Time Management
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Time Management

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Time Management Time Management Presentation Transcript

  • Time Management for personal Sense of Achievement
  • Common Problem
    • 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 system overloads me with work. There is no time to breathe
  • Objective
    • To help you introspect and find
    • clues to improve your time management & thereby enhance effectiveness
  • Where are You 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 realise 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
  • Balance your life
    • Balance in Life is important
    • Recognize each aspect of life
    • I am not getting enough time for family/personal life because of Work
    • 80% of day is spent at work
    Family Work Health Finance
  • Time management : What is it?
    • Doing the Right things and not setting Things right
    • In control of Life, not driven by circumstances
    • Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future
    • Having right balance in wheel of life
  • Time Management
    • To get most output within given resources
    • To get time for important issues in life
    • To feel fairly satisfied , secure & on top of things
    • And thereby enjoy stress free life
  • Time Management
    • The issue is not Awareness but Action
    • The Action happens when we say
    • I can’t live with this any more.
    • I need to find an answer fast
  • Managing your Time
    • T hings to do list
    • I dentify Priority
    • M aking it happen
    • E valuate deviations
  • Impact of Attitudes
    • Believe that your area of control is large
    • Do most of the things because of reason and not mere indulgence
    • Believe that improvements are always possible and at any age
    • Have doubts rather than objections
  • Written goals
    • Am I short of time to meet my vision & mission
    • It is not enough to have goals in mind. Put them down on paper
    • It is an agreement with yourself that you are aware of goals and will pursue them
    • Be thankful to the person who reminds you of your goals
  • Creating TO DO Lists
    • Your daily list of tasks
    • Tasks that take you towards your goals
    • One Sheet a Day
    • Tasks with defined importance:
      • Q1: important and urgent: deadlines, fire fighting
      • Q2: important and not urgent: Planning, Holidays
      • Q3: urgent and not important: Interruptions, meetings
      • Q4: not important and not urgent: junk mail , time wasters
  • Working with TO DO Lists
    • 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
  • Sample TO DO List Date: 22-Apr-2004 5 min C Q1 Confirm to manager about tomorrow’s plan 1 hour A Q1 Update Cases 5 min T Q3 Add Slides to network 45 min I Q2 Collect Attendee info 30 min C Q1 Prepare Slides for PPT Time needed Status Priority Task
  • Prioritizing- Scheduling
    • 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
  • Analyzing- Planning
    • Analyze what all affected your schedules
    • Think how to reduce crises
    • Involve those who have say in your work, in your time planning
    • Keep room for flexibilities
  • Interruptions
    • Intrusive interruptions: phone call, personal conversations
    • Non-intrusive interruptions: e-mail
    • Have a no-interruption periods:
      • Closed door policy
      • Phone off the hook
      • Use non-intrusive interruptions
      • Prioritize and don’t be reactive
  • Crisis Situations
    • Be proactive not reactive
      • Being proactive is highly motivating
    • Maintain a crisis log
    • Nothing is worth being reactive
    • If you are only reactive… someone can replace you at your job
    • Prevent crisis by managing important but not urgent tasks, on time
  • Procrastination
    • “… if we wait for the moment when everything, absolutely everything is ready,
    • we shall never begin.”
    • Understand what and why of your procrastination tendency
    • Remember last time what was the gain to do it in time
    • Create micro action plan
    • Understand how much time it takes to do a task
    • Do not be a last minute decision taker
    • Gather information for a task in advance.
  • Meetings- Paperwork
    • Be bold to request absence from the meetings that are not useful to you
    • Give feedback & suggestions to improve effectiveness
    • Pre-circulate agenda if you are in charge
    • Don’t accept shoddy preparation for too long
    • Worth spending time to create filing system- soft & hard
  • Delegation- Teamwork
    • Have faith that the other person can do it
    • Convey expectations, rules & processes
    • Observe in the beginning. Correct & encourage
    • Be keen to help some one & spread interdependence
    • Be sure that you are not the weak link of the chain
  • Processes & Effectiveness
    • Process is a defined series of steps with responsibilities & guidelines
    • Try creating processes to handle repeat tasks
    • Make those involved aware of processes
    • Review processes often to improve efficiency
  • Time Kit
    • One source for everything
      • Goals
      • Tasks
      • Expenses
      • Phone Book
      • Ideas/Notes
      • Lists: Books to read, Checklists
  • Summary
    • Believe it is possible to get more out of existing time
    • Writing down goals is the first important step
    • Break down goals to tasks
    • Understand your ‘most effective time zone’
    • Create daily TO DO List for next 3 months
    • Prioritize & schedule tasks
    • Create processes on most of the tasks
    • Invest time to train someone & delegate in steps
    • Leave the habit of attending to everything that comes in front
  • Decide to be on top the situation rather than be part of the mess Wish you all the Best