Timemanagemenet16 12-2009-100209134326-phpapp01


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Timemanagemenet16 12-2009-100209134326-phpapp01

  1. 1. Time Management( Managing yourself to become a leader) Peter Drucker” Time is your scarcest resource and if you cannot manage it nothing else can be managed well” Time passes in fixed rhythm and it never stops 60 secs x 60 mins x 24 hrs x 365 days per year Mans most important task is to utilise this resource well. In fact you cannot manage time, but you have to manage yourself to get the maximum out of the time available. Time passes too fast/ too slow
  2. 2. Common complaint Do not have enough time and bogged down with work. Excuses made for not talking to friends, parents, being with family, exercising, taking up exams, reading, social work is no time.
  3. 3. Analyse Time Spent Assume you live 36 years moreGetting ready 1/24 x 36years = 1 1/2 yearsTraveling 2/24 x 36 years = 3 yearsWorking 7/24 x 36years = 10 1/2 yearsSleeping 8/24 x 36 years = 12 yearsTelevision 3/24 x 36 years = 4 1/2yearsGossiping 2/24 x 36 years = 3 yearsDay dreaming 1/24 x 36 years = 1 ½ yearsTotal = 36 yearsWhat can you reduce and use it for better purpose ?
  4. 4. Analyse how you spent time write down the activities you did yesterday And day before. Can you remember all the activities you did and how much of time you used. If you can remember them and do it within 10 minutes you are a good time manager.
  5. 5. Time Wasters  Meetings for sake of having a meeting. No Meetings agenda- no time to end- unwanted discussions. Telephone Calls Long discussions- repeating the to verify same thing-  no specific message- talk again  Yours or others message is vague or not Poor clear. You need to spend more time to decipher what is in the message. Communications Fantasizing and You have no business or objective You  cannot ever achieve or take part but keep day dreaming fantasising and day dreaming Inability to say No have tosorry I need to go orstory and do You listen to the whole  cannot say I need to an urgent job
  6. 6. Time wasters Drop Ins  Good Old friends- Guys who do not have work to do come and indulge in your time Waiting for other  Irresponsible team mates do team mates not keep time and targets  Everyone comes to you for Poor delegation even for trivial things that could have done by a subordinate Procrastination  Putting off task always to the end. Do not worry we can do it later syndrome Time wasting  Internet, TV, Watching hobbies matches, politics, War and peace  Too much of friends, Too much Socializing drinking, gossiping  No plan, No objective Day dreaming nothing to do.
  7. 7. How well you manage time ?1. Do you make a list of things to do? ( Yes/No)2. Do you make a night audit of what you did?3. Do task often take longer than you anticipate?4. Can you usually estimate the time correctly without a wrist watch?5. Do you have a fairly well set schedule for rising, going to work, meals and going to bed?6. Are you punctual for work and appointments?
  8. 8. 7. Do you iron and prepare your cloths in advance?8. You do not feel panic because you have many things to do than time permits?9. You do not waste time in finding things like cell phone, keys, pens, books, files, notes etc.?10. You do not take long coffee or lunch breaks?11. You have analysed how much of time is used for regular activities such as getting ready?12. Do you read a book or listen to educational stuff on travel?
  9. 9.  13. Do you have diary or piece of paper always with you to write down something? 14. Do you take a book to read when you go to see a specialist doctor? 15. Do you plan and jot down or think and plan what to talk before you take a call? 16. You do not often use your cell phone for more than 3 minutes on incoming or out going calls?
  10. 10.  17. Are you are prompt in correspondence? 18. Do you get ready in advance with relevant data and material when you go for a meeting by reading the agenda? 19. Do you write down everything that you undertook to do in a meeting? 20. Do you prepare an agenda before a meeting? 21. Do you read the agenda before the meeting? 22. Do you get at least 30 minutes for general reading?
  11. 11.  23. Do you get at least 30 minutes to talk with your family? 24. Do you get at least 20 minutes for yourself to think/ 25. Do you exercise at least for 30 minutes
  12. 12. Steven Coveys Time quadrants Quadrant 1  Quadrant 2 Important – Urgent  Important- Not Urgent Crisis  Preparation Pressing Problems  Prevention Deadline driven  Planning projects, meetings,  Relationship exams, building presentations  Finding new opportunities  Real recreation
  13. 13.  Quadrant 3  Quadrant 4 Not important  Not important but urgent and not urgent Interruptions,  Trivia, phone calls,  Junk mail SMS, mails etc  Time wasters Pressing  Escape matters activities Many popular  Some phone activities calls
  14. 14. Keys to effective timemanagement If you need to manage time effectively, you need to have a vision, mission and objectives. Then you can have plan to achieve such goals by using the time available
  15. 15. Vision, Mission and Goal Setting forPersonnel and Professional Development
  16. 16. Developing vision, mission andgoals Do a self assessment of your self List your strengths ( rank them) List your weaknesses( rank them) Build on your strengths to overcome the weaknesses
  17. 17. My vision- Whom do I want to be ( linkthis with your profession?)My mission ( what should I be doingnow )My objectives/goals- professional,family, social, personal
  18. 18. Personal Vision, Mission, Goalsand Strategies Vision Mission Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Strategy 1 Strategy 2 strategy3
  19. 19. Personal Vision Your personal vision statement is the light shining in the darkness toward which you turn to find your way. Your personal vision statement illuminates your way Your personal vision statement guides your life. Your personal vision statement provides the direction necessary to guide the course of your days and the choices you make about your career.
