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TIME MANAGEMENT
Did you said that……?
 By the time I complete One Urgent task, the
other one is on my head
 Sorry, I don’t have time
 Lo...
Are you Happy the way
you spend time now?
 Exercise no. 1
Need for Time Management
 Do we manage Water?
 Do we manage Money?
 Will you manage it if it is not valuable?
 Is time...
“Time is the scarcest
resource and unless it is
managed nothing else
can be managed.”
– Peter
Drucker
Objective of Time Management
 Accomplish more in less time
TIME = MONEY
Remember that
Time is Money
-Benjamin Franklin
Advice to a Young Tradesman in 1748
Pay Rs. 70 to save 35 minutes
Projected Cost in
2004 300 Crore
Actual Cost in 2009
1600 Crore
BANDRA-WORLI SEA LINK
Other Examples
 Air Tickets
 Penalty on Delayed Projects
 Cost Escalation
 Interest on Money
To Realize the Value of:

ONE YEAR, ask a student who failed a grade.
ONE MONTH, ask a mother who gave birth to a prematu...
Need for Time Management
 Value of Time
Demand and Supply
Cannot Buy or Store
 Desire to Achieve More in Life
 Impressi...
Questions
 Why Some People Have More Time Than
Others?
 Why Successful People are far Less
Stressed?
 Why some Executiv...
Answer…….
 They Manage Their Time Well
 When I will Manage My Time Well
“If you want something done,
ask a busy person to do it.”
-Lucille Bal
Can We Really Manage Time?
Is TIME real?
 Can we create it?
 Can we store it?
 Can we hold it?
TIME is Relative
 Sachin had all the time in the world to play the
ball
 So TIME is a CONVERSATION
 TIME is INETERNAL T...
So Time Management is …
Applying management
principles which help in
maximising the value of
time by including those
activ...
Manage Activities
 Analyze Current Usage
 Create a Time Log
Personal
Professional
Time Log
 Unexplained Usage
Wastage
Scattered Activities - Block of Activities
 Lion Share of Time
Time Wasters
 List Your Time Wasters
 Role Play the Time Wasters
 TV
 Avoidable Disputes
 Gossips
 Doing it Yourself
 Perfectionism
 Interruptions
Casual Visitors
Lengthy Tel Calls
...
How to say NO
 Assertiveness
 Firm
 Give Alternative
 Accept conditionally
 Think of
consequences
 Genuinely Polite
...
Time Wasters
 Attempting too much
 Indecision
 Incomplete
information
 Management by
crisis, fire fighting
Solution
 Avoid All Zero &
Negative Result
Activities
 Improve Productivity
in Already Positive
Result Activities
Do you feel …
 The more I do, the more I get
 Shifting priorities with every new task
 I have no control
 Frustration
Can I treat TIME as
INVESTMENT?
Do I Have a Strategy to invest my
time?
What is a STRATEGY
 a plan of action designed to achieve a
particular goal
 Future result of current actions
Planning & Organizing
To Do List
 List All Tasks
Prioritizing
 Perfectionism
I MUST do it MYSELF
 List the Tasks You Think Should be done by
you only
Delegating
 Be Specific
 Give detailed
instruction
 Define authority &
responsibility
 Set Deadline
 Onus of Reportin...
Urgent Vs Important
 Matrix  Body Clock
 Imp Task First
 Liking job Last
Deadlines must be DEAD much
before they arrive
 Reliance Patalganga Project – 6 months
before schedule
Efficiency
 Pass The Ring
How to increase efficiency
 Exercise
 Eat Light
 Positive Attitude
 Do more and more
 Keep Record
 Quiet Time - Medi...
The Pareto's Principle
Efficiency Vs. Effectiveness
The Perfectionist
Work seems to
expand in
proportion to time
available
Day Diary
 Provide for
Relaxation
Thinking
Buffer
 Plan Ahead
 Plan for Hobbies
 Short, Medium and
Long Term Planning
Scheduling
Nothing Ever Happens
Until You Create A Space For It To
Happen
Set Goals
 Gossips
 Efficiency
 Why we
procrastinate?
.
Activity Vs Productivity
Meetings
 Inform meeting
schedule
 Do I need to attend?
 Agenda
 Ending time
 One person at a time
 To the point
 A...
