Effective Time Management

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Effective Time Management

  1. 1. Effective Time Management
  2. 2. Preview of Presentation <ul><li>Preamble </li></ul><ul><li>Stages of time management </li></ul><ul><li>Stress and time management </li></ul><ul><li>Tools and techniques </li></ul><ul><li>More effective time management </li></ul>
  3. 3. Preamble -It’s not the hours we put into a day -But what we put into the hours
  4. 4. Why Manage your time ? <ul><li>The benefits </li></ul><ul><ul><li>Time saved </li></ul></ul><ul><ul><li>More Achievements </li></ul></ul><ul><ul><li>Successful Results </li></ul></ul><ul><ul><li>Less stress </li></ul></ul><ul><ul><li>Greater satisfaction </li></ul></ul>
  5. 5. Time as a resource <ul><li>Nature of time resource </li></ul><ul><li>Fixed amount </li></ul><ul><li>Total perishable </li></ul><ul><li>No substitute </li></ul><ul><li>Same amount for all </li></ul>
  6. 6. Lost Time Money <ul><li>Rs. 1000 per month = 11 ps. Per minute lost </li></ul><ul><li>With employment cost:22ps. Per minute lost </li></ul><ul><li>22ps per minute per Rs. 1000 </li></ul><ul><li>A salary of Rs. 50,000/- and 60 Minutes lost is </li></ul><ul><li>.22x60x50=Rs. 660 per day per employee </li></ul><ul><li>660x5=Rs. 3300/week/employee </li></ul><ul><li>3300x45=Rs. 148,500/ year/employee </li></ul>
  7. 7. Preamble concluded <ul><li>Save time, get more achievements and be satisfied </li></ul><ul><li>Once time passed, will never come again </li></ul><ul><li>Time is a fixed amount of money </li></ul>
  8. 8. Key stages in time management <ul><li>Knowing where you should OBJECTIVES </li></ul><ul><li>spend time on </li></ul><ul><li>Identifying the barriers preventing PRIORITIES </li></ul><ul><li>you spending time on right things </li></ul><ul><li>Planning to eliminate the SELF DISCIPLINE </li></ul><ul><li>barriers </li></ul>
  9. 9. Identifying barriers/Main time thieves <ul><li>Lack of clear objective </li></ul><ul><li>Lack of effective planning </li></ul><ul><li>Lack of self discipline </li></ul><ul><li>Ineffective communication </li></ul><ul><li>Too many interruption </li></ul><ul><li>Ineffective delegation </li></ul>
  10. 10. Time Planning Process <ul><li>Identify key task </li></ul><ul><li>Set priorities </li></ul><ul><li>Access time needed </li></ul><ul><li>Allocate time </li></ul><ul><li>Check realism </li></ul>
  11. 11. Conclusion for time management stages <ul><li>Objectives should be set first at all. </li></ul><ul><li>Identify barriers/main time thieves </li></ul><ul><li>Remove barriers </li></ul><ul><li>Plan the time accordingly </li></ul>
  12. 12. Stress and Time Management <ul><li>Definition </li></ul><ul><ul><li>Pressure or tension created on a material object </li></ul></ul><ul><ul><li>Demand on physical or mental energy </li></ul></ul><ul><ul><li>Distress caused by this </li></ul></ul><ul><li>Cause of stress </li></ul><ul><ul><li>Work overload </li></ul></ul><ul><ul><li>Lack of information </li></ul></ul><ul><ul><li>Conflicting demand </li></ul></ul><ul><ul><li>Unsatisfactory relationships </li></ul></ul>
  13. 13. Result of Stress <ul><li>Body </li></ul><ul><ul><li>Tired </li></ul></ul><ul><ul><li>Sleepless </li></ul></ul><ul><ul><li>Blurred vision </li></ul></ul><ul><ul><li>Heart disease </li></ul></ul><ul><li>Mind </li></ul><ul><ul><li>Lack of concentration </li></ul></ul><ul><ul><li>Pessimistic </li></ul></ul><ul><ul><li>Confused thinking </li></ul></ul><ul><li>Feeling </li></ul><ul><ul><li>Impatience </li></ul></ul><ul><ul><li>Depression </li></ul></ul><ul><ul><li>Irritability </li></ul></ul><ul><ul><li>Apathy </li></ul></ul>
  14. 14. Managing Stress <ul><li>Be aware of your values and beliefs </li></ul><ul><li>Manage your time </li></ul><ul><li>Be positive </li></ul><ul><li>Seek support </li></ul><ul><li>Learn to relax </li></ul>
