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  • 1. Time Management
  • 2. Write definition of Time Management
  • 3. Time Management The predictable control , an individual can exercise over a series of events.
  • 4. Time Management
  • 5. Time Management
  • 6. Time Management Every morning in Africa a deer wakes up. It knows that it must run faster than the fastest lion. Otherwise it will be killed. Every morning in Africa the lion wakes up. It knows that it must run faster than the slowest deer. Otherwise it will starve. It does not matter if you are deer or lion but when the sun rises it is time to run.
  • 7. It’s about going from this...
  • 8. … to this!
  • 9. Time Management WHAT IS THE AVERAGE LIFE SPAN? HOW IT IS SPENT?
  • 10. How a 70 years life is spent?
    • On An average
    • 25 Years in Sleep
    • 8 Years in Study & Education
    • 6 Years in Rest & Illness
    • 7 Years in Holidays & Recreation
    • 5 Years in Commuting
    • 4 Years in Eating
    • 3 Years in Transition – in getting ready
    • to undertake all the above activities.
  • 11. What Is The Balance Left ?
    • THIS LEAVES ONLY
    • 12 YEARS FOR EFFECTIVE
    • WORK.
    • “ Short as life is, we make it still
    • shorter by the careless waste of time” ----Victor Hugo.
  • 12. Which Workers waste the time most?
    • Workers under 30
    • Workers between 30 & 45
    • Workers over 45
    84 % 60 % 10 %
  • 13. Television Use
    • The average Television use per US household per day is 6 Hrs, 59 Mts.
    • We see one million commercials before the age of 21.
  • 14. To Realize the Value of:
    • ONE YEAR , ask a student who failed a grade.
    • ONE MONTH , ask a mother who gave birth to a premature baby.
    • ONE WEEK , ask the editor of a weekly newspaper.
    • ONE DAY , ask a daily wage laborer with kids to feed.
    • ONE HOUR , ask the lovers who are waiting to meet.
    • ONE MINUTE , ask a person who missed the train.
    • ONE SECOND , ask a person who just avoided an accident.
    • ONE MILLISECOND , ask the person who won a silver medal in the Olympics.
  • 15. Time Management & The Organization
    • Looking at time management from the perspective of the organization what are the benefits:
      • Improved productivity through improved use of time by the personnel
      • Better performance in terms of on time delivery to customers
      • Increased profitability through better use of the human and non-human resources
  • 16.
      • Improved planning and control of business systems through time based management
      • Better alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business
      • Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning
    Time Management & The Organization
  • 17. Introduction What is Time Management? Time as a Commodity Essential Habits Types of Time Over & Under Estimation of Time
  • 18. What is Time Management?
    • Time management has five main aspects:
      • Planning & Goal Setting
      • Managing Yourself
      • Dealing with Other People
      • Your Time
      • Getting Results
      • The first 4 all interconnect and interact to generate the fifth - results
  • 19. Time as a Commodity
    • Time is the most precious thing we have
    • Time is ultimately the most valuable resource
    • Time and how we spend it within the organization must be managed effectively
    • Time cannot be stored up for use later
  • 20. Essential Habits
    • Essential habits for good time management are:
      • Know where the hours are going
      • Keep focused on the end result
      • Work to defined priorities
      • Schedule time for important issues
      • Delegate routine tasks
      • Take the stress out of work
      • Keep applying the essential habits!
  • 21. Types of Time
    • Time can be categorized into two types:
      • Fast time
        • when absorbed in, or enjoying an activity
      • Slow time
        • when bored with an activity or having a bad time
        • when scared
  • 22. Over- & Under-estimating Time
    • Time for tasks or activities can be over- or under-estimated due to
      • Intensity of activity
      • Level of brain function
      • Length of gaps between enjoyments
      • Fear
  • 23. Time Management Principles
  • 24. Time Management Principles Time Management Generations Spent Time Matrix Quadrant 2
  • 25. Time Management
  • 26. Time Management
    • Generations of time management
      • 1 Notes and Checklists
          • Recognition of the demands on energy & time
      • 2 Calendars and appointment books
          • Scheduling with some focus on the future
      • 3 Prioritization
          • Comparison of the relative worth of activities
      • 4 Self management
          • Realization that time cannot be managed - it is ourselves that we have to manage!
