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Time management by N.G.Palit


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Time Management is the key to success. All of us are short of time, but it is the easiest thing that we regularly waste on unproductive activities. So manage your time and success is bound to be …

Time Management is the key to success. All of us are short of time, but it is the easiest thing that we regularly waste on unproductive activities. So manage your time and success is bound to be yours. But, can we really manage time, probably 'not'. Instead, we need to manage ourselves or manage our activities.

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  • 1. Time Management By – N.G.Palit 1
  • 2. Problem Of Time • In today’s fast moving world, one common problem faced by all, is how to squeeze out some more time. • It is the problem is of ’Time’, rather lack of time management. 2
  • 3. Why Time Management? • To utilise the available time in optimum manner to achieve one’s personal and professional goals. 3
  • 4. What is TimeManagement? • It means – ”Applying management principles which help in maximizing the value of time by including productive activities and rejecting activities which are waste of time or produce negative results.” 4
  • 5. Time Management • In the present generation of intense competition, there is always a tremendous pressure for optimal utilization of the most valuable resource –’Time’ 5
  • 6. Time Management • Time is a unique resource. • Once used or misused, it is gone for ever. • Yet, it is the easiest thing to waste, and then complain about shortage of time. 6
  • 7. Time Management • The supply of time is cruelly restricted, out of which we have to spin health, pleasure, money and respect. 7
  • 8. Time Management * ” Right and effective use of time is a matter of the highest urgency and the most thrilling activity. - Armoly Bannet 8
  • 9. Time Management • The term ’Time Management’ leads us to think that we can manage ’time’. • But, time can’t be managed. Actually, time management is about applying techniques to manage yourself (self- management). 9
  • 10. Remember • 1. Planning our time is, in fact, planning our actions. • 2. We are the creator of our life (time). • 3. Everyone’s day lasts 24 hours. • 4. Time has three dimensions: Past, Present & Future 10
  • 11. Time Management • The unique feature of time is that each and every person has the same 24 hours a day, and 365 days in a year. 11
  • 12. Don’t manage time, manage activities • Yes, everybody has the same amount of time, regardless of who he or she is. • Therefore, the key question arises: how best one is making use of the available time for productive purpose. 12
  • 13. Time Management • Remember that Time is Money. No, it is even more than Money. - Ben Franklin (1748) 13
  • 14. Time Bank • Each morning our Time bank is credited with 86,400 seconds. • Whether used or misused it carries no balance, nor allows any overdraft. 14
  • 15. Time Management • It is rightly said that: ”Yesterday is a cancelled cheque, Tomorrow is a promising note, only Today is the ready cash, so use it.” • Therefore, time must be explicitly managed just like money. 15
  • 16. Relativity Of Time * Your time is yours alone. You can expand or contract it depending upon the effectiveness of its use. • This is called ”The theory of relativity of Time”. 16
  • 17. Managing Work Activities • It involves the following: • Job clarification • Priority setting • Planning & Organizing • Delegation 17
  • 18. Don’t Manage Time, Manage Activities • Consciously decide how best to utilize your time on purposeful activities. • Don’t waste it on useless works, commonly known as ’Time Pass’. 18
  • 19. Outline • Why is Time Management Important? • Goals, Priorities, & Planning • TO DO Lists • Desks, paperwork, telephones • Scheduling yourself • Delegation • Meetings 19
  • 20. Why Time Management is Important • “The Time Famine” • Bad time management = stress 20
  • 21. Top Time Wasters • They are the real ’time thieves’. • There are two types of ’Time wasters’: 1. External – caused by others. 2. Internal – caused by self. 21
  • 22. Eleminate Time Thieves 22
  • 23. External Time Thieves • Interruptions by telephone or mobile • Drop in visitors • Visual distractions 23
  • 24. Cutting Things Short • ” I am in the middle of something now.” • Start with - ”I have only 5 minutes”. • Clock –watching; on the wall behind them. • Stand up, stroll to the door, thank, shake hands. 24
  • 25. Internal Time Thieves Crisis Management • One has to resort to crisis management mostly when starting a work without a proper plan 25
  • 26. Internal Time Thieves • Too much paper work: It can be minimized by- * using telephone * writing small note on a slip. * Preparing reports using computer 26
  • 27. External Thieves Open-door Policy • It is good to have an open-door policy. • But, sometimes we also need to close the door to concentrate on our work. 27
  • 28. Internal Thieves Indecision: * In management the act of decision making is like shooting a flying duck. ”Even the right decision is wrong, if it is made too late”. 28
  • 29. Procrastination • ”Procrastination is the thief of time”. - Edward Young 29
  • 30. Procrastination • It is the negative habit of putting things off for a later time. • Words like,- ’later’, ’not now’ are the examples of procrastination. • ’Do it now’ or else it may even become obsolete. • Don’t defer difficult decision. Delay won’t make them easier. 30
  • 31. Avoiding Procrastination • Doing things at the last minute is much more expensive than just before the last minute. • Deadline are really important: - ’establish them yourselves.’ 31
  • 32. Avoid Procrastination • If you think you can do it, begin it. • Begin and the mind grows heated. • Begin, and the task is completed. 32