Physical Fitness
 Take Break
 Stretch Exercises
 Humor
 Enjoy Work
 Efficient
 Effective
 Less Errors – Do it
Right...
Slow is Fast
 Shave
 Speaking
 Driving
Multi Tasking
 Concentrate
 Train Sub
Conscious
Assertiveness
 Aware
 Express
 Without Hurting
 Aware
 Exercise
 Without Hurting
Feelings Rights
Clean Up
Clutters
 Objects
 Computer Files
 Locating Things
 Broken
 Incomplete
 Not used in 6
months
What is Clutter
Accepting Work
 Analyze estimated time for work assigned.
 Decide
Can definitely do.
Definitely cannot do.
Will try to d...
Interruptions
 Filter
 Schedule
 Alternates like mail
or phone
 Delegate
 Insist to come with
suggested solutions
 F...
I am busy. May I note that I need to come back to
you?
Interruptions
 Speak to the Point
 Speak Clearly and
loudly
 Jot down points in
advance/during
conversation
 Summarize...
Interruptions
 Check Periodically
 Delete
 Transfer to Folders
 Reply / Take Action
 Use Auto Reply
 Reply by
Phone/...
Handling Interruptions
 Close the Door
 Rearrange the Furniture – have lesser or no
chair
 Set Regular meeting time
 D...
Reaching in time
 Reach before time.
Gain respect.
Risk of reaching late.
 Target 30-60 minutes before Schedule
 Carry ...
Punctuality
 Gain Respect – Professional Image
 Peace of Mind
 Keep Buffer Time for delivery
Post Lunch Activity
 Collect Highest denomination notes available
with the late coming participants
Debriefing Questions
 Why did you agreed on the time limit?
 Can you refuse to pay?
 Why were you late?
 Was that task...
Ten Myths about Time
1. Myth: Time can be managed.
2. Myth: The longer or harder you work the
more you accomplish.
3. Myth...
Ten Myths about Time
6. Myth: You should try to do the most in the
least amount of time.
7. Myth: Technology will help you...
How to finish our Assignments in
time?
 Loads of work is assigned to me. The more I
do, the more is given. Where will it ...
How many of us are Chronic
Procrastinators?
%
Procrastination
 Unclear Objectives
 Lack of Team Communication
 Lethargy
 Weak Interest
 Negative Company
Reason?
 Fear of Failure
 Perfectionism
 Low Self-control
 Tendency to see the Project as a whole /
Unable to breaking...
Give Ranking
1. Interruptions
2. Insufficient Delegation
3. Clutters
4. Lack of Quiet Time
5. Unproductive Meetings
6. Pro...
Group Activity
 There are 6 tables/areas marked
 Go to the table/area of your Ranking no.1
 After the bell, move to Ran...
How Much Time Can You Save
Now?
What will you do with
this Additional Time?
Personal Action Plan
Implementation Sheet
Time management 2014
Time management 2014
Time management 2014
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Time management 2014

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Time management 2014

  1. 1. TIME MANAGEMENT
  2. 2. Did you said that……?  By the time I complete One Urgent task, the other one is on my head  Sorry, I don’t have time  Lot of work, but very little time  I wish there were more than 24 Hrs. in a day  Not today- I will do it later  Oops, I am late again!  My room is haywire.. Where to start?
  3. 3. Are you Happy the way you spend time now?  Exercise no. 1
  4. 4. Need for Time Management  Do we manage Water?  Do we manage Money?  Will you manage it if it is not valuable?  Is time valuable?  Do we want MORE in LESS?
  5. 5. “Time is the scarcest resource and unless it is managed nothing else can be managed.” – Peter Drucker
  6. 6. Objective of Time Management  Accomplish more in less time
  7. 7. TIME = MONEY Remember that Time is Money -Benjamin Franklin Advice to a Young Tradesman in 1748
  8. 8. Pay Rs. 70 to save 35 minutes Projected Cost in 2004 300 Crore Actual Cost in 2009 1600 Crore BANDRA-WORLI SEA LINK
  9. 9. Other Examples  Air Tickets  Penalty on Delayed Projects  Cost Escalation  Interest on Money
  10. 10. 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 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. Treasure every moment that you have! And treasure it more because you shared it with someone special, special enough to spend your time. And remember, time waits for no one. Yesterday is history. Tomorrow is a mystery. Today is a gift. That's why it's called the present.
