Tips On Time Management


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Help & Tips On Time Management

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Tips On Time Management

  1. 1. Tips On Time Management ! Devanshu Shrivastava
  2. 2. With Time Management you will learn to: <ul><li>Clarify your goals and achieve them </li></ul><ul><li>Handle people and projects that waste your time </li></ul><ul><li>Be involved in better delegation </li></ul><ul><li>Work more efficiently with your boss/advisor </li></ul><ul><li>Learn specific skills and tools to save you time </li></ul><ul><li>Overcome stress and procrastination </li></ul><ul><li>Above all, will be successful overall ! </li></ul>
  3. 3. Important Factors in Time Management <ul><li>Goals: Why am I doing this? </li></ul><ul><li>Priorities: What happens if I chose not to do it ? </li></ul><ul><li>Planning: Failing to plan is planning to fail !! </li></ul><ul><li>Plan Each Day, Each Week, Each Year !! </li></ul><ul><li>Work hard to realize your Plans! </li></ul>
  4. 4. How To Plan Time ? <ul><li>To Do Lists </li></ul><ul><li>Use Workspace, paperwork, telephones optimally </li></ul><ul><li>Schedule Yourself </li></ul><ul><li>Manage Interruptions Carefully </li></ul><ul><li>Avoid Procrastination At Any Cost ! </li></ul><ul><li>Delegation </li></ul><ul><li>Meetings </li></ul><ul><li>Use Technology </li></ul><ul><li>General Advices </li></ul>
  5. 5. To Do Lists: The four-quadrant TO DO List Important Not Important Due Soon Not Due Soon 4 3 2 1
  6. 6. Workspace, paperwork, telephones <ul><li>Keep desk clear: focus on one thing at a time </li></ul><ul><li>Keep calls short and scheduled </li></ul><ul><li>Start by announcing goals for the call </li></ul><ul><li>Have something in view that you’re waiting to get to next </li></ul><ul><li>When done, get off: “I have people waiting” </li></ul><ul><li>Schedule Yourself </li></ul><ul><li>- You don’t find time for important things, you make it ! </li></ul><ul><li>Everything you do is an opportunity cost </li></ul><ul><li>Learn to say “No” </li></ul>
  7. 7. Interruptions <ul><li>6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour </li></ul><ul><li>You must reduce frequency and length of interruptions (turn phone calls into email) </li></ul><ul><li>Cutting Things Short : </li></ul><ul><li>- “I’m in the middle of something now…” </li></ul><ul><li>- Start with “I only have 5 minutes” – you can always extend this </li></ul><ul><li>Stand up, stroll to the door, complement, thank, shake hands [ A Quick Send – Off ] : ) </li></ul><ul><li>Clock-watching - on wall behind them </li></ul>
  8. 8. Avoid Procrastination At Any Cost ! <ul><li>Doing things at the last minute is much more expensive than just before the last minute </li></ul><ul><li>Deadlines are really important: establish them yourself! </li></ul><ul><li>Identify why you aren’t enthusiastic? </li></ul><ul><li>Fear of embarrassment? </li></ul><ul><li>Fear of failure? </li></ul>
  9. 9. Delegation <ul><li>Delegation is not “dumping” ! </li></ul><ul><li>No one is an island </li></ul><ul><li>You can accomplish a lot more with help </li></ul><ul><li>Give objectives, not procedures </li></ul><ul><li>Tell the relative importance of this task </li></ul><ul><li>Grant authority with responsibility. </li></ul><ul><li>Concrete goal, deadline, and consequences. </li></ul><ul><li>Challenge your people </li></ul><ul><li>Treat your people well </li></ul>
  10. 10. Meetings <ul><li>Maximum of 1 hour </li></ul><ul><li>Prepare: there must be an agenda </li></ul><ul><li>1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when? </li></ul>
  11. 11. Use Technology <ul><li>Use handy PDA devices (Cellphone etc) for applications like reminders and short notes. </li></ul><ul><li>Make a habit to use use Calendars and Organizers on your Laptop/Desktop regularly. </li></ul><ul><li>Use Soft Sticky Notes (a software) on your PC’s screens. </li></ul><ul><li>Use Email as a powerful tool to save your time, not as a time-wasting weapon. </li></ul>
  12. 12. General Advices <ul><li>Sometimes killing Television is highly needed! </li></ul><ul><li>Plan your vacations and take one! It helps in restructuring yourself. </li></ul><ul><li>You must know w ho to turn to for help? In case of time critical emergencies, an alone person can make lifetime mistakes! </li></ul><ul><li>Read good books, Eat healthy, Exercise and Sleep Well. You will automatically lead to a healthy lifestyle. Managing Time then will be far easier..! </li></ul>
  13. 13. Recommended Readings <ul><li>The One Minute Manager , Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425-09847-8 </li></ul><ul><li>The Seven Habits of Highly Effective People , Stephen Covey, Simon & Schuster, 1989, ISBN 0-671-70863-5 </li></ul>