Time management


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Time management

  1. 1. TIME MANAGEMENT SKILLS Time is really the only capital that any human being has, and the only thing he can’t afford to lose
  2. 2. <ul><ul><li>AGENDA </li></ul></ul><ul><li>Understanding time and its importance </li></ul><ul><li>Analyzing time </li></ul><ul><li>Planning work </li></ul><ul><li>Ways of managing time </li></ul><ul><li>Practical Activities in managing time </li></ul><ul><li>Managing time with others </li></ul>
  3. 3. <ul><li>Managing your TIME </li></ul><ul><li>Ask yourself: </li></ul><ul><li>Do you make a to-do list? </li></ul><ul><li>Are you flexible with your plans? </li></ul><ul><li>How often do you accomplish what you plan? </li></ul><ul><li>Do you plan for things that are personally important to you? </li></ul><ul><li>Do you make plans in order to keep things in your life under control ? </li></ul><ul><li>How often are your plans hindered by interruptions ? </li></ul>
  4. 4. After this talk you will learn 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 you time Overcome stress and procrastination
  5. 5. <ul><li>What is time management? </li></ul><ul><li>The predictable control an individual can exercise over a series of events. </li></ul><ul><li>Time management is the act or process of exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity </li></ul><ul><li>Time management is the art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of generating more effective work and productivity. </li></ul>
  6. 6. <ul><li>Why Is It Important? What does “Time” (SELF) Management do for you? </li></ul><ul><li>1. &quot;The Time Famine&quot; </li></ul><ul><li>2. Bad time management = stress </li></ul><ul><li>Controlling The Demands </li></ul><ul><li>Manage the work (use time constructively). </li></ul><ul><li>Improve productivity/effectiveness (spend time on results-producing activities). </li></ul>
  7. 7. Pareto analysis This is the idea that 80% of tasks can be completed in 20% of the disposable time. The remaining 20% of tasks will take up 80% of the time. This principle is used to sort tasks into two parts. The 80-20-rule can also be applied to increase productivity: it is assumed that 80% of the productivity can be achieved by doing 20% of the tasks. Similarly, 80% of results can be attributed to 20% of activity. If productivity is the aim of time management, then these tasks should be prioritized higher. Pareto's Principle, the 80/20 Rule, should serve as a daily reminder to focus 80 percent of your time and energy on the 20 percent of you work that is really important. Don't just &quot;work smart&quot;, work smart on the right things
  8. 8. Planning for career success Step 1 – Define your Role Step 2 – Set your Monthly Goal Step 3 – Schedule your Weekly Time Step 4 – Adopt it Daily - 80/20 Step 5 – Act on it, Now!
  9. 9. Start first job or apprentice Work in a company Join the company biggest customer Work in higher position Gain experience in abroad Set up and run own business Take evening classes Meet students in other line of work Apply for promotion Take management courses Chart for work life
  10. 10. Techniques for setting priorities (Working out priorities) ABC analysis A technique that has been used in business management for a long time is the categorization of large data into groups. A – Tasks that are perceived as being urgent and important, B – Tasks that are important but not urgent, C – Tasks that are neither urgent nor important. Each group is then rank-ordered in priority. ABC analysis can incorporate more than three groups.
  11. 11. Time Management Matrix URGENT NOT URGENT IMPORTANT <ul><li>Crises </li></ul><ul><li>Deadline-driven projects </li></ul><ul><li>Pressing problems </li></ul><ul><li>Planning </li></ul><ul><li>Relationship building </li></ul><ul><li>Recognizing new opportunities </li></ul>NOT IMPORTANT <ul><li>Some mails, meetings </li></ul><ul><li>Some reports </li></ul><ul><li>Interruptions, some calls </li></ul><ul><li>Trivia </li></ul><ul><li>Some phone calls, mails </li></ul><ul><li>Time wasters </li></ul>
  12. 12. “ SMART” Goals S - Specific & Self M - Measurable A - Achievable & Positive R - Realistic & Rewarding T - Time Bound
  13. 13. <ul><li>Ways of managing time </li></ul><ul><li>Make Lists </li></ul><ul><li>Make Use of Down Time </li></ul><ul><li>Reward Yourself </li></ul><ul><li>Concentrate on One Thing </li></ul><ul><li>Avoid Procrastination at All Costs </li></ul><ul><li>Set Personal Deadlines </li></ul>
  14. 14. 7. Delegate Responsibilities 8. Set up a Long Term Planner 9. Employ a program like Rescue Time 10. Work in a Team 11. Be Careful to Avoid Burnout
  15. 15. MINOR TIME WASTERS 1. Interruptions we face during the day 2. Being a slave on the telephone 3. Unexpected/Unwanted visitors 4. Needless reports/Junk mail 5. Meetings without agenda
  16. 16. MAJOR TIME WASTERS 1. Procrastination 2. Afraid to Delegate 3. Not Wanting to Say “NO” 4. Low Self-Esteem 5. Problems With Objectives/Priorities
  17. 17. Making Instant changers Clearing the office : Keep the desk clear of everything but the current job in hand. Avoid interruptions Filtering Information : Throw away the information that you think you don’t need Holding Meetings Traveling for works
  18. 18. Paperwork : 1. Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time 2.A good file system is essential 3.Touch each piece of paper once 4. Touch each piece of email once; your inbox is not your TODO list Using technology: 1.  Using E-Mails 2. Use computer to store Information
  19. 19. <ul><li>Practical Activities of managing time </li></ul><ul><li>Keep track of your time with a spreadsheet. </li></ul><ul><li>Create a list of your 100 dreams </li></ul><ul><li>List off your core competencies </li></ul><ul><li>Add your core competencies to your spreadsheet </li></ul><ul><li>Ignore, minimize or outsource everything else </li></ul><ul><li>Spend your spare minutes doing joyful activities </li></ul><ul><li>Revisit your schedule regularly </li></ul>
  20. 20. WHAT CAN STOP YOU? Negative Thoughts Negative People Low Self-Esteem Fear of Failure Fear of Rejection / Criticism Interruptions
  21. 21. Managing time with others Communicating well Spreading Information Delegating effectively Managing colleagues Learn to delegate Focusing on objectives Sharing your skills with colleagues
  22. 22. Time is all we have and you may find one day you have less than you think … Avoid last minute cramming Plan ahead.