SlideShare a Scribd company logo
1 of 69
By
Always Late
“Remember that time is money”
Ben Franklin, 1748
By the End of the Session
You will be able to
• Clarify your goals and achieve them
• Handle people and projects that waste your time
• Be involved in better delegation
• Work more efficiently with your Boss/Advisor
• Learn specific skills and tools to save your time
• Overcome stress and Procrastination
5
Time Management
• Time management is the act of taking conscious control over the amount
of time spent on specific activities.
• You exercise time management to increase productivity, effectiveness and
efficiency.
• You practice skills and use tools and techniques to aid you when
accomplishing tasks, projects or are working toward goals and deadlines.
Why Do We Need TM?
• To save time.
• To reduce stress.
• To increase our work output.
• To have more control over our job responsibilities.
• Bad time management = stress
How To Use Time Effectively
• Effective planning.
• Setting goals and objectives.
• Setting deadlines.
• Delegation of responsibilities.
• Prioritizing activities as per their importance.
• Spending the right time on the right activity.
Poor time management
1. Constant rushing (e.g. between meetings or tasks)
2. Frequent delays (e.g. in attending meetings, meeting deadlines)
3. Low productivity, energy and motivation (e.g. ‘I can’t seem to get worked
up about anything’)
4. Frustration (e.g. ‘Oh, things just don’t move ahead)
5. Impatience (e.g. ‘where the hell is that information I’ve asked him for?’)
6. Chronic vacillation between alternatives (e.g. ‘whichever option I choose it
is going to put me at a big disadvantage. I don’t know which way to jump’)
7. Difficulty setting and achieving goals (e.g. ‘I’m not sure what is expected of
me’)
There is a time for everything
• A time to be born and a time to die, a time to plant and a time to uproot
• A time to love and a time to hate, a time for war and a time for peace
• A time to weep and a time to laugh, a time to mourn and a time to dance
• A time to tear and a time to mend, a time to be silent and a time to speak
• A time to kill and a time to heal, a time to tear down and a time to build
• A time to search and a time to give up, a time to keep and a time to throw
away
12
The Problem is Severe
By some estimates, people waste about 2 hours per day. Signs of time wasting:
• Messy desk and cluttered (or no) files
• Can’t find things
• Miss appointments, need to reschedule them late and/or unprepared for meetings
• Volunteer to do things other people should do
• Tired/unable to concentrate
Hear me Now, Believe me Later
“Being successful doesn’t make you manage
your time well.
Managing your time well makes you successful.”
13
Goals, Priorities, and Planning
• Why am I doing this?
• What is the goal?
• Why will I succeed?
• What happens if I chose not to do it?
14
15
The 80/20 Rule
• Critical few and the trivial many
• Having the courage of your convictions
• Good judgment comes from Experience
• Experiences comes from bad judgment
16
Inspiration
“If you can dream it, you can do it”
Walt Disney
• Disneyland was built in 366 days, from ground-breaking to first day open to
the public.
17
TO DO Lists
• Break things down into small steps
• Like a child cleaning his/her room
• Do the ugliest thing first
Four Quadrants of To-Do List
19
Time Management Process
• Cost your Time.
• Making activity logs.
• Goal setting.
• Planning.
• Prioritizing.
• Scheduling.
1. Costing your Time
• Understand the true value by calculating your cost per year
• Cost per year=(salary + taxes +office space + office equipment + profit you
generate)
2. Making Activity Logs
• Make a realistic estimate of time spend during day on job orders.
• Pinpoint the critical areas.
• Finding the high yielding time of our day.
3. Goal Setting
• Setting lifetime goals help to chart your life course and your career
path.
• Breakup your lifetime goal in smaller goals.
• Make a daily To-Do list.
• Revise and update your list on daily bases and judge your
performance.
4. Planning
• Draw an action plan –A list of things that need to be done to achieve
your goals
4. Planning (Contd…)
• Failing to plan is planning to fail
• Plan Each Day, Each Week, Each Semester
• You can always change your plan, but only once you have one!
26
5. Prioritizing
• Make a To-Do List.
• Consider the value of the task before to do it-
Is it worth spending your time and company resources.
• Prioritize your task- The most important jobs should be completed first
followed by other jobs.
6. Scheduling
• Make a realistic estimate of how much you can do.
• Plan to make the best use of the available time.
• Reserve some contingency time to deal with ‘unexpected jobs’.
• Minimize stress by avoiding commitment by yourself and others.
Time Management Matrix
How To Manage Time
1. Prepare yourself first, by taking 30 minutes of your time to fix yourself
something to eat and relax.
Assign realistic priorities to each task.
How To Manage Time
2. Balance your effort.
Work on small portions every day of work that will be due by
the end of the week, starting with the most important tasks first.
How To Manage Time
3. Focus on your most productive time of day.
Some people work better in the morning, and some are more
focused in the evening.