  20. 20. Guidelines to write a personalvision statement1.What are the ten things you most enjoy doing? Be honest. (These are the ten things without which your weeks, months, and years would feel incomplete)
  21. 21. 2.What three things must you do every single day to feel fulfilled in your work?
  22. 22. 3.What are your five-six most important values?
  23. 23. Examples of Values ambition, competency, individuality, equality, integrity, service, responsibility, accuracy, respect, dedication, diversity, improvement, enjoyment/fun, loyalty, credibility, honesty, innovativeness, teamwork, excellence, accountability, empowerment, quality, efficiency collaboration, empathy, accomplishment, courage, wisdom, independence, security, challenge, influence, learning, compassion, friendliness, discipline/order,
  24. 24. 4. If you never had to work another day in your life, how would you spend your time instead of working?
  25. 25. 5. When your life is ending, what will you regret not doing, seeing, or achieving?
  26. 26. 6. What strengths have other people commented on about you and your accomplishments?
  27. 27. 7. What strengths do you see in yourself?
  28. 28. 8. What weaknesses have other peoplecommented on about you and what do youbelieve are your weaknesses?
  29. 29. 9. What material things that you like to have in life?
  30. 30. 10.What have been the happiest moments in your life?
  31. 31. 11. What are the things you have always dreamt of doing?
  32. 32. 12. What traits do you want to change?
  33. 33. Personnel Vision
  34. 34. Personal Vision Statement Once you have thoughtfully prepared answers to these questions and others that you identify, you are ready to craft a personal vision statement. Write in first person and make statements about the future you hope to achieve. Write the statements as if you are already making them happen in your life. Some experts recommend 50 words or less, but I would rather see you fully describe the vision you want for
  35. 35.  Keep in mind that your personal vision statement can also change over time, depending upon what is happening in your life. You will be amazed, however, at how many components remain consistent over time. However, writing them down lends power and commitment to their accomplishment.
  36. 36. Vision of great teacher To become a person who helped students to discover and maximize their true given potential To become a person who helped them to develop their leadership, social and emotional skills To become a sought after person for teaching and development of skills To become a person of integrity To become a financially independent person To become a person who shared knowledge for the common benefit.
  37. 37. Personal Vision Statement Once you have thoughtfully prepared answers to these questions and others that you identify, you are ready to craft a personal vision statement. Write in first person and make statements about the future you hope to achieve. Write the statements as if you are already making them happen in your life. Some experts recommend 50 words or less, but I would rather see you fully describe the vision you want for
  38. 38.  Keep in mind that your personal vision statement can also change over time, depending upon what is happening in your life. You will be amazed, however, at how many components remain consistent over time. However, writing them down lends power and commitment to their accomplishment.
  39. 39. Personal Mission A personal mission statement provides clarity and gives you a sense of purpose. It defines how you will live in order to see your vision Jim Rohn said, “You cannot change your destination overnight, but you can change your direction overnight.” Creating a mission statement will help you change your direction Destination = Vision Direction = mission
  40. 40.  The integration of your personal mission statement into daily and weekly planning gives you a tangible method of keeping your vision constantly before you. Personal mission statement is what you should be doing now to achieve the vision. Now write a personal mission statement
  41. 41. Mission Statement of a GreatTeacher Enhance subject knowledge and skill in the selected field of discipline Obtain recognized qualifications Get affiliated to recognized educational institutions Apply proven technologies in teaching and developing skills Be a student friendly person Get involved in finding solutions to problems of the society Have a balanced professional and family life Take care of personal health Develop spiritual life Be an intelligent consumer Respect and appreciate good qualities of other people and develop such qualities in yourself Personally lead a life centered around values of excellence, integrity, humility and trustworthiness
  42. 42.  After vision and mission are adequately formulated it is easier now to break it down to Goals which need to have measurable components. You have heard of SMART ( Goals) Objectives- and this is where it becomes handy.