  • 27. Spent Time Matrix
  • 28. Spent Time Matrix Q1 Q3 Q2 Q4 Crisis Deadlines Relationship Building Planning Recreation Interruptions Some Meetings Popular Activities Pleasant Activities Time Wasters Urgent Not Urgent Important Not Important
  • 29. Quadrant 1
    • Being in Quadrant 1 brings:
      • Stress
      • Burnout
      • Crisis management
      • Firefighting
      • Focus on the immediate
  • 30. Quadrant 3
    • Being in Quadrant 3 brings:
      • Short term focus
      • Crisis management
      • Low value on goals
      • Feeling of lack of control
      • Shallow relationships
  • 31. Quadrants 3 & 4
    • Cycling between Quadrants 3 & 4 brings:
      • Total irresponsibility
      • High dependency on others for basics
      • Short career path in the organization
  • 32. Quadrant 2
    • Being in Quadrant 2 brings:
      • Vision
      • Perspective
      • Balance
      • Discipline
      • Control
  • 33. Characteristics of a Quadrant 2 Person
    • There are six basic criteria to allow a person to function in Quadrant 2:
      • Coherence
      • Balance
      • Focus
      • An ability to get on with people
      • Flexibility
      • Portability
  • 34. Quadrant 2 Requirements
    • The basic requirements to reach Quadrant 2 are:
    • Clear definition of organizational roles and specifically your own role
    • Selection of and focus on SMART goals
    • Development and utilization of schedules
  • 35. Productive Work
  • 36. Productive Work Busy vs. Productive Indecision & Delay Urgency vs. Importance Prioritization
  • 37. Busy Work
    • Just because you are busy does not mean that you are productive
    • Differentiate between
      • Effectiveness -- doing the right things
      • Efficiency -- doing the right things correctly
  • 38. Busy vs. Productive Work
    • Problem No 1: Procrastination
    • Putting off doing the things that you should be doing at this point!
    • Solution
        • List all tasks that you are currently putting off
        • Remove two from the list by doing them now!
        • Plan and set a schedule for dealing with the rest
        • Reward when tasks are completed
        • Punish when tasks are not completed on schedule
  • 39. Busy vs. Productive Work
    • Problem No 2: Paralyzing perfectionism
      • This is a failure to recognize the difference between excellence and perfection
    • Excellence
        • Achievable
        • Healthy
        • Satisfying
        • Realistic
    • Perfection
        • Unattainable
        • Frustrating
        • Unrealistic
  • 40. Busy vs. Productive Work
    • Problem No 3: Setting unchallenging objectives
      • Objectives need to be set that challenge you in a realistic manner and take heed of resource availability Otherwise you are busy without any possibility of success
    • Use SMARTS criteria where the objectives are:
      • Specific
      • Measurable
      • Attainable
      • Realistic
      • Time-bound
      • Supported by the organization
  • 41. Dealing with Indecision or Delay
    • When faced with a task - decide to deal with it according to one of the following actions:
      • Do it
      • Delegate it
      • Deadline it
      • Dissect it
  • 42. Urgency vs. Importance
    • Differentiating between
      • Urgent tasks
        • assume importance as they demand immediate attention
      • Important tasks
        • May become urgent if left undone
        • Usually have a long term effect
      • To judge importance vs. urgency, judge tasks in terms of
        • Impact of doing them
        • Effect of not doing them
  • 43. Prioritization Grid Importance Urgency Priority 1 Priority 2 Priority 3 Priority 4
  • 44. Prioritization
    • The main aim of prioritization is to avoid a crisis
    • To do this then you must
    • Schedule your Priorities
  • 45. Crisis Management
  • 46. Crisis Management Proactive V Reactive Why Crises Occur Anticipating & Preventing Crisis
  • 47. Proactive vs. Reactive Work
    • Reactive work - concentrates on getting things done
      • Handling daily routines
      • Dealing with urgency
      • Resolving crisis
      • Handling interruptions