How To Manage Time
4. Manage time in increments.
Play a game with yourself by competing against the clock. Work
in fifteen minute, half hour or hour intervals followed by a 10 minutes
How To Manage Time
5. Take a break. Clear your mind
and refresh yourself to refocus. Decide beforehand on a 5, 10 or 15
minute break and stick to that decision
How To Manage Time
6. Keep track of your progress. Cross things off the list as they are
completed.
How To Manage Time
7. Reassess the list.
Rewrite and prioritize your list on a regular basis.
How To Manage Time
8. Leave time for fun.
While there are times when we just need to power through a
large project, it's important to give yourself time to let loose
How To Manage Time
9. Sleep for 7-9 hours every night. Getting the proper amount of sleep
will help keep you alert and energetic, able to think clearly, and function
at a high level
Achieve your goals
• Be your own judge and your own motivator
• Make Time Management Your Tool For Success.
41
42
43
Fred Brooks’ Time Clocks
44
45
Using Time Journal Data
• What am I doing that doesn’t really need to be done?
• What am I doing that could be done by someone else?
• What am I doing that could be done more efficiently?
• What do I do that wastes others’ time?
46
47
Procrastination
“Procrastination is the
thief of time”
Edward Young
Night Thoughts, 1742
48
Avoiding Procrastination
• Doing things at the last minute is much more expensive than just
before the last minute
• Deadlines are really important: establish them yourself!
49
Balancing Act
“Work expands so as to fill the time available for
its completion”
Parkinson’s Law
Cyril Parkinson, 1957
50
Comfort Zones
• Identify why you aren’t enthusiastic
• Fear of embarrassment
• Fear of failure?
• Get a spine!
Quit Making Excuses…
51
Delegation
• No one is an island
• You can accomplish a lot more with help
• Most delegation in your life is from faculty to graduate student
52
53
Delegation is not dumping
• Grant authority with responsibility.
• Concrete goal, deadline, and consequences.
• Treat your people well
• Grad students and secretaries are a faculty member’s lifeline; they
should be treated well!
54
Challenge People
• People rise to the challenge: You should delegate “until they complain”
• Communication Must Be Clear: “Get it in writing” – Judge Wapner
• Give objectives, not procedures
• Tell the relative importance of this task
55
Sociology
• Beware upward delegation!
• Reinforce behavior you want repeated
• Ignorance is your friend – I do not know how to run the photocopier
or the fax machine
56
Meetings
• Average executive: > 40% of time
• Lock the door, unplug the phone
• Maximum of 1 hour
• Prepare: there must be an agenda
• 1 minute minutes: an efficient way to keep track of decisions made in a
meeting: who is responsible for what by when?
57
Technology
• “Computers are faster but they take longer”
--Janitor, UCF
• Secretaries are better than answering machines; where are the costs
& benefits of a technology?
Technology
• Laptop computer (and docking station)
• You can scavenge time & work anywhere
• At CMU, you still have internet access
• one machine in your life is the right number
• WWW; only do things once (post them)
• Google (now with image search!)
• ACM Digital Library (I haven’t been in the library in over five years)
58
Care and Feeding of Advisors
Time Management Advice
• Get a day timer or PDA
• Write things down
• When’s our next meeting?
• What’s my goal to have done by then?
• Who to turn to for help?
• Remember: advisors want results !
59
60
The Seven Habits
1. Be proactive
2. Begin with the end in mind
3. Put first things first.
4. Think win/win.
5. Seek first to be understanding, then to be understood.
6. Synergize.
7. Sharpen the saw.
Self Analysis of Time Management
1. Initially focus on activities by giving them the time and attention that their
importance and urgency requires. Like crisis, Meeting preparation, Deadline
driven projects, etc.
2. Secondary make a decision about activities if they are important but not urgent.
You may be able to spend less time on them or postpone them temporarily. But
you don’t want to forget about them. Like preparation, planning, relationship
building, true recreation, empowerment etc…
3. Third, you may decide to eliminate them because, even though they are coming
up very soon, they aren't really that important. Like some meetings,
interruptions, some phone calls etc.
4. Finally if you really are short on time, you will probably want to eliminate
activities. Like excessive TV, chatting, video games etc…
“Time is the ultimate democracy.
Rich and poor,
young and old,
male and female:
all have 24 hours in a day
7 days in a week.”
Hence let us now accentuate on effective
time management
• Realize that time management is a myth
• Find out where you are wasting time
• Create time management goals
• Implement a time management plan
• Use time management tools
• Prioritize ruthlessly
• Learn to delegate and/or outsource
• Establish routines and stick to them as much as possible
• Get in the habit of setting time limits for tasks
• Be sure your systems are organized
• Don't waste time waiting
3 D’s of Time Management
• Delete
• Defer
• Deal
Situation become odd…if you don’t manage
time…!!!
Manage your time & keep smiling…

