Time management presentation Free Sample

Time Management
Free Sample 25%
1

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Introduce yourself
Please Introduce yourself to the group briefly
Name
Department in which s/he works
Role
Background
An achievement your are proud of 
Have you been to previous Time Management training?
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Ground Rules

6
How Do You Feel About Time?
 A stitch in time saves nine.
 Time flies.
 Time is money.
 Why put off until tomorrow what you can do today?
 Make every moment count.
 It seems there’s either enough time or money, but never
both at once.
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If TIME is LIFE
And LIFE is TIME,
wasting time
means wasting life.

What kind of time manager are you?
I think daily planning guides are a waste of time.
My academic goals are pretty clear to me.
Leaving assignments until the last minute is big problem for me.
I organize time very well.
I wish I were more motivated.
• Yes No
• Yes No
• Yes No
• Yes No
• Yes No

Continued…
• It’s easy for me to cut short visits with people who drop by
when I’m studying.
• Visitors should feel free to see me whenever they want.
• I know which activities in my life are important and which ones
aren’t.
• I’m a perfectionist in everything I do.
• I have enough time for leisure activities.
• Yes No
• Yes No
• Yes No
• Yes No
• Yes No

Scoring
• Odd Numbered Statements 1 pt. for each YES
• Even Numbered Statements 1 pt. for each NO
• 1-2 You’re on top but can still improve
• 3-4 You’re treading water
• 5-7 Managing time well is a problem
• 8-10 You’re on the verge of chaos!

12 Time Management
It is not time which needs to be
managed;
it is ourselves.

Outlines
• Introduction
• The Value of Time
• Principles of Time Management
• Are You Efficient?
• Time Management Processes
• Scheduling And Timing

Objectives
• The course qualify the participants needs to know about time
management and how to enhance his managerial career.
• To provide the participants with the modern concepts and
techniques in time management.
• To train the participants on how to use and apply these techniques
in practice.
• To enhance the participants experience by discussing some time
management problems and how to deal with them.

Ask yourself 18 Questions
1-Do you write a to do list
every day?
2-Do you prioritize your to do
list?
3-Do you complete all the
items on the list?
4-Is your desk organized ?

Ask yourself 18 Questions:
5-Is your filing system up to date?
6-Do you finish work before
deadline?
7-Do you have up to date written
goals?

8-Do you take action daily to
achieve them?
9-Do you handle each piece of
paper once only?
10-Do you start and finish tasks
on time?

11-Do you handle interruptions
effectively?
12-Do you plan for quiet time at
work?
13-Do you plan to prevent
problems arising?
14-Are you effective at delegating?
20

Ask yourself 18 Questions
15-Are people keen to help with
delegated work?
16-Do you handle talkative callers
effectively?
17-Are you punctual?
18-Can you return to work after
interruption?
21

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What is Time?
• When we ask this question, the kinds of answers we get are,
"Time is something we measure by a calendar or clock" ,or
"Time is a measurement of activity “.
• Webster's Third New International Dictionary defines time as "a
period during which something exists or continues."
• None of these definitions.

Time is an emotion or feeling: It's
a way of looking at a moment, or
at life, that produces an emotional
state within us.

Time is completely driven by emotion
25

Time Wasters
Interruptions > telephones > unclear objectives > lack of
information > meetings> lack of priorities > procrastination > lack
of procedures on routine matters >talking too much > pet
projects > red tape > can’t say no > responsibility without
authority > junk mail > lack of planning > incomplete information
>management by crisis > failure to listen > attempting too much
at once > poor filing system > lack of feedback > staff meetings
> disorganization > paperwork > over-commitment.

The Benefits of Time Management
•You are more productive.
•You reduce your stress.
•You improve your self-esteem.
•You achieve balance in your life.
•You avoid meltdowns.
•You feel more confident in your ability to
•get things done.
•You reach your goals.

It is not time which needs to be managed;
it is ourselves.

Yesterday is History
Tomorrow’s a Mystery
But Today is a Gift
That’s Why They Call it

THERE WILL BE NEVER ENOGH TIME TO
GET EVERYTHING DONE
BUT THERE WILL ALWAYS BE ENOUGH
TIME TO GET THE MOST IMPORTANT
THINGS DONE

Time is a Non Renewable Resource
Once it is gone, it is gone.
You will never see this moment again.

If you are not early,
you are late

Stress = Bad time management

If you fail to Control the Events in
your life,
They will control You!!

If you haven’t got time to do it
right,
you don’t have time to do it wrong

If you are not early, you are late
Stress = Bad time management
“To love life is to love time.
Time is the stuff life is made of.”
If you fail to Control the Events in your life,
They will control You!!

The clock represents our commitment, appointments,
schedules, goals, activities-what we do with, and how
we manage our time. The compass represents our
vision, values, principles, mission, conscience,
direction- what we feel is important and how we lead
our lives.

Failing to Plan is Planning to Fail
• Plan each day, each
week, each quarter
• You can change your
plan….only after you
have one.

