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Time management
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  • 1. TIME MANAGEMENT
    Twenty percent of your time will produce 80% of your productive output. Can you afford not to manage at-least that 20% ?
  • 2. I am very busy. The second crisis comes in before the first has finished
    I don’t feel I have achieved anything this year
    I don’t have control on my life. Things pile one on top of the other
    I wish I have more than 24 hours per day so that I can get more things done
    The company overloads me with work. There is no time to breathe
    Common Problems
  • 3. 20% people feel they are short
    of time. They feel so concerned that
    they self find answers to Time Mgmt
    10% people feel they are short
    of time. They realize this and
    are keen to get help and see
    how they can improve Time Mgmt
    70% people feel they are not short
    of time. Though they don’t mind
    listening to someone. And then
    tell him why all that is impractical
    Where are you?
  • 4. The "Three Ps" of Effective Time Management
    Planning - If you don’t have time for planning, you’d better find the time.
    Priorities - Not everything you do is of equal importance. Priorities are not constant, they must be re-evaluated.
    Procrastination - The anti-Nike – just don’t do it.
  • 5. Ten Myths about Time
    Time can be managed.
    The longer or harder you work the more you accomplish.
    If you want something done right, do it yourself.
    You aren’t supposed to enjoy work.
    We should take pride in working hard.
    You should try to do the most in the least amount of time.
    Technology will help you do it better, faster.
    Do one thing at a time.
    Handle paper only once.
    Get more done and you’ll be happier.
  • 6. Time Wasters
    Attempting too much.
    Not saying no.
    Incomplete information.
    Management by crisis, fire fighting.
    Interruptions.
  • 7. Interruptions…
    If no one asked questions we wouldn't have jobs.
    Anticipate the most common questions/issues: Pro-active vs reactive.
    Set time aside for “personal” things….
  • 8. Making the Best Use of Time
    Decide that you don’t have to please everyone.
    Let go–don’t be a perfectionist.
    Resist the temptation to do small, insignificant tasks too well.
    Outsource what you can.
  • 9. Why do we procrastinate?
    Don’t know where to start.
    To avoid an unpleasant task.
    We’re afraid to fail.
    Waiting for more information.
    You may think if you put it off someone else will do it.
    You’re over-committed.
  • 10. To overcome procrastination:
    You do not work best under pressure.
    List the things you have been avoiding. Prioritize them. Try to do at least one of them each day until you catch up.
  • 11. Timing
    Knowing when not to work on something is as important as knowing when to work on something else.
    Save the easiest tasks for the end of the day.
  • 12. Get The Most Out Of the First Two Hours of the Day
    Don’t eat breakfast at work.
    Don’t schedule meetings for this time.
    Start with the most important work of the day.
    Do the things you don’t want to do first.
  • 13. Filing Documents
    You can do only 4-5 things with any piece of information:
    Toss it
    Re-direct it
    Act on it
    File it
    Read it
  • 14. “Logic-based disposal”
    Does it require action on my part?
    Does it exist elsewhere?
    Is it outdated?
    Will I really use it again?
    What’s the worst thing that could happen if I don’t have this info?
    Does anyone else need this info?
  • 15. Other Filing Tips
    Never file envelopes unless the postmark is significant.
    Write a keyword on the item when you read it.
    File according to how you’ll use it, not where it came from.
    Judy’s law…If you spend much time looking for something, put it back where you found it. Or at least put a pointer there.
  • 16. Managing Your To-Read Pile
    You will probably never be able to read everything you would like to read.
    Read with a pen in your hand.
    Scan.
    Share your reading with a friend.
    Keep a reading file.
  • 17. Managing Your Email
    Check only 4 times a day.
    Filter and triage.
    Don’t print out messages.
  • 18. STRATEGIC PLANNING
    Failing to plan is planning to fail
    Plan Each Day, Each Week, Each Semester
    You can always change your plan, but only once you have one!
  • 19. Why aren’t we organized?
    It takes too much time.
    You don’t know how.
    You want to do it “perfectly.”
  • 20. The price of not being organized?
    Missed deadlines.
    Overlooked opportunities.
    Wasted time.
    Lost customers due to poor or slow service.
    Wasted money.
  • 21. Using Your Calendar
    Add a meeting as soon as you know about it.
    Write dates for follow-up on calendar.
    Include personal deadlines.
    Have one master calendar.
    If you use an electronic calendar, back it up regularly.
  • 22. Eliminating things from your to do list
    What’s the worst that can happen if you don’tdo this?
    Am I the only person who can do this?
    Must it be done now?
    Is there an easier way to do it?
  • 23. PRIORITIZATION
    Just because you can do something doesn’t mean you should.
  • 24. The four-quadrant TO DO List
    Due Soon
    Not Due Soon
    Important
    Not
    Important
  • 25. Your daily list of tasks
    Tasks that take you towards your goals
    One Sheet a Day
    Tasks with defined importance:
    A: important and urgent: deadlines, fire fighting
    B: important and not urgent: Planning, Holidays
    C: urgent and not important: Interruptions, meetings
    D: not important and not urgent: junk mail , time wasters
    Creating TO DO lists
  • 26. Create the list before you start the day
    15 minutes of investment will help you everyday
    End of day: Review Status
    Status: C – Completed, T – Transferred, A – Abandoned, I – In progress
    Working with TO DO Lists
  • 27. Date: 07-Aug-2009
    Sample TO DO list
  • 28. Look at your big list of To Do
    Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it
    Subsequently schedule the day or the time
    Keep some buffers
    Be flexible to change but don’t change on small reasons
    Prioritizing - Scheduling
  • 29. Be both efficient and effective
    Efficiency is
    Effectiveness is
    Too many people spend lots of time making sure they are doing things right and not enough determining if they are doing the right things.
    Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective.
    completing a task with the least possible amount of wasted labor, cash, or time.
    doing what will make the most difference.
  • 30. Give Yourself Permission to Fail
    Failure is okay, if...
    If you have not failed, it means you have not risked, not challenged yourself.
    You learn from your past experiences …and acquired your experiences because you failed in the past.
  • 31. THANK YOU!
    Exercise
  • 32. 32
    Time Journals
    It’s amazing what you learn!
    Monitor yourself in 15 minute increments for between 3 days and two weeks.
    Update every ½ hour: not at end of day
  • 33. 33
  • 34. 34
  • 35. 35
    Using Time Journal Data
    What am I doing that doesn’t really need to be done?
    What am I doing that could be done by someone else?
    What am I doing that could be done more efficiently?
    What do I do that wastes others’ time?