Effective Time management

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  • Time is finite. There is only so much of it, and no matter what you do, you can’t get more. Time is the only resource that must be spent the instant it is received, and it must be spent at one fixed rate: sixty seconds per minute, sixty minutes per hour. Thus, the very notion of time management is a misnomer. For we cannot manage time. We can only manage ourselves in relation to time. We cannot control how much time we have; we can only control how we use it. We cannot choose whether to spend it, but only how. Once we’ve wasted time, it’s gone—and it cannot be replaced.
  • Most professionals are successful in spite of themselves. How much more productive could you be and less stressed with better time management? NOBODY works best under pressure. Unless painted into a corner, some people lack the self-discipline to focus on completing a task. This is a favorite statement of procrastinators and perfectionists who fear that their best efforts may no be good enough. They avoid being measured by letting things go until the last minute then claiming, “I COULD have done this better IF I had had more time.” By not managing your time, you deny yourself the opportunity to do outstanding work. These methods lack integration, focus and an opportunity to plan your future. The test time management tool is an integrated system that allows for easy retrieval of information, tracking of projects, is focused on goals and records key decisions. Most time management experts agree that the average person can gain 2 hours per day through the use of time management techniques. Rushing to meet forgotten deadlines, or worrying about things that you need to do breeds stress. The added flexibility one enjoys through time management techniques actually promote creativity and spontaneity. You don’t have time NOT to learn hoe to manage your time!
  • Establishing specific goals is the first step in effective time management. This is absolutely critical, and it is often overlooked. Your goals set the focus for how you spend your time. As you become more adept at using your time effectively, you find that you make greater progress toward your goals.
  • People often confuse goals, or objectives, with priorities. Quite simply, priorities are objectives that have been ranked in order of importance. There are, however, five common priority setting traps. Do you “choose” your priorities simply by responding to things as they happen? If so, your priorities are really choosing you. Clarify your priorities by determining each task’s importance and level or urgency. This means negotiating with people to respond in a time frame that’s convenient to you and agreeable to them. “ It’s just easier to do it myself?” You need to ask yourself these questions: Am I trying to avoid conflict? Does the task at hand require a medical degree? But do their requests really demand your immediate attention? If not, give them a specific time or date when they can expect you to respond. They may squeak a little more initially, but eventually they’ll get your message and your priorities will remain your priorities, not theirs. “ It doesn’t look like anyone is really going to start working on this report. I guess I’ll do it.” Setting your priorities by default guarantees that truly important tasks will be put on the back burner. To prevent this, before taking on that report, ask yourself when the report is due and whether it’s really your responsibility. If it isn’t, determine who is responsible and ask them to give you periodic updates on their progress. If you wait until you’re “inspired” to complete a task, it probably isn’t going to happen. Instead, remind yourself that completing the task might have a pay-off. High-priority items won’t always be the easiest and most pleasant tasks on your list, but dig in and do them anyway, and you’ll be glad you did.
  • Learning to recognize and then focus on that 20% is the key to making the most effective use of your time. Twenty percent of your colleagues, staff and patients probably give you 80 percent of the support and satisfaction you need. They are your true advocates and you need to take care of them. Let’s look at some examples to implementing the 80/20 rule.
  • Effective Time management

    1. 2. <ul><li>You can make money; you can’t make time. </li></ul><ul><li>An inch of gold cannot buy an inch of time. </li></ul>
    2. 3. <ul><li>You can’t manage time! </li></ul>
    3. 4. <ul><li>Time </li></ul>Management Self
    4. 5. <ul><li>To utilise the available time in optimum manner to achieve one’s personal and professional goals. </li></ul>
    5. 6. <ul><li>Stress=Managing time well can prevent much of the stress we are subject to. </li></ul><ul><li>Balance=Good time habits can enable us to achieve a more balanced life, with adequate time and energy for work, home, family, self. </li></ul>
    6. 7. <ul><li>Productivity=If you can become more effective with your time, you automatically increase your productivity. </li></ul><ul><li>Goals=To make progress toward achieving your personal and professional goals, you need available time. Nothing can be done when you’re out of time. </li></ul>
