Time Management
Common Problem <ul><li>I am BUSY </li></ul><ul><li>I don’t have time </li></ul><ul><li>I am not happy with my life </li></...
Balance your life <ul><li>Balance in Life is important </li></ul><ul><li>Recognize each aspect of life is important </li><...
Time management : What is it? <ul><li>Doing the  Right  things and not doing things right (efficiency) </li></ul><ul><li>I...
Goals <ul><li>“ If you are not aware of the direction you are going, you will end up exactly where you are going” </li></u...
Written goals <ul><li>“ Palest Ink is better than brightest memory” </li></ul><ul><li>It is not enough to have goals in mi...
Hints to Find Goals <ul><li>What do you want to accomplish in next 5 years? </li></ul><ul><li>Long term goals </li></ul><u...
Creating TO DO Lists <ul><li>Your daily list of tasks </li></ul><ul><li>Tasks that take you towards your goals </li></ul><...
Working with TO DO Lists <ul><li>Create the list before you start the day </li></ul><ul><li>15 minutes of investment will ...
Sample TO DO List Date: 14-Feb-2006 5 min C Q1 Confirm to Srinivas about tomorrow’s plan 1 hour Q1 Update SDK Test Cases 5...
Achievements <ul><li>Achievements are not just major events that happen. </li></ul><ul><li>Make every small achievement in...
Obstacles <ul><li>Interruptions </li></ul><ul><li>Crisis Situations </li></ul><ul><li>Procrastination </li></ul><ul><li>… ...
Interruptions <ul><li>Intrusive interruptions: phone call, personal conversations </li></ul><ul><li>Non-intrusive interrup...
Crisis Situations <ul><li>Be proactive not reactive </li></ul><ul><ul><li>Being proactive is highly motivating </li></ul><...
Procrastination <ul><li>No Excuses </li></ul><ul><li>Prioritize </li></ul><ul><li>DO IT NOW </li></ul><ul><li>Understand h...
FAQ <ul><li>Can I use a computer for to-do list? </li></ul><ul><li>What about a mobile device or a personal organizer? </l...
Tips <ul><li>SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats </li></ul><ul><li>Get up 15 minutes early </li>...
My Experience <ul><li>Spent hours to list all my goals in life </li></ul><ul><li>Daily Lists made every day (95% of time) ...
Task Analysis <ul><li>TASK ANALYSIS FOR 3 MONTHS </li></ul><ul><li>Only 65-70% of planned activities were completed during...
Lessons Learned <ul><li>I have plenty of time on hand. If an activity takes average of 30 min, I have a workload of 2-3 hr...
Time Kit <ul><li>One source for everything </li></ul><ul><ul><li>Goals </li></ul></ul><ul><ul><li>Tasks </li></ul></ul><ul...
Getting Started <ul><li>Write down Goals of your life </li></ul><ul><li>Write down Goals of your life </li></ul><ul><li>Wr...
Quick Revision <ul><li>Writing down goals is the first important step </li></ul><ul><li>Break down goals to tasks </li></u...
Resources <ul><li>Books </li></ul><ul><ul><li>Stephen Covey: 7 Habits of Highly Effective People </li></ul></ul><ul><li>Ti...