  • 33. Delegation Is Not Dumping • Learn to delegate the routine jobs, keeping minimum supervision and control. * Grant authority with responsibility • Remember, you can accomplish a lot more with other’s help 33
  • 34. Inability to say ’No’ • Don’t say ’Yes’, when you want to say ’No’ • Learn to say ’No’, when it is appropriate 34
  • 35. Learn to say ’No’ • ”A ’no’ uttered from the deepest conviction is better than a ’yes’ merely uttered to please, or what is worse, to avoid trouble”. - Mahatma Gandhi 35
  • 36. Meeting without Agenda • Decide clear agenda of the meeting and allocate time to each topic. 36
  • 37. Control Time Killers • Don’t waste time in ’idle chatting’. • If you take more time in the bathroom than usual, then try to reduce it gradually. 37
  • 38. Writing Time • Organize your ideas before writing. • Decide in advance how to structure the content. 38
  • 39. Dealing With Papers • Handle it only once. • Read, and decide what you want to do with it 39
  • 40. Dealing With Papers • Keep desk clear: focus on one thing at a time. • Touch each piece of paper only once. • Touch each piece of e-mail once; your inbox is not your ’To Do’ list. • A good file system is essential 40
  • 41. Apply ’GUTS’ Technique • Give it away • Use it • Throw it • Send it • Decide what to do with the incoming and outgoing mails • Filing 41
  • 42. How To Use Time Better • Plan for short, medium and long run • Keep focus on your priorities • Distinguish between ’urgent and important’ work 42
  • 43. How To Use Time Better? • Equip yourself with effective time management • Eliminate obvious ’Time Wasters’. • Delegate efficiently • Maintain your ’Time Log’ • Avoid ’monkey- on -the -shoulder’ 43
  • 44. Plan Your Activities • Planning is essential to convert priorities into actions. • Remember, ’if you fail to plan, then you plan to fail.’ • Decide in advance: - what needs to be done? - by whom? - by when? 44
  • 45. Monkey –On-The- Shoulder 45 • Delegate efficiently • Avoid - ’monkey – on- the- shoulder’ • Maintain your ’Time Log’
  • 46. Monkey on the shoulder • Some managers pick up staff’s jobs. They enjoy and are good at it. • It can be explained by ’Monkey-on-the- shoulder’ analogy. • Once we pick up ’Monkeys’ from suborinates we accept responsibility for his problems. 46
  • 47. Monkey- on- the- shoulder • Sometimes, colleagues also try to pass on their ’Monkeys’. • These take our valuable time with no time left to look after our own ’Monkey’. • So, be careful and don’t accept other’s ’Monkeys’. 47
  • 48. Monkey –On –The - Shoulder • Despite busy schedule, you may get sucked into doing things which your subordinates are supposed to do. • Remember, each time you say ’yes’ to these requests, you collect another ’monkey’ (someone else’s problem) • These ’monkeys’ eat into your valuable time. 48
  • 49. How To Handle These Monkeys? * Deal with them immediadely. * Never say ’leave it with me’. * Don’t allow them to become too many. * Feed them once or twice, then put pthe monkey back on their shoulders. • Whatever you do, keep the monkey off your shoulder. 49
  • 50. Putting Things In Writing • Write it down, don’t try to remember. * Always carry a pocket diary or a jotting pad • Start making notes of appointments, ideas, events & goals • Soon, you will become more organized. 50
  • 51. Use Wasted Time • Try to make good use of the ’waiting time’ • Think, what you can do: - When you commute in a train or bus. - Time you spend ’on hold’ on telephone’, etc 51
  • 52. Set & Achieve Goals • Set strong goals & decide: - What to do? - When? - What are the deadlines? • Decide the task to be done, in order of importance • Reject unimportant time wasters 52
  • 53. Priority Setting 53
  • 54. Guide To Priority Setting • Quadrant -1 – Do it now. Do it yourself • Quadrant -2 - Do it later • Quadrant -3 - Ask someone else to do • Quadrant -4 - Don’t do it. 54
  • 55. Do It Now • Stop keeping things pending, so, ’do it now’ • Remember, every ’done’ job is a small goal achievement, which motivates you to achieve further. 55
  • 56. PARETO’S (80: 20 : RULE) • 20% of what you do, produces 80% of the results. • But, 80% of your time spent, brings only 20% effects. 56
  • 57. TIPS • So, select 3 or 4 targets which will give you high payoff and concentrate your efforts only on these. • The essence of ’Time Management’ is to prioritize. • Time management permits us to work smarter not harder. 57
  • 58. Telephone • Keep calls short • Start by announcing goals for the call • Have something in view that you’re waiting to get to next 58
  • 59. The Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law 59
  • 60. 60 Meetings • Average executive: > 40% of time. • Prepare & follow an agenda • Think for 1 minute : an efficient way to keep track of decisions made in a meeting: who is responsible for what by when?
  • 61. Summing Up • 1. Plan: Start the day by making a ’to-do’ list. • 2. Prioritise: Select the task according to their importance & urgency. • 3. Get rid of excess baggage: Learn to say ’No’ • 4. Delegate: You can not be omnipresent. So, delegate some work. 61
  • 62. Summing Up • 5. Organise: Maintain a reference folder, where important things can be easily found • 6. Act: Don’t procastrinate. Just do what needs to be done. • 7. Respect your time: Do’t allow your professional life gatecrash into your personal space, and vice versa. 62
  • 63. Your future is what you make it To Day! • ” The best thing about the future is that it only comes one day at a time”.-- Abraham Lincoln 63
  • 64. Make the Best Use Of Today * ”The only preparation for tomorrow, is the right use of TODAY 64
  • 65. Time Management Benefits • Remember special events. • Have advance preparation time. • Have more focus and less stress. 65
  • 66. Even More Benefits • Work smarter, not harder. • Open up free time for family, friends, and fun. • Enjoy peace of mind. 66
  • 67. Closing Thought • ” A journey of a thousand miles must begin with a single step.” - Lao- Tzu 67
  • 68. THANK YOU - N.G.Palit 68