2. Is this Workshop for You?
I don’t have time, I am busy
I cant handle as I am too much occupied
I’ll do it later, have got lots of time
Is your motto “Better late than never”
Do you wish you were more organized?
3. LEARNING OUTCOMES
Understanding Time
What is Procrastination?
Ways to Stop Procrastination
Inside The Brain of Procrastinator
Eat That Frog – TM Approach
How We Waste Each Others Time
Handling Time Robbers
How to Multiply Our Time - Video
5. TIME – A GREAT EQUALIZER
We all have same amount of time - rich or poor,
powerful or weak, the CEO or Junior Executive.
24/7/365
Think of those successful people out there!
It is the matter of Managing Ourselves!
7. DOES THAT HAPPEN TO YOU?
You set your goal of finalizing report, and
scheduled time to begin working on it at 8:45 a.m.
The hour arrives, but you don’t feel quite ready. “I
think I shall have another cup of tea/snacks first”
15 mins passed as you sip tea and stared into
space. You remember that you really should check
your account balance online.
8. More time passes. The phone rings, you talk/text for
a while. You look at your watch. It’s 10:15.“Thats not
really time to get started on the project, with staff
meeting coming up at 11am. Use dead time to check
your News notifications online. There you are.
You know just what you have to do, you know
exactly how imp it is. But you can’t get started.
DOES THAT HAPPEN TO YOU?
9. You are up against one of the most universal and
difficult of time problems;
PROCRASTINATION
OR
STATE OF INDECISION
DOES THAT HAPPEN TO YOU?
10. PROCRASTINATION
Dictionary
The habit of delaying something requiring
immediate attention.
To voluntarily delay an intended course of
action despite expecting worse-off for delay.
Why people procrastinate?
Your Excuse for
Procrastination?
11. Inside the Brain of Procrastinator
PROFESSIONAL SPEAKER – TIM URBAN
17. HOW I WASTE THEIR TIME
Not Replying Quickly To Requests
Not Giving Complete Direction/Info First Time
Not Having Information In Written Form
Not Establishing Priorities
Often Giving More Details
18. HOW THEY WASTE MY TIME
Not Proof Reading Document/Template
Asking Questions That Can Be Answered By
Subordinate/other colleague.
Being Late To Meetings/Disorganized Meetings
Asking Me To Make Decisions
20. TIME ROBBERS
A TIME ROBBER IS SOMETHING THAT KEEPS US
AWAY FROM DOING IMPORTANT THINGS
INTERNAL
Vs
EXTERNAL
21. INTERNAL TIME ROBBERS
• Ineffective Delegation
• No Daily Plan
• Inability To Say “No”
• Procrastination
• Freq. Undue Meetings
• Perfectionism
• Poor Planning Of Shopping
• Doing Jobs Other Family Members Could Do
Ineffective Delegation Multi Tasking
Freq. Meetings Inability to say NO
23. DELEGATE EFFECTIVELY
WHAT TASKS TO DELEGATE
Non Management Tasks
Non Critical - No long term impact
That boost an employee’s skills and challenges them
TASKS THAT CANT BE DELEGATED
Tasks that involve personnel issues
That are busy work – Dumping
For which employee lack basic
skills
24. DELEGATE EFFECTIVELY
WHOM TO DELEGATE
Make a list of personnel who are available
Evaluate and match competencies against tasks
to select the best person
DO DELEGATE
Set up Meeting and give complete details
•Expectations about work quality
•Instructions
•Deadlines
SUPPORT AND FEEDBACK
REWARD
25. BE ABLE TO SAY NO
USE LOGIC WHEN SAYING NO
“I’m sorry, we are already at capacity & quality will
suffer if we add more. If its more important, let’s
do it & decide what else we are going to not do…”
DONT EVER INSTANTLY SAY YES
I will get back to you shortly -leadership statement
Developing and practicing this skill is important
ELIMINATE GUILT AS AN EMOTION
Eliminate Guilt – Be Rational
26. MANAGING PERFECTIONISM
ASSIGN AN URGENCY AND A PRIORITY TO EACH TASK
Not all projects require the same level of intensity
GET STARTED
Start on whatever component you can start
SET LIMITS
When the deadline is approaching, seek feedbacks on quality.
CUT PEOPLE SOME SLACK
Watch out for colleagues’ overly critical attitude
BE REALISTIC-REMEMBER THE BIG PICTURE
Will additional work affect the
outcome?
27. MANAGING MEETINGS
CAUSES – INEFFECTIVE MEETS IS IT
ME?
POSSIBLE SOLUTIONS
Outcome of meeting is unclear Set up an agenda
Wrong participants Only invite relevant personnel
Too many meetings Compare results with time spent
Weak/No minutes Make meeting minutes
Deviations from the agenda Strong leadership
Not to start in time Schedule properly/start on time
External disturbances Allow in emergency situations only
No fixed end time, no time
limits for each of the agenda
determined in advance
Decide time limit for the meeting.
Assign time to each of the issues,
based on the importance
28. EXTERNALTIME ROBBERS
• Tel. Interruptions
• Unexpected visitors
• Lack of Authority
• Freq Meetings
• Red Tape
Red Tape
Red Tape Tel. Interruptions Frequent Meetings
30. OTHER EXT. TIME ROBBERS
CAUSES – TEL. TIME ROBBERS IS IT
ME?
POSSIBLE SOLUTIONS
Too long conversations Costly talk Vs. information
Wish to be involved in many cases Do not concern about details
CAUSES – UNEXPECTED VISITORS IS IT
ME?
POSSIBLE SOLUTIONS
My subordinate disturbs me
constantly
Decide which tasks your
assistants can carry out
without asking you questions,
or disturbing you, which can
be delayed until next meeting.
No plans for unexpected visitors Urge for appointments
People ask me to decide on issues
under responsibility of my junior. Refer to responsible person.
34. RELEVANT MATERIAL
Eat that Frog by Brian Tracy
The 7 minute solution by Allyson Lewis
https://www.udemy.com/time-management-tips-
manage-your-time-get-things-done-
dreamosa/learn/v4/t/lecture/5381828?start=0
https://hrdevelopmentinfo.com/best-time-
management-activities/
We are late for the session today– so there is a need. For example if you are instructing time management, “The one time I felt most stressed because I did not have enough time was ...” share example