More Related Content

What's hot

Time Management - How to Improve your Job Performance
Time Management - How to Improve your Job PerformanceTime Management - How to Improve your Job Performance
Time Management - How to Improve your Job PerformanceRoberto de Paula Lico Junior
 
Time management
Time managementTime management
Time managementArvind Rai
 
Time management by samavia
Time management by samaviaTime management by samavia
Time management by samaviasamavia munir
 
Time Management Leaders Workshop
Time Management Leaders WorkshopTime Management Leaders Workshop
Time Management Leaders Workshopzainabedi
 
23 Time Management Techniques of Insanely Busy People
23 Time Management Techniques of Insanely Busy People23 Time Management Techniques of Insanely Busy People
23 Time Management Techniques of Insanely Busy PeopleDaniel Silvestre
 
Work life balance and time management
Work life balance and time managementWork life balance and time management
Work life balance and time managementDokka Srinivasu
 
TIME MANAGEMENT
TIME MANAGEMENTTIME MANAGEMENT
TIME MANAGEMENTIan McKie
 
TIME MANAGEMENT POWERPOINT
TIME MANAGEMENT POWERPOINTTIME MANAGEMENT POWERPOINT
TIME MANAGEMENT POWERPOINTAndrew Schwartz
 
Time management for Improved Productivity
Time management for Improved ProductivityTime management for Improved Productivity
Time management for Improved ProductivityNanda Palit
 
Time management
Time management Time management
Time management Sami co
 
Effective time management
Effective time managementEffective time management
Effective time managementClara Novy
 

What's hot (20)

Time Management
Time ManagementTime Management
Time Management
 
Time Management
Time ManagementTime Management
Time Management
 
Time management hacks
Time management hacksTime management hacks
Time management hacks
 
Time Management - How to Improve your Job Performance
Time Management - How to Improve your Job PerformanceTime Management - How to Improve your Job Performance
Time Management - How to Improve your Job Performance
 
Time management
Time managementTime management
Time management
 
Time Management
Time ManagementTime Management
Time Management
 
time management
time managementtime management
time management
 
Time management by samavia
Time management by samaviaTime management by samavia
Time management by samavia
 
Time Management Leaders Workshop
Time Management Leaders WorkshopTime Management Leaders Workshop
Time Management Leaders Workshop
 
Time Management
Time ManagementTime Management
Time Management
 
23 Time Management Techniques of Insanely Busy People
23 Time Management Techniques of Insanely Busy People23 Time Management Techniques of Insanely Busy People
23 Time Management Techniques of Insanely Busy People
 