28% of Each Day
• “Interruptions by things that aren’t urgent or
important, like unnecessary e-mail messages —
and the time it takes to get back on track.”
• Study by New York Times-2013, USA

Seven Categories of Demands on Time
• Personal
• Couple
• Family
• Home
• Job
• Friends
• Community
42

The Value of Time

The CLOCK represents our commitment, appointments,
schedules, goals, activities-what we do with, and how we
manage our time. The COMPASS represents our vision,
values, principles, mission, conscience, direction- what we
feel is important and how we lead our lives.
Value of Time
44

Cultures Run by Time
The United State of America:
• Time is undoubtedly in control of the everyday live of most people.
• Time is money, most people from the united state can honestly say
that they often Feel rushed. This means that the history and the
present moment are both combined together to produce a better
tomorrow. Every second of our past and present should be invested
to accomplish this mission.
Japan:
• The Japanese lead lives that are run by time as do the Americans,
but Japanese tend to feel less rushed and frustrated with this fact
than the Americans do.

Cultures Run By Time
Europe
• In most European railway systems , a ` Delay ` is defend
as 10 – 15 minutes behind schedule , In other words ,
14 minutes behind the schedule is still counted as `on
time.
• In addition, the quality of the relationships is more
important than arriving on time.

24 hours per day
X
60 minutes per hour
X
60 seconds per minute
=
86,400 Seconds

Eighty Six Thousand Four Hundred
• Picture this:
– Each day your bank deposits $86,400 in your checking
account.
– There’s just one catch.
– You have to spend it all in one day.
– You can’t carry over any money to the next day.

Time is a Non Renewable Resource
Once it is gone, it is gone.
You will never see this moment again.
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How to Avoid Interruptions?
• How to avoid interruptions?
• Turn off the audible “New mail alert”.
• Check your mail once a hour
• say gentle “No”
• let everyone know your schedule
• organize your work area and keep it clean
• Establish Procedures—Put the information in writing and
encourage everyone to abide by it.

Case Study 2
Paula arrives at her desk at 9:00 am every business day, once her laptop is up
and running, her first act is to check her mails, “I have missed feelings about it”
she confesses, “on one hand, I look forward to updates on company activities that
concerns me directly. And I also enjoy findings message from my personal friends.
On the other hand, I dread facing the 20 or 30 emails that are either misdirected or
irreverent to me, and another 20 or 30 messages will hit my inbox before the day
is over, Worse, I have to open most of them to find out they are irrelevant. Also as
my mail box get bigger, it’s extremely hard for me to find my desired emails.

To Realize the Value of
• ONE YEAR, ask a student who failed a grade.
• ONE MONTH, ask a mother who gave birth to a premature baby.
• ONE WEEK, ask the editor of a weekly newspaper.
• ONE DAY, ask a daily wage laborer with kids to feed.
• ONE HOUR, ask the lovers who are waiting to meet.
• ONE MINUTE, ask a person who missed the train.
• ONE SECOND, ask a person who just avoided an accident.
• ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.

• Every morning in Africa a deer wakes up. It knows that it
must run faster than the fastest lion. Otherwise it will be
killed.
• Every morning in Africa the lion wakes up. It knows that
it must run faster than the slowest deer. Otherwise it will
starve.
• It does not matter if you are deer or lion but when the
sun rises it is time to run.

• Each group makes a list of items that are “important and urgent”
• Each group’ team leader selects an item that will represent that team ( to
be written on the flip chart ).
• Each team selects a member who forms a committee.
• The committee will recommend whether the Q1 items will stay in Q1 or can
be pushed to Q2.
• The rest of the groups will now be converted into two groups. One to
ensure that the issues stay in Q1. The other group to make sure that it
leaves Q1.
• The committee leader argues on each point in the flip chart and the two
groups depending on the outcome oppose or support him.
• 10 min is given for each argument and the presenter decides the outcome.
• The game will prove that we consider all activities as important and urgent
and in reality it is not.

Principles of Time
Management
55

What is Time Management?
• Time management is defined as the various
means by which people effectively use their
time and other closely related resources in
order to make the most out of it.
• Time management doesn’t “just happen” for
anyone – it is a skill that must be worked on,
and that most people find to be a life-long
challenge.
56

Time Management
• Time is life, do not waste it
• Identify major thieves of time and eject them
• Make a realistic list of things to do and act on it
• Eliminate unnecessary activities
• Memory aids such as diaries and tape recorders are useful
• Analyze how time is spent
• Never take on more than is necessary, learn to say no

Time Management
• Analyze yourself and operate within your strengths
• Get on by being organized
• Employ a program of physical and mental fitness
• Manage backlog
• Employ a schedule or planner to chart the way ahead
• Never cease striving to become more efficient and effective
• Treat each day as your last, maximize it.

Focus on Time & Resources
• For effective management of time there needs to be a reasonable
attempt made to look at the time and resources required to complete
a task:
• The quality of the outcome is directly influenced by the resources
and time constraints involved
Quality
TimeResources

Difference between Efficiency & Effectiveness:
• Efficiency: Doing something with the least
possible expenditure of resources (such as,
time, energy, etc)
• Effectiveness: Doing it well, does not
matter what it takes.
• You can be effective without being efficient,
Efficiency refers to the time and
organization put into being effective.

Analysis of Goals & Objectives
• By setting goals that relate to business performance and
conform to SMART criteria the organization will improve
productivity:
– S -- specific and well defined objectives
– M -- measurable outputs and inputs
– A -- achievable in terms of resources available
and expectations
– R -- relevant to the overall business strategy
– T -- time bound with an operational schedule

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Time management presentation Free Sample