    7. 8. <ul><li>“ Time management is nothing but common sense.” </li></ul><ul><li>“ I work best under pressure.” </li></ul><ul><li>“ I use an appointment calendar and a to-do list. Isn’t that good enough?” </li></ul><ul><li>“ I’m a spontaneous person. Time management will take all of the fun out of life.” </li></ul><ul><li>“ I don’t have time to learn how to do all of this.” </li></ul>
    8. 9. <ul><li>Goals </li></ul><ul><li>Task List </li></ul><ul><li>Time Management Tool </li></ul><ul><li>Scheduled Planning Session </li></ul>
    9. 10. <ul><li>Set long-range goals and objectives linked to them. </li></ul>
    10. 11. <ul><li>S pecific </li></ul><ul><li>M easurable </li></ul><ul><li>A chievable </li></ul><ul><li>R ealistic </li></ul><ul><li>T imed </li></ul>SMART
    11. 12. <ul><li>Set long-range goals and objectives linked to them. </li></ul><ul><li>Establish priorities among those goals and objectives based on their long-range importance and short-range urgency. </li></ul>
    12. 13. <ul><li>Five Priority-Setting Traps </li></ul><ul><li>Whatever hits first </li></ul><ul><li>Path of least resistance </li></ul><ul><li>Squeaky wheel </li></ul><ul><li>Default </li></ul><ul><li>Inspiration </li></ul>
    13. 14. URGENCY/ IMPORTANCE URGENT NOT URGENT IMPORTANT 1 2 NOT IMPORTANT 3 4
    14. 15. <ul><li>Theory of predictable imbalance </li></ul><ul><li>The relationship between input and output is rarely, if ever, balanced. </li></ul><ul><li>20% of your efforts produce 80% of the results. </li></ul>
    15. 16. <ul><li>You’re in your 80% if you’re: </li></ul><ul><ul><li>Working on tasks other people want you to, but have no investment in them </li></ul></ul><ul><ul><li>Frequently working on tasks labeled “urgent” </li></ul></ul><ul><ul><li>Spending time on tasks you’re not good at </li></ul></ul><ul><ul><li>Complaining all of the time </li></ul></ul>
    16. 17. <ul><li>You’re in your 20% if you’re: </li></ul><ul><ul><li>Engaged in activities that advance your overall purpose in life </li></ul></ul><ul><ul><li>Doing things you have always wanted to do or that make you feel good about yourself </li></ul></ul><ul><ul><li>Working on tasks you don’t like, but you’re doing them know they related to the bigger picture </li></ul></ul><ul><ul><li>Smiling </li></ul></ul>
    17. 18. <ul><li>Read less. Identify the 20% of the journals you get that are most valuable. </li></ul><ul><li>Keep current. Make yourself aware of new technological innovations. </li></ul><ul><li>Remember the basics. Let your ethics and values guide your decision making, and you’re bound to end up focusing on your 20%. </li></ul>
    18. 19. <ul><li>Set long-range goals and objectives linked to them. </li></ul><ul><li>Establish priorities among those goals and objectives based on their long-range importance and short-range urgency. </li></ul><ul><li>Learn your personal energy cycle and sketch out an “ ideal day ” based on your best working times. </li></ul>
    19. 20. <ul><li>Prepare a list of priorities for the day based on urgency and importance. </li></ul><ul><li>Get the timing right. </li></ul><ul><li>Morning is the time for hard work. </li></ul><ul><li>Interesting work, meetings and social events can take place in off-peak time. </li></ul><ul><li>Have work-breaks to over come fatigue. </li></ul><ul><li>Living 100% in the present improves your work output. </li></ul>
    20. 21. <ul><li>Set long-range goals and objectives linked to them. </li></ul><ul><li>Establish priorities among those goals and objectives based on their long-range importance and short-range urgency. </li></ul><ul><li>Learn your personal energy cycle and sketch out an “ ideal day ” based on your best working times. </li></ul><ul><li>Use the above three to create a plan for the day and write it down! </li></ul>
    21. 22. <ul><li>Start with long-range goals and objectives. </li></ul><ul><li>Relate the day’s activities to those goals. </li></ul><ul><li>Assign priorities to the day’s tasks according to their contribution to your overall goals. </li></ul><ul><li>Schedule tasks according to priority and to the degree of concentration required. </li></ul><ul><li>Stay on track , using the plan to guide you through crises and interruptions. </li></ul>
    22. 23. <ul><li>Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective . </li></ul>
    23. 24. <ul><li>Procrastination : Putting off the doing of something intentionally and habitually. </li></ul><ul><li>If you suspect yourself; ask yourself – why am I putting this off?. If there is no reason. Do it. Do not confuse reason with excuse. </li></ul><ul><li>PROCRASTINATION is world’s number one time waster. Banish it from your life. There is no time like present to do any work. </li></ul>
    24. 25. <ul><li>Do not spend time on a work that can be done ,to a satisfactory level, by your subordinate. </li></ul><ul><li>Delegation saves your time and develops subordinates </li></ul><ul><li>Delegation improves results by making fuller use of resources </li></ul><ul><li>Delegation implies transferring initiative and authority to another </li></ul>