Work life balance and time management
Work life balance and time managementWork life balance and time management
Work life balance and time management
 
TIME MANAGEMENT
TIME MANAGEMENTTIME MANAGEMENT
TIME MANAGEMENT
 
TIME MANAGEMENT POWERPOINT
TIME MANAGEMENT POWERPOINTTIME MANAGEMENT POWERPOINT
TIME MANAGEMENT POWERPOINT
 
Time management for Improved Productivity
Time management for Improved ProductivityTime management for Improved Productivity
Time management for Improved Productivity
 
TIME MANAGEMENT PRESENTATION
TIME MANAGEMENT PRESENTATIONTIME MANAGEMENT PRESENTATION
TIME MANAGEMENT PRESENTATION
 
Time management
Time management Time management
Time management
 
Time management
Time managementTime management
Time management
 
Effective time management
Effective time managementEffective time management
Effective time management
 
Time Management ppt
Time Management pptTime Management ppt
Time Management ppt
 

Viewers also liked

社區承載的社會政治與經濟政策
社區承載的社會政治與經濟政策社區承載的社會政治與經濟政策
社區承載的社會政治與經濟政策Sugarmill
 
Affective teaching and effective learning
Affective teaching and effective learningAffective teaching and effective learning
Affective teaching and effective learningOzum Naz Batur
 
延平社區產業
延平社區產業延平社區產業
延平社區產業Sugarmill
 
Mayor Caldwell's Strategy Implementation Summary
Mayor Caldwell's Strategy Implementation SummaryMayor Caldwell's Strategy Implementation Summary
Mayor Caldwell's Strategy Implementation SummaryHonolulu Civil Beat
 

Viewers also liked (8)

社區承載的社會政治與經濟政策
社區承載的社會政治與經濟政策社區承載的社會政治與經濟政策
社區承載的社會政治與經濟政策
 
Affective teaching and effective learning
Affective teaching and effective learningAffective teaching and effective learning
Affective teaching and effective learning
 
VMET_Document (1)
VMET_Document (1)VMET_Document (1)
VMET_Document (1)
 
D1
D1D1
D1
 
延平社區產業
延平社區產業延平社區產業
延平社區產業
 
在地誌
在地誌在地誌
在地誌
 
Mayor Caldwell's Strategy Implementation Summary
Mayor Caldwell's Strategy Implementation SummaryMayor Caldwell's Strategy Implementation Summary
Mayor Caldwell's Strategy Implementation Summary
 
Macak otisao u hajduke
Macak otisao u hajdukeMacak otisao u hajduke
Macak otisao u hajduke
 

Similar to Time management (20)

Time management
Time managementTime management
Time management
 
Hpa,Step By Step To Success
Hpa,Step By Step To SuccessHpa,Step By Step To Success
Hpa,Step By Step To Success
 
Time Management Islamic perspective
Time Management Islamic perspectiveTime Management Islamic perspective
Time Management Islamic perspective
 
TIME MANAGEMENT
TIME MANAGEMENTTIME MANAGEMENT
TIME MANAGEMENT
 
time management by Vignesh
time management by Vigneshtime management by Vignesh
time management by Vignesh
 
business-time-management.pdf
business-time-management.pdfbusiness-time-management.pdf
business-time-management.pdf
 
Time management iti students
Time management iti studentsTime management iti students
Time management iti students
 
Time management.pptx
Time management.pptxTime management.pptx
Time management.pptx
 
Time Management
Time ManagementTime Management
Time Management
 
Time Management
Time ManagementTime Management
Time Management
 
Are you managing your time or is it managing you? Supezoo 2013
Are you managing your time or is it managing you?  Supezoo 2013Are you managing your time or is it managing you?  Supezoo 2013
Are you managing your time or is it managing you? Supezoo 2013
 
15844001.ppt
15844001.ppt15844001.ppt
15844001.ppt
 
time-management-2015.pptx
time-management-2015.pptxtime-management-2015.pptx
time-management-2015.pptx
 