  11. 11. Need for Time Management  Value of Time Demand and Supply Cannot Buy or Store  Desire to Achieve More in Life  Impression Building
  12. 12. Questions  Why Some People Have More Time Than Others?  Why Successful People are far Less Stressed?  Why some Executives have clean Tables?  Why some people always reach in Time?  When will my work get over?  When will I feel relaxed again?
  13. 13. Answer…….  They Manage Their Time Well  When I will Manage My Time Well
  14. 14. “If you want something done, ask a busy person to do it.” -Lucille Bal
  15. 15. Can We Really Manage Time?
  16. 16. Is TIME real?  Can we create it?  Can we store it?  Can we hold it?
  17. 17. TIME is Relative  Sachin had all the time in the world to play the ball  So TIME is a CONVERSATION  TIME is INETERNAL TALK / SELF TALK  For the subconscious there is no Past, Present or Future. Every thing is NOW
  18. 18. So Time Management is … Applying management principles which help in maximising the value of time by including those activities which produce positive results and rejecting those activities which either waste time or produce negative results.
  19. 19. Manage Activities  Analyze Current Usage  Create a Time Log Personal Professional
  20. 20. Time Log  Unexplained Usage Wastage Scattered Activities - Block of Activities  Lion Share of Time
  21. 21. Time Wasters  List Your Time Wasters  Role Play the Time Wasters
  22. 22.  TV  Avoidable Disputes  Gossips  Doing it Yourself  Perfectionism  Interruptions Casual Visitors Lengthy Tel Calls Email, Messenger & SMS  Meetings  Clutters  Day Dreaming
  23. 23. How to say NO  Assertiveness  Firm  Give Alternative  Accept conditionally  Think of consequences  Genuinely Polite  Permission mode  Documentation  Refer Priorities  Talk of Company’s objectives To people To Boss
  24. 24. Time Wasters  Attempting too much  Indecision  Incomplete information  Management by crisis, fire fighting
  25. 25. Solution  Avoid All Zero & Negative Result Activities  Improve Productivity in Already Positive Result Activities
  26. 26. Do you feel …  The more I do, the more I get  Shifting priorities with every new task  I have no control  Frustration
  27. 27. Can I treat TIME as INVESTMENT?
  28. 28. Do I Have a Strategy to invest my time?
  29. 29. What is a STRATEGY  a plan of action designed to achieve a particular goal  Future result of current actions
  30. 30. Planning & Organizing
  31. 31. To Do List  List All Tasks
  32. 32. Prioritizing  Perfectionism
  33. 33. I MUST do it MYSELF  List the Tasks You Think Should be done by you only
  34. 34. Delegating  Be Specific  Give detailed instruction  Define authority & responsibility  Set Deadline  Onus of Reporting  Empower
  35. 35. Urgent Vs Important  Matrix  Body Clock  Imp Task First  Liking job Last
  36. 36. Deadlines must be DEAD much before they arrive  Reliance Patalganga Project – 6 months before schedule
  37. 37. Efficiency  Pass The Ring
  38. 38. How to increase efficiency  Exercise  Eat Light  Positive Attitude  Do more and more  Keep Record  Quiet Time - Meditation
  39. 39. The Pareto's Principle
  40. 40. Efficiency Vs. Effectiveness
  41. 41. The Perfectionist Work seems to expand in proportion to time available
  42. 42. Day Diary  Provide for Relaxation Thinking Buffer  Plan Ahead  Plan for Hobbies  Short, Medium and Long Term Planning
  43. 43. Scheduling Nothing Ever Happens Until You Create A Space For It To Happen
  44. 44. Set Goals  Gossips  Efficiency  Why we procrastinate? .
