Time management -vs_2-_30_jun_2010[1]


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Time management -vs_2-_30_jun_2010[1]

  2. 2. It’s time to change…the choice is up to you. LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  3. 3. So much to do…so little time to it all… LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  4. 4. WHAT IS TIME? <ul><li>Time is the most precious resource at our disposal. </li></ul><ul><li>Used wisely, it can be a powerful ally. </li></ul><ul><li>Misused, it can be your greatest enemy. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  5. 5. WHAT IS TIME? WHAT YOU HAVE… <ul><li>1 YEAR: 365 DAYS </li></ul><ul><li>1 YEAR: 12 MONTHS </li></ul><ul><li>1 MONTH: 28-31 DAYS </li></ul><ul><li>1 DAY: 24 HOURS </li></ul><ul><li>1 HOUR: 60 MINUTES </li></ul><ul><li>1 MINUTE: 60 SECONDS </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  6. 6. Where does your time go? <ul><li>Sleeping – </li></ul><ul><li>Eating – </li></ul><ul><li>Working – </li></ul><ul><li>Playing – </li></ul><ul><li>Planning – </li></ul><ul><li>Driving – </li></ul><ul><li>Watching TV..- </li></ul><ul><li>Total time: </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  7. 7. TIME WASTERS:TIME STEALERS <ul><li>Interruptions - telephone </li></ul><ul><li>Interruptions - personal visitors </li></ul><ul><li>Meetings </li></ul><ul><li>Tasks you should have delegated </li></ul><ul><li>Procrastination and indecision </li></ul><ul><li>Acting with incomplete information </li></ul><ul><li>Dealing with team members </li></ul><ul><li>Crisis management (fire fighting) </li></ul><ul><li>Unclear communication </li></ul><ul><li>Inadequate technical knowledge </li></ul><ul><li>Unclear objectives and priorities </li></ul><ul><li>Lack of planning </li></ul><ul><li>Stress and fatigue </li></ul><ul><li>Inability to say &quot;No&quot; </li></ul><ul><li>Desk management and personal disorganisation </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  8. 8. TIME WASTERS <ul><li>1. Shifting priorities and crisis management. Management guru Peter Drucker says that &quot;crisis management is actually the form of management preferred by most managers&quot; The irony is that actions taken prior to the crisis could have prevented the fire in the first place. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  9. 9. 2. The telephone. <ul><li>Have you ever had one of those days when you thought your true calling was in Telemarketing. The telephone-our greatest communication tool can be our biggest enemy to effectiveness if you don't know how to control its hold over you. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  10. 10. 3.Lack of priorities/objectives. <ul><li>This probably the biggest/ most important time waster. It affects all we do both professionally and personally. Those who accomplish the most in a day know exactly what they want to accomplish. Unfortunately too many of us think that goals and objectives are yearly things and not daily considerations. This results in too much time spent on the minor things and not on the things which are important to our work/lives </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  11. 11. 4. Attempting too much . <ul><li>Many people today feel that they have to accomplish everything yesterday and don't give themselves enough time to do things properly. This leads only to half finished projects and no feeling of achievement </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  12. 12. 5.Drop in visitors. <ul><li>The five deadliest words that rob your time are &quot;Have you got a minute&quot;. Everyone's the culprit-colleagues., the boss, your peers. Knowing how to deal with interruptions is one of the best skills you can learn . </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  13. 13. 6.Ineffective delegation . <ul><li>Good delegation is considered a key skill in both managers and leaders. The best managers have an ability to delegate work to staff and ensure it is done correctly. This is probably the best way of building a team’s moral and reducing your workload at the same time. The general rule is -this; if one of your staff can do it 80% as well as you can, then delegate it. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  14. 14. 7. The cluttered desk. <ul><li>When you have finished reading this article look at your desk. If you can see less than 80% of it then you are probably suffering from 'desk stress'. The most effective people work from clear desks. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  15. 15. 8.Procrastination. <ul><li>The biggest thief of time; not decision making but decision avoidance. By reducing the amount of procrastinating you do you can substantially increase the amount of active time available to you. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  16. 16. 9. The inability to say &quot;no!&quot;. <ul><li>The general rule is; if people can dump their work or problems on to your shoulders they will do it . Some of the most stressed people around lack the skill to 'just say no' for fear of upsetting people. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  17. 17. 10. Meetings. <ul><li>Studies have shown that the average manager spends about 17 hours a week in meetings and about 6 hours in the planning time and untold hours in the follow up. I recently spoke to an executive who has had in the last 3 months 250 meetings. It is widely acknowledged that about as much of a third of the time spent in meetings is wasted due to poor meeting management and lack of planning. If you remember your goal is to increase your self management, these are the best ways to achieve this. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  18. 18. TIME MANAGEMENT TIPS <ul><li>1. Make a &quot;To Do&quot; List Every Day. </li></ul><ul><li>Put things that are most important at the top and do them first. If it's easier, use a planner to track all of your tasks. And don't forget to reward yourself for your accomplishments. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  19. 19. <ul><li>2. Use Spare Minutes Wisely. </li></ul><ul><li>Get some reading done when you can, ib btween waiting for meetings to start or waiting for an event to begin, for example, and you'll kill two birds with one stone. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  20. 20. <ul><li>3. It's Okay to Say &quot;No.&quot; </li></ul><ul><li>If your boss asks you to work on a Saturday and you have a family gathering the same day, realize that it's okay to say no. Keep your short- and long-term priorities in mind. But don’t use this excuse all the time. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  21. 21. <ul><li>4. Find the Right Time. </li></ul><ul><li>You'll work more efficiently if you figure out when you do your best work. For example, if your brain handles meetings better in the morning, don't wait to do it until afternoon or late evening. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  22. 22. <ul><li>5. Review Your Daily Tasks Every Day. </li></ul><ul><li>You'll reinforce what you need to do, so you need less time to re-do the list or re-delegate work not done or completed. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  23. 23. <ul><li>6. Get a Good Night's Sleep. </li></ul><ul><li>Everyone needs to sleep. It will not do anyone any good if you look tired and sleepy and is ineffective the next day. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  24. 24. <ul><li>7. Communicate Your Schedule to Others. </li></ul><ul><li>If phone calls are proving to be a distraction, tell your friends that you take social calls from 7-8 p.m. (or whatever time suits you at home) </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  25. 25. <ul><li>8. Become a Taskmaster. </li></ul><ul><li>Figure out how much free time you have each week. Give yourself a time budget and plan your activities accordingly. Allocate time for work and play. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  26. 26. <ul><li>9. Don't Waste Time Agonizing. </li></ul><ul><li>Have you ever wasted an entire evening by worrying about something that you're supposed to be doing? Was it worth it? Instead of agonizing and procrastinating, just do it. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  27. 27. <ul><li>10. Keep Things in Perspective. </li></ul><ul><li>Setting goals that are unrealistic sets you up for failure. While it's good to set high goals for yourself, be sure not to overdo it. Set goals that are difficult yet reachable. </li></ul><ul><li>Consider these tips, but personalize your habits so that they suit you. If you set priorities that fit your lifestyle, you'll have a better chance of achieving your goals. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  28. 28. OTHER TIME MANAGEMENT TIPS <ul><li>Good time management skills can help everyone increase and improve their overall work performance. Discover which tips are right for you. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  29. 29. 1) Use a Task Diary <ul><li>Do you find yourself rushing to complete your assignment at the last moment? Are you always starting your work when you're supposed to be going to bed? The root of this common problem may be time management. This easy exercise will help you identify the tasks or habits that take time away from your and help you develop more healthy work habits. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  30. 30. 2) Use a Day Planner <ul><li>&quot;The assignment is due when? Tomorrow?&quot; </li></ul><ul><li>We've all been there at some point. Somehow, that assignment due date just slipped right up on us without our noticing. </li></ul><ul><li>That is why organizational skills are so important to work performance. Who wants to be reprimanded because we got lazy and didn't pay attention to the due date? </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  31. 31. 3) Send Yourself Reminders <ul><li>If you have a Yahoo! account or another email system, you can use the free calendar feature to organize your work. You will be able to enter each assignment as you receive it, make notes, and receive reminders as each due date approaches. It's easy to use and it's fun! </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  32. 32. 4) Understand Procrastination <ul><li>Procrastination is like a little white lie we tell ourselves. We think we’ll feel better if we do something fun, like watch a TV show, instead of working or reading. But when we give in to the urge we always feel worse in the long run, not better. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  33. 33. 5) Try Backward Planning <ul><li>If you're like many other workers, you sometimes have trouble getting started on a project, because the end result seems so far away and impossible to reach. Sometimes when you start out with an idea and a blank sheet of paper and look into the future, all you see is lots and lots of unfinished research, reading, planning, and work. Next time try starting at the end and looking backward! </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  34. 