  • 48. Proactive vs. Reactive Work
    • Proactive work - concentrates on making things happen
      • Developing plans and schedules
      • Focusing on key tasks
      • Achieving deadlines & targets
      • Managing projects
  • 49. Why Crisis Occur
    • Checklist of reasons:
      • Failure to recognize the crisis
      • Underestimation of time required
      • No contingency plan is ready
      • No follow-up on delegated tasks
  • 50. Anticipating & Preventing Crisis
    • The most effective way to anticipate and prevent crises is to:
      • Set deadlines and stick with them
      • Use targets and milestones to break the task or project into manageable chunks
      • Build the schedule so that it is realistic
  • 51. Planning
  • 52. Planning What is a Plan? Information & Planning Goals & Time Spans Cascading The Daily Plan
  • 53. Planning in Time Management
    • Rule No 1
    • Failing to Plan is Planning to Fail
  • 54. What is a Plan?
    • A plan is a road map set in real time to reach an objective or set of objectives through the use of defined resources
  • 55. Information & Planning
    • Essential information:
    • You need to know what you have to plan
    • Once this is established
      • Break the task into manageable chunks
      • Gauge the time required for each chunk
      • Schedule each chunk into a logical sequence
  • 56. Goals & Time-spans
    • A time management system is ineffective if defined goals are not available to work towards
      • Strategic Goals - long term goals, perhaps out to five years
      • Tactical Goals - medium term goals, from 3 - 12 months ahead
      • Operational Goals - short term goals defining the exact action to be taken The schedule may cover hours or days
  • 57. Cascading
    • Planning levels should cascade as follows:
      • Yearly overview plan
      • Monthly Plan
      • Weekly Plan
      • Daily Plan
        • Note that in the cascade, the time span decreases whereas the level of complexity increases
  • 58. The Daily Plan
    • The Daily Plan should cover three main areas:
      • Scheduled activities for the day showing time allocated to each
      • Identification of key tasks for the day to allow them to be prioritized
      • Indication of who you need to contact during the day to allow you to complete tasks
  • 59. The Daily Plan
    • When setting out the daily plan pay attention to the following points:
      • When do you perform best , suit your bio-rhythm
      • Build in planning time at the start and end of the day
      • Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’
  • 60.
  • 61. Stress Management
    • Definition:
    • Stress is your body's way of responding to any kind of demand. It can be caused by both good and bad experiences.
  • 62. Types of Stress
    • Positive Stress:
    • It is an excitement felt by people when they are confronted by a demanding situation, which they think they can handle.
    • This fills them with thrill and excitement.
    • Examples: Like runners on the track, taking a ride on the roller coaster, taking up a challenging project at workplace.
  • 63. Types of Stress Cont..
    • Negative Stress:
    • When environmental demands exceed your ability to cope, it creates Negative stress.
    • When stress occurs regularly it cause harm to body.
  • 64. Dealing with Negative stress
    • Relax
    • Diet
    • Exercise
    • Manage time
    • Laugh
  • 65. But there will always be enough time to get the most important things done. There will never be enough time to get everything done .
  • 66. Summary
  • 67. Summary
    • Have a great planning system and use it
    • Take on realistic goals and schedule accurately
    • Do not over-commit
    • Set and agree priorities to distinguish between urgent and important tasks
    • Build in some flexibility to cope with anything unexpected
    • Control your documents, workspace and phone
  • 68. Summary
    • Don’t procrastinate – Manage Your Time Today
    • Define and use periods of quality time in your schedule
    • Stay away from perfectionism and aim for excellence
    • Build in time for personal development
  • 69.