Time management
Time managementTime management
Time management
 
Time management
Time managementTime management
Time management
 
Managing your Time
Managing your TimeManaging your Time
Managing your Time
 
How to-manage-your-time by Tittle
How to-manage-your-time by TittleHow to-manage-your-time by Tittle
How to-manage-your-time by Tittle
 
Time Management.pptx
Time Management.pptxTime Management.pptx
Time Management.pptx
 
Time management
Time managementTime management
Time management
 
Important of english language 2
Important of english language  2Important of english language  2
Important of english language 2
 

More from FAROOK Samath

More from FAROOK Samath (7)

Junit
JunitJunit
Junit
 
Group discussion
Group discussionGroup discussion
Group discussion
 
Coding standard
Coding standardCoding standard
Coding standard
 
Leadership skills
Leadership skillsLeadership skills
Leadership skills
 
Conference technique
Conference techniqueConference technique
Conference technique
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Java annotations
Java annotationsJava annotations
Java annotations
 

Recently uploaded

TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc
 
SALESFORCE EDUCATION CLOUD | FEXLE SERVICES
SALESFORCE EDUCATION CLOUD | FEXLE SERVICESSALESFORCE EDUCATION CLOUD | FEXLE SERVICES
SALESFORCE EDUCATION CLOUD | FEXLE SERVICESmohitsingh558521
 
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024BookNet Canada
 
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptx
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptxPasskey Providers and Enabling Portability: FIDO Paris Seminar.pptx
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptxLoriGlavin3
 
DevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenDevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenHervé Boutemy
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 3652toLead Limited
 
Digital Identity is Under Attack: FIDO Paris Seminar.pptx
Digital Identity is Under Attack: FIDO Paris Seminar.pptxDigital Identity is Under Attack: FIDO Paris Seminar.pptx
Digital Identity is Under Attack: FIDO Paris Seminar.pptxLoriGlavin3
 
Sample pptx for embedding into website for demo
Sample pptx for embedding into website for demoSample pptx for embedding into website for demo
Sample pptx for embedding into website for demoHarshalMandlekar2
 
Take control of your SAP testing with UiPath Test Suite
Take control of your SAP testing with UiPath Test SuiteTake control of your SAP testing with UiPath Test Suite
Take control of your SAP testing with UiPath Test SuiteDianaGray10
 
How AI, OpenAI, and ChatGPT impact business and software.
How AI, OpenAI, and ChatGPT impact business and software.How AI, OpenAI, and ChatGPT impact business and software.
How AI, OpenAI, and ChatGPT impact business and software.Curtis Poe
 
Gen AI in Business - Global Trends Report 2024.pdf
Gen AI in Business - Global Trends Report 2024.pdfGen AI in Business - Global Trends Report 2024.pdf
Gen AI in Business - Global Trends Report 2024.pdfAddepto
 
Developer Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLDeveloper Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLScyllaDB
 
Dev Dives: Streamline document processing with UiPath Studio Web
Dev Dives: Streamline document processing with UiPath Studio WebDev Dives: Streamline document processing with UiPath Studio Web
Dev Dives: Streamline document processing with UiPath Studio WebUiPathCommunity
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii SoldatenkoFwdays
 
DevEX - reference for building teams, processes, and platforms
DevEX - reference for building teams, processes, and platformsDevEX - reference for building teams, processes, and platforms
DevEX - reference for building teams, processes, and platformsSergiu Bodiu
 
WordPress Websites for Engineers: Elevate Your Brand
WordPress Websites for Engineers: Elevate Your BrandWordPress Websites for Engineers: Elevate Your Brand
WordPress Websites for Engineers: Elevate Your Brandgvaughan
 
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek SchlawackFwdays
 
Visualising and forecasting stocks using Dash
Visualising and forecasting stocks using DashVisualising and forecasting stocks using Dash
Visualising and forecasting stocks using Dashnarutouzumaki53779
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr BaganFwdays
 
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024BookNet Canada
 

Recently uploaded (20)

TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
 
SALESFORCE EDUCATION CLOUD | FEXLE SERVICES
SALESFORCE EDUCATION CLOUD | FEXLE SERVICESSALESFORCE EDUCATION CLOUD | FEXLE SERVICES
SALESFORCE EDUCATION CLOUD | FEXLE SERVICES
 
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
 
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptx
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptxPasskey Providers and Enabling Portability: FIDO Paris Seminar.pptx
Passkey Providers and Enabling Portability: FIDO Paris Seminar.pptx
 
DevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenDevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache Maven
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365
 
Digital Identity is Under Attack: FIDO Paris Seminar.pptx
Digital Identity is Under Attack: FIDO Paris Seminar.pptxDigital Identity is Under Attack: FIDO Paris Seminar.pptx
Digital Identity is Under Attack: FIDO Paris Seminar.pptx
 
Sample pptx for embedding into website for demo
Sample pptx for embedding into website for demoSample pptx for embedding into website for demo
Sample pptx for embedding into website for demo
 
Take control of your SAP testing with UiPath Test Suite
Take control of your SAP testing with UiPath Test SuiteTake control of your SAP testing with UiPath Test Suite
Take control of your SAP testing with UiPath Test Suite
 
How AI, OpenAI, and ChatGPT impact business and software.
How AI, OpenAI, and ChatGPT impact business and software.How AI, OpenAI, and ChatGPT impact business and software.
How AI, OpenAI, and ChatGPT impact business and software.
 
Gen AI in Business - Global Trends Report 2024.pdf
Gen AI in Business - Global Trends Report 2024.pdfGen AI in Business - Global Trends Report 2024.pdf
Gen AI in Business - Global Trends Report 2024.pdf
 
Developer Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLDeveloper Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQL
 
Dev Dives: Streamline document processing with UiPath Studio Web
Dev Dives: Streamline document processing with UiPath Studio WebDev Dives: Streamline document processing with UiPath Studio Web
Dev Dives: Streamline document processing with UiPath Studio Web
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko
 
DevEX - reference for building teams, processes, and platforms
DevEX - reference for building teams, processes, and platformsDevEX - reference for building teams, processes, and platforms
DevEX - reference for building teams, processes, and platforms
 
WordPress Websites for Engineers: Elevate Your Brand
WordPress Websites for Engineers: Elevate Your BrandWordPress Websites for Engineers: Elevate Your Brand
WordPress Websites for Engineers: Elevate Your Brand
 
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
 
Visualising and forecasting stocks using Dash
Visualising and forecasting stocks using DashVisualising and forecasting stocks using Dash
Visualising and forecasting stocks using Dash
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan
 