  15. 15. Stress and time management concluded <ul><li>Mismanaged work leads to tension/stress </li></ul><ul><li>Results of stress are vital </li></ul><ul><li>Stress should be managed carefully </li></ul>
  16. 16. Tools and Techniques <ul><li>Time planner </li></ul><ul><li>Time Log Analysis </li></ul><ul><li>Management Matrix </li></ul>
  17. 17. Time planner <ul><li>Year planner – broad-brush approach </li></ul><ul><li>Month planners also broad-brush approach </li></ul><ul><li>Desk diaries – good for allocating blocks of time, but not flexible </li></ul><ul><li>Pocket diaries – nice and portable but with limited space </li></ul>
  18. 18. Time Log Analysis <ul><li>Identify </li></ul><ul><li>Key Areas of our job </li></ul><ul><li>Time planned or unplanned </li></ul><ul><li>Who controls us? </li></ul><ul><li>Controllable time </li></ul>
  19. 19. Time Management Matrix Urgent Not urgent Important <ul><li>1. </li></ul><ul><li>Activities </li></ul><ul><li>Crisis </li></ul><ul><li>Pressing problems </li></ul><ul><li>Deadlines </li></ul><ul><li>2. </li></ul><ul><li>Activities </li></ul><ul><li>Planning </li></ul><ul><li>Production capability </li></ul><ul><li>Relationship building </li></ul><ul><li>New opportunities </li></ul>Not Important <ul><li>3. </li></ul><ul><li>Activities </li></ul><ul><li>Interruption </li></ul><ul><li>Some mails/ calls </li></ul><ul><li>Meetings, reports </li></ul><ul><li>Pressing matters </li></ul><ul><li>Popular activities </li></ul><ul><li>4. </li></ul><ul><li>Activities </li></ul><ul><li>Busy work </li></ul><ul><li>Time waster </li></ul><ul><li>Some mails/Calls </li></ul><ul><li>Pleasant activities </li></ul>
  20. 20. Urgent Not urgent Important <ul><li>1. </li></ul><ul><li>Results </li></ul><ul><li>Stress </li></ul><ul><li>Burn out </li></ul><ul><li>Always putting out fires </li></ul><ul><li>2. </li></ul><ul><li>Results </li></ul><ul><li>Vision </li></ul><ul><li>Balances </li></ul><ul><li>Discipline </li></ul><ul><li>Control </li></ul><ul><li>Few Crisis </li></ul>Not Important <ul><li>3. </li></ul><ul><li>Results </li></ul><ul><li>Short term focus </li></ul><ul><li>Crises management </li></ul><ul><li>See goals/plans as worthless </li></ul><ul><li>Feel victimized </li></ul><ul><li>4. </li></ul><ul><li>Results </li></ul><ul><li>Total irresponsibility </li></ul><ul><li>Fired from job </li></ul><ul><li>Dependent on others </li></ul>
  21. 21. Tools and Techniques illustrated <ul><li>Different tools are helpful to manage your time </li></ul><ul><li>Priorities should be analyzed </li></ul><ul><li>Important work should not be done in urgency </li></ul>
  22. 22. More Effective Time Management <ul><li>Speed Reading </li></ul><ul><li>Controlling Interruptions </li></ul><ul><li>Delegations </li></ul>
  23. 23. Speed Reading <ul><li>Don’t move lips/pronounce words </li></ul><ul><li>Keep eyes moving forward, avoid rereading </li></ul><ul><li>Develop a wider eye open </li></ul><ul><li>Skim the text </li></ul>
  24. 24. Controlling Interruptions <ul><li>Key ways to avoid interruptions </li></ul><ul><li>Do what you promise </li></ul><ul><li>Stay in touch </li></ul><ul><li>Delegate and delegate more </li></ul><ul><li>Learn to say ‘NO’ </li></ul>
  25. 25. Delegation <ul><li>Training </li></ul><ul><li>Systematic </li></ul><ul><li>As a substitute </li></ul><ul><li>As a in charge of a small section </li></ul><ul><li>As project in charge </li></ul>What can and what can not be delegated ?
  26. 26. After Delegation <ul><li>On going follow up </li></ul><ul><li>Monitoring </li></ul><ul><li>Reviewing </li></ul><ul><li>Coaching/Counseling </li></ul><ul><li>Measurement of deliverable </li></ul>
  27. 27. More effective Time Manag. concluded <ul><li>Different subjects can be make effective to save time in different ways </li></ul><ul><li>Learn to say ‘NO’ </li></ul><ul><li>Delegate to progress in new jobs </li></ul>
  28. 28. THANKS FOR YOUR PATIENCE

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