34. THE MULTI-TASKING TRAP <ul><li>Batch: Email kills your concentration. Turn off the notification function on your email program. Set aside a specific number of times per day to check and deal with your email. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  35. 35. <ul><li>Prioritize: Don't get sidelined by interruptions. If you're working on the last-minute details of a report for a meeting that starts in 30 minutes, don't accept a drop-in visitor's request to &quot;ask you something really quick.&quot; </li></ul><ul><li>  </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  36. 36. <ul><li>Control Self-Interruption: Many times, you interrupt yourself. You're sitting at your desk when all of a sudden, your brain starts talking to you. &quot;Oh, I need to tell Chris this,&quot; it says, and you pick up the phone or dash off an email to &quot;blurt&quot; out whatever you were thinking about before you forget. Instead, get yourself a three-ring binder, some loose-leaf paper and A-Z tabs. Create a sheet of paper for each person with whom you communicate frequently. When your brain reminds you of something, simply turn to that person's communication log. Jot down the thought or idea, and then go back to what you were doing. When that person's log has several thoughts saved up, call the person and set up a meeting or phone conference. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  37. 37. HOW TO MASTER TIME MANAGEMENT? Brian Tracy-Time Power <ul><li>Always work from a list You can bring order out of chaos faster with a list than with any other time management tool. Begin by writing down every single task you intend to complete over the course of the day. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  38. 38. <ul><li>Organize your daily list by priority. Each day, organize your list of tasks in order of priority. Rank each task according to its potential consequences, starting with what you must do and working down to what would be nice, but certainly not essential, to get done. Use the time management model: allocate tasks according to : </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  41. 41. WHAT IS PROCRASTINATION? <ul><li>1. When you put off things that you should be focusing on right now, usually in favor of doing something that is more enjoyable or that you’re more comfortable doing. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  42. 42. <ul><li>2.Procrastinators work as many hours in the day as other people (and often work longer hours) but they invest their time in the wrong tasks. Sometimes this is simply because they don't understand the difference between urgent tasks and important tasks, and jump straight into getting on with urgent tasks that aren't actually important </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  43. 43. <ul><li>3. Another common cause of procrastination is feeling overwhelmed by the task. You may not know where to begin. Or you may doubt that you have the skills or resources you think you need. So you seek comfort in doing tasks you know you're capable of completing. Unfortunately, the big task isn't going to go away - truly important tasks rarely do.  </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  44. 44. Other causes of procrastination include: <ul><li>Waiting for the “right” mood or the “right” time to tackle the important task at hand; </li></ul><ul><li>A fear of failure or success; </li></ul><ul><li>Underdeveloped decision making skills ; </li></ul><ul><li>Poor organizational skills; and </li></ul><ul><li>Perfectionism (&quot;I don't have the right skills or resources to do this perfectly now, so I won't do it at all.&quot;) </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  45. 45. HOW TO OVERCOME PROCRASTINATION? <ul><li>Step 1: Recognize that you're Procrastinating </li></ul><ul><li>If you're honest with yourself, you probably know when you're procrastinating. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  46. 46. Some useful indicators which will help you pull yourself up as soon as you start procrastinating include: <ul><li>Filling your day with low priority tasks from your To Do List; </li></ul><ul><li>Reading an e-mail or request that you've noted in your notebook or on your To Do List more than once, without starting work on it or deciding when you're going to start work on it; </li></ul><ul><li>Sitting down to start a high-priority task, and almost immediately going off to make a cup of coffee or check your e-mails; </li></ul><ul><li>Leaving an item on your To Do list for a long time, even though you know it's important; </li></ul><ul><li>Regularly saying &quot;Yes&quot; to unimportant tasks that others ask you to do, and filling your time with these instead of getting on with the important tasks already on your list. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  47. 47. Step 2: Work out WHY You're Procrastinating <ul><li>Common causes of procrastination were discussed in detail above, but they can often be reduced to two main reasons: </li></ul><ul><li>You find the task unpleasant; or </li></ul><ul><li>You find the task overwhelming </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  48. 