Thank YOU “ If fail to Plan, you plan to fail”
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Time Management Leaders Workshop

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Time Management Leaders Workshop

  1. 1. Time Management
  2. 2. Common Problem <ul><li>I am BUSY </li></ul><ul><li>I don’t have time </li></ul><ul><li>I am not happy with my life </li></ul><ul><li>I don’t feel I have achieved anything this year </li></ul><ul><li>I don’t have control on my life </li></ul><ul><li>I wish I have more than 24 hours per day so that I can get more things done </li></ul>
  3. 3. Balance your life <ul><li>Balance in Life is important </li></ul><ul><li>Recognize each aspect of life is important </li></ul><ul><li>I am not getting enough time for family/personal life because of Work </li></ul><ul><li>80% of day is spent at work </li></ul>Family Work Health Finance
  4. 4. Time management : What is it? <ul><li>Doing the Right things and not doing things right (efficiency) </li></ul><ul><li>In control of Life, not driven by circumstances </li></ul><ul><li>Enjoying JOURNEY of life: every day of it, not a perfect day in future </li></ul><ul><li>Have right balance in wheel of life </li></ul>
  5. 5. Goals <ul><li>“ If you are not aware of the direction you are going, you will end up exactly where you are going” </li></ul><ul><li>Focusing on important areas of life: Family, Work, Health, Personal Development, Finance </li></ul><ul><li>A goal is anything you WANT to accomplish in your life. </li></ul><ul><li>If you had only 6 months live: what are the things you want to do </li></ul>
  6. 6. Written goals <ul><li>“ Palest Ink is better than brightest memory” </li></ul><ul><li>It is not enough to have goals in mind. </li></ul><ul><li>Put them down on paper </li></ul><ul><li>It is an agreement with yourself that you are aware of goals and will pursue them </li></ul>
  7. 7. Hints to Find Goals <ul><li>What do you want to accomplish in next 5 years? </li></ul><ul><li>Long term goals </li></ul><ul><li>Dreams/Ambitions </li></ul><ul><li>Work Goals </li></ul><ul><li>Professional Goals </li></ul>
  8. 8. Creating TO DO Lists <ul><li>Your daily list of tasks </li></ul><ul><li>Tasks that take you towards your goals </li></ul><ul><li>One Sheet a Day </li></ul><ul><li>Tasks with defined importance: </li></ul><ul><ul><li>Q1: important and urgent: deadlines, fire fighting </li></ul></ul><ul><ul><li>Q2: important and not urgent: Planning, Holidays </li></ul></ul><ul><ul><li>Q3: urgent and not important: Interruptions, meetings </li></ul></ul><ul><ul><li>Q4: not important and not urgent: junk mail , time wasters </li></ul></ul>
  9. 9. Working with TO DO Lists <ul><li>Create the list before you start the day </li></ul><ul><li>15 minutes of investment will help you everyday </li></ul><ul><li>End of day: Review Status </li></ul><ul><li>Status: C – Completed, T – Transferred, A – Abandoned, I – In progress </li></ul>
  10. 10. Sample TO DO List Date: 14-Feb-2006 5 min C Q1 Confirm to Srinivas about tomorrow’s plan 1 hour Q1 Update SDK Test Cases 5 min Q3 Add Slides to qaweb 45 min Q2 Collect Photos (T-1) 30 min C Q1 Prepare Slides Time needed Status Priority Task
  11. 11. Achievements <ul><li>Achievements are not just major events that happen. </li></ul><ul><li>Make every small achievement inspire you </li></ul><ul><li>Achievements at every step </li></ul><ul><ul><li>Maintain good health </li></ul></ul><ul><ul><li>Daily achievements </li></ul></ul><ul><ul><li>Weekly Achievements </li></ul></ul><ul><ul><li>Monthly Achievements </li></ul></ul><ul><ul><li>Yearly Achievements </li></ul></ul>
  12. 12. Obstacles <ul><li>Interruptions </li></ul><ul><li>Crisis Situations </li></ul><ul><li>Procrastination </li></ul><ul><li>… more </li></ul><ul><li>Overcome Obstacles with simple steps </li></ul><ul><li>Play the Game of Basketball and shoot for your goals by overcoming obstacles </li></ul>
  13. 13. Interruptions <ul><li>Intrusive interruptions: phone call, personal conversations </li></ul><ul><li>Non-intrusive interruptions: e-mail </li></ul><ul><li>Have a no-interruption periods: </li></ul><ul><ul><li>Closed door policy </li></ul></ul><ul><ul><li>Phone off the hook </li></ul></ul><ul><ul><li>Use non-intrusive interruptions </li></ul></ul><ul><ul><li>Prioritize and don’t be reactive </li></ul></ul>
  14. 14. Crisis Situations <ul><li>Be proactive not reactive </li></ul><ul><ul><li>Being proactive is highly motivating </li></ul></ul><ul><li>Maintain a crisis log </li></ul><ul><li>Prevent crisis by managing important but not urgent tasks on time </li></ul>