    25. 26. <ul><li>Delegation begins with a deep sense of the value and limits of your time. </li></ul><ul><li>Managers often complain that they are running out of time when their subordinates are running out of work. </li></ul><ul><li>Delegating the more routine or predictable part of ones job is only the first step. </li></ul><ul><li>Delegation is not abdication. Some degree of control needs to be maintained. </li></ul>
    26. 27. <ul><ul><li>It’s risky. </li></ul></ul><ul><ul><li>We enjoy doing things. </li></ul></ul><ul><ul><li>We don’t sit & think. </li></ul></ul><ul><ul><li>It’s a slow process. </li></ul></ul><ul><ul><li>Like to be “top of everything”. </li></ul></ul><ul><ul><li>Will subordinate outstrip us? </li></ul></ul><ul><ul><li>Nobody can do it as well as I can. </li></ul></ul><ul><li>Delegation is a great motivator. It enriches jobs, improves performance & raises morale of staff. </li></ul>
    27. 28. <ul><li>Develop an efficient system of office working. </li></ul><ul><li>Muddle makes work and wastes time. Strive for good order in your office. </li></ul><ul><li>Utilise all resources fully. </li></ul><ul><li>Handle telephone properly. Don’t let it become a nuisance. </li></ul><ul><li>To the extent possible, handle a piece of paper only once. </li></ul>
    28. 29. <ul><li>Clarity, simplicity and conciseness are essentials of good writing. </li></ul><ul><li>Think, List and then Arrange. </li></ul><ul><li>Do not cover too many subjects in one letter. </li></ul><ul><li>Strive to write one page letters. These are more digestible. </li></ul>
    29. 30. <ul><li>Time can be wasted imperceptibly if your work area is not organised well. Your desk should be clear of all paper except the specific job on hand. It invites you to think about one thing at a time. Concentration is a great time saver. </li></ul><ul><li>Paper work : Recommended principle is “to handle each piece of paper only once.” </li></ul><ul><li>Sort papers under : FOR ACTION/ FOR INFORMATION/ FOR READING/ FOR WASTE PAPER </li></ul><ul><li>BOTTOM DRAWER </li></ul>
    30. 31. <ul><li>Telephone is a great time-saving tool in right hands. </li></ul><ul><li>Plan your calls. </li></ul><ul><li>Set aside a period of time for making and if possible, receiving calls </li></ul><ul><li>Timing for each call. </li></ul>
    31. 32. <ul><li>Set a time limit and stick to it. </li></ul><ul><li>Set the stage in advance : You are very busy with a deadline in light. </li></ul><ul><li>With casual droppers-in, remain standing. </li></ul><ul><li>Meet in other person’s office. </li></ul><ul><li>Get visitors to the point. </li></ul><ul><li>Be ruthless with time but gracious with people. </li></ul><ul><li>Have a clock available . </li></ul><ul><li>Use a call-back system for telephone calls. </li></ul>
    32. 33. <ul><li>Meetings are potential time wasters. </li></ul><ul><li>Meetings are necessary evil; distractions from one’s regular work. </li></ul><ul><li>Try to say ‘No’ to a meeting where you are not required. </li></ul><ul><li>Agenda should be definite. Every one should receive the agenda and relevant papers well in advance. </li></ul><ul><li>There should be a finishing time for meeting. </li></ul>
    33. 34. <ul><li>Do not call a meeting unless it is necessary </li></ul><ul><li>Do not call a meeting if the task can be handled by a call or by a small group through formal/ informal discussion </li></ul><ul><li>Meetings are not required to: </li></ul><ul><li>‘ Boss around’ or give ‘messages’ </li></ul><ul><li>Socialise </li></ul><ul><li>Rubber stamp decisions </li></ul><ul><li>Pass on information </li></ul><ul><li>Promote private or hidden agenda </li></ul><ul><li>Continue the habit </li></ul>
    34. 35. <ul><li>Call only those who are involved </li></ul><ul><li>Have a written agenda and circulate to all along with supporting papers </li></ul><ul><li>Do not over-pack the agenda </li></ul><ul><li>Agenda should not have ‘Any other item’ </li></ul><ul><li>Start on time </li></ul><ul><li>Stick to agenda </li></ul><ul><li>Beware of ‘Hijackers’ </li></ul>
    35. 36. <ul><li>Come prepared (with facts and figures) </li></ul><ul><li>Come on time </li></ul><ul><li>Talk to the point. Do not try to divert the discussion </li></ul><ul><li>Do not try to hijack the meeting </li></ul>
    36. 37. <ul><li>Concentration, Avoid interruptions </li></ul><ul><li>Use of committed time </li></ul><ul><li>Good Health </li></ul><ul><li>Do not let your subordinate come to you with problems unless they bring their proposed solutions. </li></ul>
    37. 38. <ul><li>Yesterday is a cancelled cheque , Tomorrow is a promisory note, Today is ready cash . Use it. </li></ul><ul><li>When feasible, delegate. </li></ul><ul><li>Don’t let paperwork pile up. </li></ul><ul><li>Do not postpone work. </li></ul><ul><li>Identify your time waster and resolve to eliminate them. </li></ul><ul><li>Add times for relaxation and recreation in your schedule. </li></ul>
    38. 39. <ul><li>Identify and make use of “up” and “down” time. </li></ul><ul><li>Learn to say “NO.” It is not a crime. </li></ul><ul><li>Make use of committed time – travel time, waiting time etc. </li></ul><ul><li>Plan the day. </li></ul><ul><li>Set goals and work towards achieving them. </li></ul><ul><li>Keep the Boss happy. </li></ul>
    39. 40. Regards Rashi Gupta

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