48. <ul><li>Step 3: Get over it! </li></ul><ul><li>If you are putting something off because you just don't want to do it, and you really can't delegate the work to someone else, you need to find ways of motivating yourself to get moving </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  49. 49. <ul><li>Make up your own rewards. For example, promise yourself a piece of chocolate at lunchtime if you've completed a certain task. </li></ul><ul><li>Ask someone else to check up on you. Peer pressure works! This is the principle behind slimming and other self-help groups, and it is widely recognized as a highly effective approach. </li></ul><ul><li>Identify the unpleasant consequences of NOT doing the task. </li></ul><ul><li>Work out the cost of your time to your employer. As your employers are paying you to do the things that they think are important, you're not delivering value for money if you're not doing those things. Shame yourself into getting going! </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  50. 50. <ul><li>If you're putting off starting a project because you find it overwhelming, you need to take a different approach. Here are some tips: </li></ul><ul><li>Break the project into a set of smaller, more manageable tasks. You may find it helpful to create an action plan . </li></ul><ul><li>Start with some quick, small tasks if you can, even if these aren't the logical first actions. You'll feel that you're achieving things, and so perhaps the whole project won't be so overwhelming after all. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  51. 51. ACTION PLAN: video –time tips <ul><li>Plan your time. Make time for yourself </li></ul><ul><li>Understand what you can realisticaly achieve with your time; </li></ul><ul><li>Plan to make the best use of the time available; </li></ul><ul><li>Leave enough time for things you absolutely must do; </li></ul><ul><li>Preserve contingency time to handle 'the unexpected'; and </li></ul><ul><li>Minimize stress by avoiding over-commitment to yourself and others. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  52. 52. Scheduling is then a five-step process: <ul><li>Identify the time you have available. </li></ul><ul><li>Block in the essential tasks you must carry out to succeed in your job. </li></ul><ul><li>Schedule in high priority urgent tasks and vital &quot;house-keeping&quot; activities. </li></ul><ul><li>Block in appropriate contingency time to handle unpredictable interruptions. </li></ul><ul><li>In the time that remains, schedule the activities that address your priorities and personal goals. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  53. 53. QUOTATIONS OF TIME <ul><li>Time waits for no man. </li></ul><ul><li>A stitch in time saves nine. </li></ul><ul><li>Work smarter. Improve time utilization </li></ul><ul><li>Punctuality is the benchmark of time. </li></ul><ul><li>Procrastination is the thief of time. </li></ul><ul><li>Concentrate on results, not on being busy. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  54. 54. THE VALUE OF TIME-video <ul><li>To realize The value of a sister </li></ul><ul><li>Ask someone Who doesn't have one </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  55. 55. <ul><li>To realize The value of ten years </li></ul><ul><li>Ask a newly Divorced couple. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  56. 56. <ul><li>To realize The value of four years </li></ul><ul><li>Ask a graduate. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  57. 57. <ul><li>To realize The value of one year </li></ul><ul><li>Ask a student who has failed a final exam. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  58. 58. <ul><li>To realize The value of nine months </li></ul><ul><li>Ask a mother who gave birth to a still born. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  59. 59. <ul><li>To realize The value of one month </li></ul><ul><li>Ask a mother who has given birth to A premature baby. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  60. 60. <ul><li>To realize The value of one week </li></ul><ul><li>Ask an editor of a weekly newspaper or magazine. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  61. 61. <ul><li>To realize The value of one hour </li></ul><ul><li>Ask the lovers who are waiting to Meet. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  62. 62. <ul><li>To realize The value of one minute </li></ul><ul><li>Ask a person who has missed the train, bus or plane. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  63. 63. <ul><li>To realize The value of one-second: </li></ul><ul><li>Ask a person </li></ul><ul><li>who has survived an accident... </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  64. 64. <ul><li>To realize The value of one millisecond </li></ul><ul><li>Ask the person who has won a silver medal in the Olympics </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  65. 65. <ul><li>Treasure every moment you have. </li></ul><ul><li>You will treasure it even more when you can share it with someone special. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  66. 66. <ul><li>SO… </li></ul><ul><li>Make time for yourself </li></ul><ul><li>Make time for your family </li></ul><ul><li>Organise your work schedule and make sure you use your time fully as though it is your last…. </li></ul>LQSG/KS PSP/TIME MANAGEMENT 30-6-2010
  67. 67. MASA ITU EMAS <ul><li>… </li></ul>LQSG/KS PSP/TIME MANAGEMENT 2--6-2010