  15. 15. Procrastination <ul><li>No Excuses </li></ul><ul><li>Prioritize </li></ul><ul><li>DO IT NOW </li></ul><ul><li>Understand how much time it takes to do a task </li></ul><ul><li>Not all tasks take sometime. </li></ul><ul><li>Understand what and why of your procrastination tendency </li></ul><ul><li>Do not be a last minute decision taker </li></ul><ul><li>Gather information for a task in advance. </li></ul><ul><li>“… if we wait for the moment when everything, absolutely everything is ready, we shall never begin.” </li></ul>
  16. 16. FAQ <ul><li>Can I use a computer for to-do list? </li></ul><ul><li>What about a mobile device or a personal organizer? </li></ul><ul><li>How do I handle Follow up tasks? </li></ul>
  17. 17. Tips <ul><li>SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats </li></ul><ul><li>Get up 15 minutes early </li></ul><ul><li>Make time for ‘yourself’ </li></ul><ul><li>Understand your ‘effective time zone’ </li></ul><ul><li>Deal effectively with interruptions </li></ul><ul><li>Update your to do list daily </li></ul><ul><li>Do not over-schedule </li></ul><ul><li>Keep your list in sight </li></ul><ul><li>Delegate, if possible </li></ul><ul><li>Get Organized: paper, e-mail </li></ul><ul><li>Do difficult tasks first </li></ul>
  18. 18. My Experience <ul><li>Spent hours to list all my goals in life </li></ul><ul><li>Daily Lists made every day (95% of time) </li></ul><ul><li>Examples of goals </li></ul><ul><ul><li>Recurring Goals: </li></ul></ul><ul><ul><ul><li>Pay Rent </li></ul></ul></ul><ul><ul><ul><li>Pay Electricity, Ration Bills </li></ul></ul></ul><ul><ul><ul><li>Prepare Monthly Status Report </li></ul></ul></ul><ul><ul><li>Long term Goals </li></ul></ul><ul><ul><ul><li>Buy a house, Office, Start a Business </li></ul></ul></ul><ul><ul><li>Personal development </li></ul></ul><ul><ul><ul><li>Read book, Exercise </li></ul></ul></ul>
  19. 19. Task Analysis <ul><li>TASK ANALYSIS FOR 3 MONTHS </li></ul><ul><li>Only 65-70% of planned activities were completed during each month </li></ul><ul><li>20% of planned activities are transferred at least once. </li></ul><ul><li>10-12% of activities are abandoned </li></ul><ul><li>On an average I take up 4-5 activities per day in addition to work related responsibilities </li></ul>
  20. 20. Lessons Learned <ul><li>I have plenty of time on hand. If an activity takes average of 30 min, I have a workload of 2-3 hrs per day besides the daily routine tasks. There is lot of time that can be utilized effectively </li></ul><ul><li>10% of activities are 'not necessary' but I plan them because I think should do it. But not achieving them does not have an impact at all in achieving my goals. </li></ul><ul><li>20% of activities are postponed because I do not set realistic targets or I do not do enough preparation to complete the activity. </li></ul>
  21. 21. Time Kit <ul><li>One source for everything </li></ul><ul><ul><li>Goals </li></ul></ul><ul><ul><li>Tasks </li></ul></ul><ul><ul><li>Expenses </li></ul></ul><ul><ul><li>Phone Book </li></ul></ul><ul><ul><li>Ideas/Notes </li></ul></ul><ul><ul><li>Lists: Books to read, Movies to watch, checklists </li></ul></ul><ul><li>Chaos to ORGANIZED </li></ul>
  22. 22. Getting Started <ul><li>Write down Goals of your life </li></ul><ul><li>Write down Goals of your life </li></ul><ul><li>Write down Goals of your life </li></ul><ul><li>Time management is toughest course on offer and many fail. </li></ul><ul><li>Practice TO DO Lists for at least 3 months </li></ul><ul><li>Then it becomes a habit </li></ul><ul><li>Don’t give up </li></ul><ul><li>If you fail to plan, you plan to FAIL. </li></ul>
  23. 23. Quick Revision <ul><li>Writing down goals is the first important step </li></ul><ul><li>Break down goals to tasks </li></ul><ul><li>Understand your ‘most effective time zone’/’time span’ </li></ul><ul><li>Create Daily TO DO List for next 3 months </li></ul><ul><li>A Page a day works best </li></ul><ul><li>We have more time available than we ‘think’ </li></ul><ul><li>DO IT NOW </li></ul><ul><li>Make time management a ‘habit’ </li></ul><ul><li>Don’t Give up: Stay motivated </li></ul><ul><li>Achieve more in less time </li></ul>
  24. 24. Resources <ul><li>Books </li></ul><ul><ul><li>Stephen Covey: 7 Habits of Highly Effective People </li></ul></ul><ul><li>Time Management Kit </li></ul><ul><ul><li>Franklincovey Stores </li></ul></ul><ul><ul><li>Even a notebook. (A page a day) </li></ul></ul><ul><li>Internet Resources </li></ul><ul><ul><li>www.balancetime.com </li></ul></ul><ul><ul><li>www.timedoctor.com </li></ul></ul><ul><ul><li>www.franklincovey.com </li></ul></ul>
  25. 25. Thank YOU “ If fail to Plan, you plan to fail”
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