-Up the projects / assignments • Fix your deadline • Make a to-do list • Review Contd. ...
  20. 20. SOME HANDY TIPS Improve your productivity • Cleanliness pays g y • Organise your files • Plan your day • Take a break • A better tomorrow Contd. ...
  21. 21. SOME HANDY TIPS Contd. ... Don’t cram your schedule 1. There’s 1 There s too much to do and too little time time. 2. There’s plenty of time, I can do that later. 3. I am busier than usual right now, so it makes sense to shift some tasks off to another time. g p g 4. Rescheduling is procrastinating. 3. Tackling the mad rush - You cannot control the passage of time but You can manage your own self.
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