  43. 43. SMARTS Make sure your goals are clear, well thought out and well defined. They need tobe Specific Measurable Achievable Results-based Time Tabled Supported
  44. 44. Personal Vision, Mission, Goalsand Strategies Vision Mission Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Strategy 1 Strategy 2 strategy3
  45. 45. Write you goals keeping in mindyour vision and mission Education Career Personal Life Family Life Social Life Spiritual Life
  46. 46. My major goals Practice Time Management immediately Continue education – Become a Degree Holder within 4 years- Pass CIMA with 3 years Build a house in Colombo within 5 years Marry before 30 years Exercise 30 minutes a day Give up smoking immediately Improve English within 2 years Become the Managing Director of the firm I work within 7 years Be involved in finding solutions to the problems of the society with immediate effect Get a job within 2 months Write an article per month to the newspapers Read 12 novels per annum
  47. 47. Develop a strategy/plan toachieve goals Dream about your vision, fantasize, imagine clearly how you will feel if you achieve your vision and plan to achieve it. Use psychological methods (such as NLP) in embedding your vision, mission and plans to your sub conscious “If you do not plan you are planning to fail” Peter Drucker Planning is an essential tool in achieving your vision Be realistic- your goals should measurable and time bound Plan should be flexible as nothing is certain. Exercise : Lets develop a Plan to become fluent in English
  48. 48.  Develop a strategy to be fluent in English within 2 years  Take up a grammar course ( taught/self)  Read newspaper everyday and somehow seriously read the editorial  Find 3 new words for vocabulary  Listen to radio or TV news attentively to learn English ( 15 minutes a day)  Write emails to a friend  Find the opportunity to speak in English with a friend or colleague for 10 minutes  Read a novel for 15 minutes a day ( at night before going to bed)
  49. 49. At least have a plan for 5 years. Break the plan into years Break it to Quarters Break it to months Break it to weeks Break it to days. Break it to hours Break it to minutes and secondsThen you will use every second to achieve your goals..
  50. 50. Take action to implement yourplan to achieve goals Meditate everyday about your goals and never let it go out of your touch or control Put the list of your goals where you can see them daily in a place in your room Use your imagination and be creative. You need to think “out of box” Be realistic and develop a positive mind Read books on successful people Develop an idea if they can do why cant I?
  51. 51.  Read books on failures and analyse where they have gone wrong Get advice and help when you need Have a good network of friends Trust yourself and your capabilities Break problems into components and handle one by one whenever possible.
  52. 52.  Achieve Your Dreams: Six Steps to Accomplish Your Goals and Resolutions Dont let your goals and resolutions fall by the wayside. Chances are that to achieve your dreams and live a life you love, those goals and resolutions are crucial Goal setting and goal achievement are easier if you follow these six steps for effective and successful goal setting and resolution accomplishment.
  53. 53.  You need to deeply desire the goal or resolution. Napoleon Hill, in his landmark book “ Think and Grow Rich”had it right. "The starting point of all achievement is desire. Keep this constantly in mind. Weak desires bring weak results, just as a small amount of fire makes a small amount of heat." So, your first step in goal setting and achieving your dreams is that youve got to really, really want to achieve the goal.
  54. 54.  Visualize yourself achieving the goal. Lee Iacocca said, "The greatest discovery of my generation is that human beings can alter their lives by altering their attitudes of mind.“ What will your achievement feel like? How will your life unfold differently as a result? If the goal is a thing, some gurus of goal setting recommend that you keep a picture of the item where you see and are reminded of it every day
  55. 55.  Make a plan for the path you need to follow to accomplish the goal. Create action steps to follow. Identify a critical path. The critical path defines the key accomplishments along the way, the most important steps that must happen for the goal to become a reality. Stephen Covey said, "All things are created twice. Theres a mental or first creation, and a physical or second creation of all things.
  56. 56.  Commit to achieving the goal by writing down the goal. Lee Iacocca said, "The discipline of writing something down is the first step toward making it happen." Write down the plan, the action steps and the critical path. Somehow, writing down the goal, the plan and a timeline sets events in motion that may not have happened otherwise. In my own life, it is as if I am making a deeper commitment to goal accomplishment. I can’t fool myself later. The written objective really was the goal.
  57. 57.  Establish times for checking your progress in your calendar system, whatever it is: a day planner, a PDA, a PDA phone or a hand written list. If you’re not making progress or dont let your optimism keep you from accomplishing your goals. No matter how positively you are thinking, you need to assess your lack of progress Take a look at all of the factors that are keeping you from accomplishing your goal and develop a plan to overcome them.
  58. 58.  Review your overall progress regularly. Make sure you are making progress. If you are not making progress, hire a coach, tap into the support of loved ones, analyze why the goal is not being met. Don’t allow the goal to just fade away. Figure out what you need to do to accomplish it. Check the prior five steps starting with an assessment of how deeply you actually want to achieve the goal.
