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Time Management Leaders Workshop

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