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7. Time Management


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7. Time Management

  1. 1. Time Management Emranul Haque MIPM Assistant Manager Human Resources | IHPL December 2015 | MIDAS SAFETY Bangladesh
  2. 2. Objective  Time Management  Benefits  Obstacles  Way to overcome
  3. 3. Time Management Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.
  4. 4. Why Time Management? For many, it seems that there's just never enough time in the day to get everything done. When you know how to manage your time you gain control. Rather than busily working here, there, and everywhere (and not getting much done anywhere), effective time management helps you to choose what to work on and when.
  5. 5. Benefits of time management  Efficient  Successful  Healthy
  6. 6. Obstacles to effective time management  Unclear objectives  Disorganization  Inability to say “no”  Interruptions  More interruptions
  7. 7. Obstacles to effective time management Periods of inactivity Too many things at once Stress and fatigue All work and no play
  8. 8. What can we do?  Recognize that obstacles exist  Identify them  Employ strategies to overcome
  9. 9. Set goals  Specific  Measurable  Achievable  Realistic  Time-based
  10. 10. Goal Setting To start managing time effectively, you need to set goals. When you know where you're going, you can then figure out what exactly needs to be done, in what order. Without proper goal setting, you'll fritter your time away on a confusion of conflicting priorities. People tend to neglect goal setting because it requires time and effort. What they fail to consider is that a little time and effort put in now saves an enormous amount of time, effort and frustration in the future.
  11. 11. Prioritization Prioritizing what needs to be done is especially important. Without it, you may work very hard, but you won't be achieving the results you desire because what you are working on is not of strategic importance. Most people have a "to-do" list of some sort. The problem with many of these lists is that they are just a collection of things that need to get done. There is no rhyme or reason to the list and, because of this, the work they do is just as unstructured.
  12. 12. Managing Interruptions After Goal Setting and Prioritization it is important to know how to minimize the interruptions faced during day. There are phone calls, information requests, questions from employees and any unexpected event. Some do need to be dealt with immediately, but others need to be managed. One excellent tool that discuss how to minimize your interrupted time is The Urgent/Important Matrix. Remember, Interruption is a natural and necessary part of life. Do what you sensibly can to minimize it, but make sure you don't scare people away from interrupting you when they should.
  13. 13. Scheduling When you know your goals and priorities, you then need to know how to go about creating a schedule that keeps you on track, and protects you from stress. This means understanding the factors that affect the time you have available for work. You not only have to schedule priority tasks, you have to leave room for interruptions, and contingency time for those unexpected events that otherwise wreak chaos with your schedule. By creating a robust schedule that reflects your priorities and well as supports your personal goals, you have a winning combination:
  14. 14. Prioritize  Address the urgent  Accomplish what you can early  Attach deadlines to things you delay
  15. 15. Prioritize- 4D  Do  Delay  Delegate  Delete
  16. 16. • Not important & Not urgent • Not important but urgent • Important but not urgent • Important & Urgent DO Delay DeleteDelegate Prioritize- 4D
  17. 17. Overcoming Procrastination (Delaying Tasks) Step 1: Recognize that you're Procrastinating.  Delaying tasks and keeping for Future.  Making excuse Step 2: Work out WHY you're Procrastinating.  Unpleasant tasks.  Disorganized attitude.  Fear success than failure.  Perfectionist.  Under-developed decision making skill.
  18. 18. Overcoming Procrastination (Delaying Tasks) Step 3: Adopt Time-Efficiency Strategies Stop practicing the habit. Reward yourself. Ask someone to check on you. Get organized. Use various tools.
  19. 19. Minimizing Distractions Email.  Schedule "email" times .  Check and respond to email at "low productivity" times .  Turn emails into actions.  Keep your email program closed during important tasks. Disorganization .  Organize yourself, workplace to get mental and physical satisfaction!
  20. 20. Minimizing Distractions (Interruptions) Instant Messaging (IM).  Use in a disciplined way.  Set a time to be “Online”.  Set “Busy” status when required. Phone Calls.  Use in a professional approach.
  21. 21. Organize PC Table Task
  22. 22. Learn when to say “NO” You can’t do everything Don’t undertake things you can’t complete Remain consistent to your goals
  23. 23. Use your waiting time  On public transportation  At the doctor’s office  Waiting for your plane  On hold  When you are early
  24. 24. Concentrate on the task at hand  Focus on your goal  Tune out interruptions
  25. 25. Consider your personal prime time  Morning?  Evening?  Late night?
  26. 26. Celebrate your success
  27. 27. 10 Common Time Management Mistakes 1. Failing to Keep a To-Do List. 2. Not Setting Personal Goals. 3. Not Prioritizing. 4. Failing to Manage Distractions. 5. Procrastination. 6. Taking on too Much. 7. Thriving on "Busy“. 8. Multitasking. 9. Not Taking Breaks. 10.Ineffectively Scheduling Tasks.
  28. 28. Review – Set goals – Prioritize – Organize – Learn when to say “NO” – Use your waiting time – Concentrate on the task at hand – Consider your personal prime time – Celebrate success
  29. 29. The Big Rocks of Life
  30. 30. THANK YOU