Time management: Planing and Organising

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Time management: Planing and Organising

  1. 1. Time Management Planning and Organising Shamik Baranwal & Sadaf Tanweer
  2. 2. SOME POINTERS FOR YOU • Do you sit late most of the days ? • Do you go to office on most of the holidays ? • Do you feel that you should do all important things yourself ? • Do you carry papers home ? • Do you reach home, burnt out ? home
  3. 3. SOME POINTERS FOR YOU. Contd. C td ... • Do you feel y have not achieved ? y you • Do you suffer from “I could do better I better” syndrome ? • Do you always postpone decisions ? • Do you think you are not perfect ?
  4. 4. “I have no time !!!” “I wish there were 48 hours every day !!!” “Time is my enemy !!!” “THE BUSY MAN HAS TIME FOR EVERYTHING THE EVERYTHING” -HENRY FORD
  5. 5. TOP TIME THIEVES External Thieves • Interruptions by Telephones • Drop-in Visitors • Noise • Visual Distractions • Junk Mails • S i l Site Al Social Si Alerts
  6. 6. TOP TIME THIEVES Internal Thieves • Crisis Management • Indecision • Untidy Workplace • Disorganisation • Poor or Non Prioritisation
  7. 7. TOP TIME THIEVES Internal Thieves Contd. • Total Perfectionist Tendency y • Non Delegation g • Hesitation to say “No” y • Meeting without Agenda ee g ou ge da
  8. 8. PRIORITISATION MATRIX URGENT 3 1 NOT IMPORTANT IMPORTANT 4 2 NOT URGENT
  9. 9. HOW TO PREPARE A PRIORITISATION MATRIX Step 1 Make a to-do list (Monthly / Weekly / Daily ) Step 2 Analyse the list Step 3 p Segregate j g g jobs to be done by self and jobs to be delegated. delegated
  10. 10. DELEGATION “ Your own Time Management improves when you learn to Delegate Efficiently” Remember : • Subordinates : Not a dumping ground • Understanding what you delegate • Managers forever Learners fore er • Can’t delegate and forget g g
  11. 11. What to delegate ? • Matters that keep repeating themselves • Minor decisions most frequently made. made • Details that take the biggest portion of time. • Parts of the job that the Person is least qualified to handle. handle • Parts of the job that make the Person over specialised. • Parts of the job that make the Person under specialised.
  12. 12. DIVISION OF TIME • Biological Time •B i Business Time Ti • Social Time
  13. 13. Biological Time • Sleep •F d Food • Physical Recreation General Principles: • Treat All Days Alike • Time Saving Techniques for repetitive techniques. • Regulate daily activities
  14. 14. Business Time Major Activities in office: • Correspondence • Use of telephone • Visitors / Visits • Committees • Business / Professional Meetings / Conferences • Travelling
  15. 15. Management of Business Time General Principles: • Go to work only when you feel fit • Work in blocks for Efficient Time Management p g g y • Keep Changing / Monotony tires • Be prepared for Crisis Management • Learn the Value of Time. • Use of Modern Technology
  16. 16. Social Time • Family Ties • Social visits, parties, weddings and religious functions • Time to think and discuss • Fl d of information Flood f i f ti • How to read your daily newspaper q y y p p quickly y and meaningfully
  17. 17. SOME HANDY TIPS Good Work Habits •Work when you work and play when you play •A stitch i ti A tit h in time saves nine i •What s •What’s there in a name •Take notes Take •Share your load y
  18. 18. SOME HANDY TIPS Contd. ... Improve your aTTitUdE U Being an optimist is ideal, but even pessimists can work on their attitudes. 1. You are in a bad mood. 2. What is wrong ? 3. Is it justifiable ? 4. 4 The after effects effects. 5. What to do ? 6. You are your master.
  19. 19. SOME HANDY TIPS Getting the most of your time. • Determine your goals • Prioritize • Break-Up the projects / assignments • Fix your deadline • Make a to-do list • Review Contd. ...
  20. 20. SOME HANDY TIPS Improve your productivity • Cleanliness pays g y • Organise your files • Plan your day • Take a break • A better tomorrow Contd. ...
  21. 21. SOME HANDY TIPS Contd. ... Don’t cram your schedule 1. There’s 1 There s too much to do and too little time time. 2. There’s plenty of time, I can do that later. 3. I am busier than usual right now, so it makes sense to shift some tasks off to another time. g p g 4. Rescheduling is procrastinating. 3. Tackling the mad rush - You cannot control the passage of time but You can manage your own self.

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