Spiap time managment

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Spiap time managment

  1. 1. Strategies to effectively manage your time Prof Lalit Chande WIN ++ ACADEMY www.winplusplusacademy.com www.winplusplusacademy.com
  2. 2. Benefits of time management <ul><li>Reduce stress and frustrations </li></ul><ul><li>Improves performance and job satisfaction </li></ul><ul><li>More time to enjoy life </li></ul><ul><li>Have control over your life through planning </li></ul><ul><li>Get a sense of achievement </li></ul>
  3. 3. www.winplusplusacademy.com Effective Time Management
  4. 4. 80:20 Rule <ul><li>Pareto’s Principle: </li></ul><ul><ul><li>80% of results are achieved with only 20% of the effort </li></ul></ul><ul><li>Focus your time and energy on the high impact tasks to achieve the greatest benefit possible </li></ul><ul><li>If you have achieved your expected outcome and done what needs to be done, then you may not need to do 80% of the task </li></ul><ul><li>Otherwise break the task down again working out the 20% that will bring the best results </li></ul>
  5. 5. Goal Setting <ul><li>To avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieve </li></ul><ul><li>SMART goal setting guidelines : </li></ul><ul><ul><li>Specific - Have you clearly defined your goal? </li></ul></ul><ul><ul><li>Measurable - How do you know if you are making progress? </li></ul></ul><ul><ul><li>Achievable - Is your goal really achievable? Be ambitious but honest. </li></ul></ul><ul><ul><li>Rewarding - Is your goal something you are willing to make sacrifices for? </li></ul></ul><ul><ul><li>Timely - Is your goal achievable in a meaningful timeframe? </li></ul></ul><ul><li>Write your goals down and be familiar with them </li></ul>
  6. 6. Planning <ul><li>Write down appointments, classes, and meetings on a chronological log book or chart </li></ul><ul><li>First thing in the morning, check what's ahead for the day </li></ul><ul><li>If you fail to plan, you plan to fail and you will waste a lot of precious time while failing </li></ul>“ Action without planning is the cause of every failure .” Alex MacKenzie
  7. 7. Prioritized To-Do List <ul><li>Write down all the tasks you need to complete </li></ul><ul><li>Break large tasks into their component elements </li></ul><ul><li>Allocate priorities from A (very important, or very urgent) to E (unimportant, or not at all urgent) </li></ul><ul><li>You need to differentiate between urgency and importance </li></ul><ul><li>Rewrite the list in priority order </li></ul><ul><li>Take action immediately and finish them one by one </li></ul><ul><li>This helps you to focus on the important jobs first </li></ul>
  8. 8. Urgent versus Important <ul><li>Important activities have an outcome that leads to the achievement of your goals </li></ul><ul><li>Urgent activities demand immediate attention, and are usually associated with the achievement of someone else’s goals, or with an uncomfortable problem or situation that needs to be resolved </li></ul>
  9. 9. Prioritization <ul><li>The Pickle Jar theory: </li></ul><ul><ul><li>if you start by putting stones into a pickle jar, then pebbles and then sand, you will fit more into the pickle jar than if you do it the other way round </li></ul></ul><ul><ul><li>focus on the big, important tasks </li></ul></ul><ul><ul><li>have plenty of time left over to do other less important activities as well as the things that you enjoy </li></ul></ul>
  10. 10. Top Four <ul><li>Identify your top 4 tasks for the week and for each day </li></ul><ul><li>Physically write them out, to give them a tangible form </li></ul><ul><li>Put your top four tasks in priority order </li></ul><ul><li>Complete the first one on the list before starting anything else </li></ul><ul><li>You need clear goals in your life to decide the top 4, and motivation to complete the task </li></ul>
  11. 11. Procrastination <ul><li>What is procrastination? </li></ul><ul><ul><li>Putting off things that we should be doing </li></ul></ul><ul><ul><li>Avoid high priority, challenging tasks </li></ul></ul><ul><ul><li>Seek comfort in doing tasks you know you're capable of completing </li></ul></ul><ul><li>Causes of procrastination: </li></ul><ul><ul><li>Have doubt on your skills or resources </li></ul></ul><ul><ul><li>Do not know where to begin </li></ul></ul><ul><ul><li>Waiting for “right time” or “right mood” </li></ul></ul><ul><ul><li>Underestimate the difficulty of the task </li></ul></ul><ul><ul><li>Perfectionism </li></ul></ul>
  12. 12. <ul><li>Recognize that you are procrastinating </li></ul><ul><li>Work out why you are procrastinating </li></ul><ul><li>Ways to overcome: </li></ul><ul><ul><li>Find a small part of the task you can do right now </li></ul></ul><ul><ul><li>Identify the emotion associated with doing it </li></ul></ul><ul><ul><li>Finish an incomplete </li></ul></ul><ul><ul><li>Delete it and move on </li></ul></ul><ul><ul><li>Face your fears and the risks head-on </li></ul></ul>Overcome Procrastination
  13. 13. Get organized <ul><li>Time is saved if you prepare your work environment and equipment beforehand </li></ul><ul><li>Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand </li></ul><ul><li>Having your appointments, tasks and key notes in one place </li></ul><ul><li>Helps you find information faster and also helps prevent stress </li></ul>
  14. 14. Utilize Time Gaps <ul><li>Time gaps are intervals of time free of activities </li></ul><ul><ul><li>E.g. gaps between classes, between meetings, in a queue, waiting in your car </li></ul></ul><ul><li>Discover where you are likely to experience small, wasted gaps of time </li></ul><ul><li>Utilize them to finish tasks that can fit in </li></ul><ul><li>Examples of utilizing them effectively: </li></ul><ul><ul><li>Make calls while waiting </li></ul></ul><ul><ul><li>Read up something </li></ul></ul><ul><ul><li>Prepare for the upcoming activities </li></ul></ul>
  15. 15. Using your time Twice <ul><li>Doing two activities simultaneously </li></ul><ul><li>Productivity and efficiency are not being sacrificed </li></ul><ul><li>For example: </li></ul><ul><ul><li>Read or study while using public transportation </li></ul></ul><ul><ul><li>Listen to the radio while driving </li></ul></ul><ul><ul><li>Use home exercise equipment in front of the TV </li></ul></ul>
  16. 16. Learn to say NO <ul><li>Do not say yes when you don't have the time, motivation, interest or skills to do the task </li></ul><ul><li>Say “no” to tasks that have little impact on your targets </li></ul><ul><li>Prevent stress </li></ul><ul><li>Avoid overworking </li></ul>www.winplusplusacademy.com
  17. 17. Delegation <ul><li>Assign task responsibility and authority to others </li></ul><ul><li>Delegate to the right person </li></ul><ul><li>You are still responsible for the completion of the task </li></ul><ul><li>Give objectives or expected outcome, not procedures </li></ul>www.winplusplusacademy.com
  18. 18. <ul><li>Thank you for your time </li></ul>THANKS DHANYAVAD GOD BLESS AND BLISS U ALL

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