  45. 45. Activity Vs Productivity
  46. 46. Meetings  Inform meeting schedule  Do I need to attend?  Agenda  Ending time  One person at a time  To the point  Avoid Arguments  Use notes and presentations  Discourage late comers  We Keep Minutes and waste Hours  Remain focused on topic  Record the meeting
  47. 47. Physical Fitness  Take Break  Stretch Exercises  Humor  Enjoy Work  Efficient  Effective  Less Errors – Do it Right First Time
  48. 48. Slow is Fast  Shave  Speaking  Driving
  49. 49. Multi Tasking  Concentrate  Train Sub Conscious
  50. 50. Assertiveness  Aware  Express  Without Hurting  Aware  Exercise  Without Hurting Feelings Rights
  51. 51. Clean Up
  52. 52. Clutters  Objects  Computer Files  Locating Things  Broken  Incomplete  Not used in 6 months What is Clutter
  53. 53. Accepting Work  Analyze estimated time for work assigned.  Decide Can definitely do. Definitely cannot do. Will try to do.  If urgent-discuss-which scheduled task be eliminated.
  54. 54. Interruptions  Filter  Schedule  Alternates like mail or phone  Delegate  Insist to come with suggested solutions  Fix Timing  Go to Their Desk  Common Meetings  Send Mail or Presentations Walk-in-Visitors Sub Ordinates
  55. 55. I am busy. May I note that I need to come back to you?
  56. 56. Interruptions  Speak to the Point  Speak Clearly and loudly  Jot down points in advance/during conversation  Summarize  Schedule Timing  Make All Calls At Once Telephone
  57. 57. Interruptions  Check Periodically  Delete  Transfer to Folders  Reply / Take Action  Use Auto Reply  Reply by Phone/SMS  Do not keep ON always  Put Busy Flag when necessary Email Messenger
  58. 58. Handling Interruptions  Close the Door  Rearrange the Furniture – have lesser or no chair  Set Regular meeting time  Delegate – ask them to meet your subordinate  Meet outside office  Be firm and have control – Have a minute? No/ Yes, but only one minute  Stand to signal end of conversation  Have planted signals
  59. 59. Reaching in time  Reach before time. Gain respect. Risk of reaching late.  Target 30-60 minutes before Schedule  Carry work on Laptop, Mobile, Reading, Audio Books
  60. 60. Punctuality  Gain Respect – Professional Image  Peace of Mind  Keep Buffer Time for delivery
  61. 61. Post Lunch Activity  Collect Highest denomination notes available with the late coming participants
  62. 62. Debriefing Questions  Why did you agreed on the time limit?  Can you refuse to pay?  Why were you late?  Was that task more important?  Was it your choice to come back in time?  Who was controlling your time?  Had you focused on your priority of attending session, would you come back in time?
  63. 63. Ten Myths about Time 1. Myth: Time can be managed. 2. Myth: The longer or harder you work the more you accomplish. 3. Myth: If you want something done right, do it yourself. 4. Myth: You aren’t supposed to enjoy work. 5. Myth: We should take pride in working hard.
  64. 64. Ten Myths about Time 6. Myth: You should try to do the most in the least amount of time. 7. Myth: Technology will help you do it better, faster. 8. Myth: Do one thing at a time. 9. Myth: Handle paper only once. 10. Myth: Get more done and you’ll be happier.
  65. 65. How to finish our Assignments in time?  Loads of work is assigned to me. The more I do, the more is given. Where will it end? Learn to say NO objectively.  Resources (Computer, Money, Time) are limited, yet a lot is expected Make optimum use of the resources. Think out of box. Delegate
  66. 66. How many of us are Chronic Procrastinators? %
  67. 67. Procrastination  Unclear Objectives  Lack of Team Communication  Lethargy  Weak Interest  Negative Company
  68. 68. Reason?  Fear of Failure  Perfectionism  Low Self-control  Tendency to see the Project as a whole / Unable to breaking them in to smaller parts  Prone to Boredom  Life is too short to worry about unimportant  Inaccurate Estimates about Task
  69. 69. Give Ranking 1. Interruptions 2. Insufficient Delegation 3. Clutters 4. Lack of Quiet Time 5. Unproductive Meetings 6. Procrastination
  70. 70. Group Activity  There are 6 tables/areas marked  Go to the table/area of your Ranking no.1  After the bell, move to Ranking no.2  After the bell, move to Ranking no. 3  Share how you will deal with the issues
  71. 71. How Much Time Can You Save Now?
  72. 72. What will you do with this Additional Time?
  73. 73. Personal Action Plan
  74. 74. Implementation Sheet

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