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
 

Time management

  • 1. By
  • 3. “Remember that time is money” Ben Franklin, 1748
  • 4.
  • 5. By the End of the Session You will be able to • Clarify your goals and achieve them • Handle people and projects that waste your time • Be involved in better delegation • Work more efficiently with your Boss/Advisor • Learn specific skills and tools to save your time • Overcome stress and Procrastination 5
  • 6. Time Management • Time management is the act of taking conscious control over the amount of time spent on specific activities. • You exercise time management to increase productivity, effectiveness and efficiency. • You practice skills and use tools and techniques to aid you when accomplishing tasks, projects or are working toward goals and deadlines.
  • 7. Why Do We Need TM? • To save time. • To reduce stress. • To increase our work output. • To have more control over our job responsibilities. • Bad time management = stress
  • 8. How To Use Time Effectively • Effective planning. • Setting goals and objectives. • Setting deadlines. • Delegation of responsibilities. • Prioritizing activities as per their importance. • Spending the right time on the right activity.
  • 9. Poor time management 1. Constant rushing (e.g. between meetings or tasks) 2. Frequent delays (e.g. in attending meetings, meeting deadlines) 3. Low productivity, energy and motivation (e.g. ‘I can’t seem to get worked up about anything’) 4. Frustration (e.g. ‘Oh, things just don’t move ahead) 5. Impatience (e.g. ‘where the hell is that information I’ve asked him for?’) 6. Chronic vacillation between alternatives (e.g. ‘whichever option I choose it is going to put me at a big disadvantage. I don’t know which way to jump’) 7. Difficulty setting and achieving goals (e.g. ‘I’m not sure what is expected of me’)
  • 10. There is a time for everything • A time to be born and a time to die, a time to plant and a time to uproot • A time to love and a time to hate, a time for war and a time for peace • A time to weep and a time to laugh, a time to mourn and a time to dance • A time to tear and a time to mend, a time to be silent and a time to speak • A time to kill and a time to heal, a time to tear down and a time to build • A time to search and a time to give up, a time to keep and a time to throw away
  • 11.
  • 12. 12 The Problem is Severe By some estimates, people waste about 2 hours per day. Signs of time wasting: • Messy desk and cluttered (or no) files • Can’t find things • Miss appointments, need to reschedule them late and/or unprepared for meetings • Volunteer to do things other people should do • Tired/unable to concentrate
  • 13. Hear me Now, Believe me Later “Being successful doesn’t make you manage your time well. Managing your time well makes you successful.” 13
  • 14. Goals, Priorities, and Planning • Why am I doing this? • What is the goal? • Why will I succeed? • What happens if I chose not to do it? 14
  • 15. 15 The 80/20 Rule • Critical few and the trivial many • Having the courage of your convictions • Good judgment comes from Experience • Experiences comes from bad judgment
  • 16. 16 Inspiration “If you can dream it, you can do it” Walt Disney • Disneyland was built in 366 days, from ground-breaking to first day open to the public.
  • 17. 17 TO DO Lists • Break things down into small steps • Like a child cleaning his/her room • Do the ugliest thing first
  • 18. Four Quadrants of To-Do List
  • 19. 19
  • 20.
  • 21. Time Management Process • Cost your Time. • Making activity logs. • Goal setting. • Planning. • Prioritizing. • Scheduling.
  • 22. 1. Costing your Time • Understand the true value by calculating your cost per year • Cost per year=(salary + taxes +office space + office equipment + profit you generate)
  • 23. 2. Making Activity Logs • Make a realistic estimate of time spend during day on job orders. • Pinpoint the critical areas. • Finding the high yielding time of our day.
  • 24. 3. Goal Setting • Setting lifetime goals help to chart your life course and your career path. • Breakup your lifetime goal in smaller goals. • Make a daily To-Do list. • Revise and update your list on daily bases and judge your performance.
  • 25. 4. Planning • Draw an action plan –A list of things that need to be done to achieve your goals
  • 26. 4. Planning (Contd…) • Failing to plan is planning to fail • Plan Each Day, Each Week, Each Semester • You can always change your plan, but only once you have one! 26
  • 27. 5. Prioritizing • Make a To-Do List. • Consider the value of the task before to do it- Is it worth spending your time and company resources. • Prioritize your task- The most important jobs should be completed first followed by other jobs.
  • 28. 6. Scheduling • Make a realistic estimate of how much you can do. • Plan to make the best use of the available time. • Reserve some contingency time to deal with ‘unexpected jobs’. • Minimize stress by avoiding commitment by yourself and others.
  • 30. How To Manage Time 1. Prepare yourself first, by taking 30 minutes of your time to fix yourself something to eat and relax. Assign realistic priorities to each task.
  • 31. How To Manage Time 2. Balance your effort. Work on small portions every day of work that will be due by the end of the week, starting with the most important tasks first.