  59. 59. You need to Develop SelfDiscipline to achieve success Reign over your self before you control anything Take your life into your grips and control it Your worst enemy is no one else but you When we are foolish we want to conquer the world but when we are wise we want to conquer ourselves
  60. 60. ENS in self Discipline Start Early Start Now Start Small
  61. 61. Start Early If you start early, you will not have a accumulation of negatives You will have a bundle of positive to cherish Your will to succeed will follow your will to prepare “ I will get ready then perhaps my chances will come” Abraham Lincon Hard work is the accumulation of easy things that you did not do when you should have done
  62. 62. Start Now Before you become a star you have to start What you are going to be tomorrow you are becoming today Action is required to get ready Positive attitudes are really actions All worthwhile men have good thoughts, ideas and intentions but few translate them to action.
  63. 63. Start Small Do not worry as you have a big plan to implement to achieve your goals and reach your vision Be mindful that before we walked we all crawled. It takes time to develop your self discipline No body can do it over night It is easier to suppress the first desire than to satisfy all that follow Let your self discipline grow and you will feel stronger day by day in taking control of your self
  64. 64. Guide lines for managing yourself toget the maximum out of the timeavailable to achieve your goals 1. Develop a fixed daily routine to do regular things. 2. Do the important jobs when you are at your best 3. Set time limits for tasks and stick to them 4. Never put off unpleasant or difficult task if they are important 5. Put off things that are not important
  65. 65.  6. Analyse interruptions and take steps to avoid them 7. Set up a quiet time and publicise it 8. Do one thing at a time 9. Plan phone calls and stick to the plan 10. keep a notebook to collect ideas in one place
  66. 66.  11. Wherever possible finish your task 12. Only take work home if you intend to do it. Arrange breaks at times when you really cannot work. 13. Learn to say “No” to other and to you. 14. Make list and cross off task when done.
  67. 67. How to make a list Make a Weekly Plan with a view of achieving your goals and daily activities Find out how many roles that you have to play in life during the week  Student/ Businessman  Family person  Citizen of the society  Member/ Official of an organisation  Person ( personal life)  Other
  68. 68. Weekly plan andappointments Dat Ti Mond Tu Wedn Thursd Frid Saturd a e a a SuRole Activity y s y yStuden t 1 6.3 2 7.3 3 8.3 4 9.3 10. 5 6 11 11. 7 8 12 12. 9 1 1 1 1.3 1 2
  69. 69. Date Mon Tu Wedn Thursd Frid Saturd e a a SuRole Activity Time s y y 1Family 2.30 1 3.00 1 3.30 1 4.00 1 4.30 1 5.00Person 1 al 5.30 2 6.00 2 6.30 2 7.00 2
  70. 70. Date Mo Wed Thurs Satur Tu n d Frid d e a a SuRole Activity Time s y ySocial 25 8.30 26 9.00 27 9.3 28 10.3spiritu a l 29 11 30 11.3
  71. 71. 31 12 32Other 33 34 35 Remarks
  72. 72.  Just write down all the activities that you have to do in each role eg. Student  Lecture 1  Lecture 2  Lecture 3  Lecture 4  Assignments  Studies  Reports  Meetings/ group work
  73. 73.  Work place Task 1 Task 2 Task 3 meetings/ Projects other
  74. 74.  Family  Call mother  Get sisters books  Contact brother  Call Uncle  Visit home  Pay electricity bill  Get some plants to grow
  75. 75.  Personal  Exercises  Reading a novel  Call girl friend/boy friend  Meditation  Going to temple/church  Finding funds for task x  Visit to doctor, priest, advisor
  76. 76.  Social  Meeting at Dayaka sabhawa/ Parish Council  Meeting at Club/union  Shramadanaya at village  Ctizens goup picket  Alumni  Other …………………
  77. 77.  Then number all the activities as it has written Then give each and every job a time in the weekly schedule Have a remarks column and use the other side of the paper to write more information for the task at hand. Do a night Audit daily to monitor the weekly plan. End of the week- transfer unfinished work to new Weekly Plan Place the used Plan in a ring file for future reference.
  78. 78. Start today You will see that you go a long way than the others who do not plan and organizes themselves Take 12 copies of the weekly plan developed by Maxwell and just do it. You will see a tremendous improvement in your day to day activities and life as a whole. It is a simple Magic Good luck - Maxwell
  79. 79. This is a presentation done by MaxwellRanasinghe to Students of the Final Yearin the Department of Marketing at theUniversity of Kelaniya. Please develop it further with your owninsight, knowledge and experience, sharewith your friends and members of yourstaff. Send comments tomaxran1@yahoo.comThe knowledge is universal, we need toshare it for the common benefit.We, Sri Lankans need a big change in thisattitudes more than any other thing.So act now and send it to many friends aspossibleGood luck …………