  • 32. How To Manage Time 3. Focus on your most productive time of day. Some people work better in the morning, and some are more focused in the evening.
  • 33. How To Manage Time 4. Manage time in increments. Play a game with yourself by competing against the clock. Work in fifteen minute, half hour or hour intervals followed by a 10 minutes
  • 34. How To Manage Time 5. Take a break. Clear your mind and refresh yourself to refocus. Decide beforehand on a 5, 10 or 15 minute break and stick to that decision
  • 35. How To Manage Time 6. Keep track of your progress. Cross things off the list as they are completed.
  • 36. How To Manage Time 7. Reassess the list. Rewrite and prioritize your list on a regular basis.
  • 37. How To Manage Time 8. Leave time for fun. While there are times when we just need to power through a large project, it's important to give yourself time to let loose
  • 38. How To Manage Time 9. Sleep for 7-9 hours every night. Getting the proper amount of sleep will help keep you alert and energetic, able to think clearly, and function at a high level
  • 39. Achieve your goals • Be your own judge and your own motivator • Make Time Management Your Tool For Success.
  • 40.
  • 41. 41
  • 42. 42
  • 44. 44
  • 45. 45
  • 46. Using Time Journal Data • What am I doing that doesn’t really need to be done? • What am I doing that could be done by someone else? • What am I doing that could be done more efficiently? • What do I do that wastes others’ time? 46
  • 47. 47 Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742
  • 48. 48 Avoiding Procrastination • Doing things at the last minute is much more expensive than just before the last minute • Deadlines are really important: establish them yourself!
  • 49. 49 Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957
  • 50. 50 Comfort Zones • Identify why you aren’t enthusiastic • Fear of embarrassment • Fear of failure? • Get a spine!
  • 52. Delegation • No one is an island • You can accomplish a lot more with help • Most delegation in your life is from faculty to graduate student 52
  • 53. 53 Delegation is not dumping • Grant authority with responsibility. • Concrete goal, deadline, and consequences. • Treat your people well • Grad students and secretaries are a faculty member’s lifeline; they should be treated well!
  • 54. 54 Challenge People • People rise to the challenge: You should delegate “until they complain” • Communication Must Be Clear: “Get it in writing” – Judge Wapner • Give objectives, not procedures • Tell the relative importance of this task
  • 55. 55 Sociology • Beware upward delegation! • Reinforce behavior you want repeated • Ignorance is your friend – I do not know how to run the photocopier or the fax machine
  • 56. 56 Meetings • Average executive: > 40% of time • Lock the door, unplug the phone • Maximum of 1 hour • Prepare: there must be an agenda • 1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when?
  • 57. 57 Technology • “Computers are faster but they take longer” --Janitor, UCF • Secretaries are better than answering machines; where are the costs & benefits of a technology?
  • 58. Technology • Laptop computer (and docking station) • You can scavenge time & work anywhere • At CMU, you still have internet access • one machine in your life is the right number • WWW; only do things once (post them) • Google (now with image search!) • ACM Digital Library (I haven’t been in the library in over five years) 58
  • 59. Care and Feeding of Advisors Time Management Advice • Get a day timer or PDA • Write things down • When’s our next meeting? • What’s my goal to have done by then? • Who to turn to for help? • Remember: advisors want results ! 59
  • 60. 60 The Seven Habits 1. Be proactive 2. Begin with the end in mind 3. Put first things first. 4. Think win/win. 5. Seek first to be understanding, then to be understood. 6. Synergize. 7. Sharpen the saw.
  • 61.
  • 62. Self Analysis of Time Management 1. Initially focus on activities by giving them the time and attention that their importance and urgency requires. Like crisis, Meeting preparation, Deadline driven projects, etc. 2. Secondary make a decision about activities if they are important but not urgent. You may be able to spend less time on them or postpone them temporarily. But you don’t want to forget about them. Like preparation, planning, relationship building, true recreation, empowerment etc… 3. Third, you may decide to eliminate them because, even though they are coming up very soon, they aren't really that important. Like some meetings, interruptions, some phone calls etc. 4. Finally if you really are short on time, you will probably want to eliminate activities. Like excessive TV, chatting, video games etc…
  • 63. “Time is the ultimate democracy. Rich and poor, young and old, male and female: all have 24 hours in a day 7 days in a week.”
  • 64. Hence let us now accentuate on effective time management • Realize that time management is a myth • Find out where you are wasting time • Create time management goals • Implement a time management plan • Use time management tools • Prioritize ruthlessly • Learn to delegate and/or outsource • Establish routines and stick to them as much as possible • Get in the habit of setting time limits for tasks • Be sure your systems are organized • Don't waste time waiting
  • 65. 3 D’s of Time Management • Delete • Defer • Deal
  • 66.
  • 67. Situation become odd…if you don’t manage time…!!!
  • 68.
  • 69. Manage your time & keep smiling…