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Improving the Time Management Skills

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Improving the Time Management Skills

  1. 1. Improving the Time management Skills Presented by dr. b. victor ., Ph.D.
  2. 2. Objectives <ul><li>To increase awareness of your attitude toward time. </li></ul><ul><li>To learn to plan time by setting priorities. </li></ul><ul><li>To identify signs of poor time management. </li></ul><ul><li>To recognize the benefits of time management </li></ul>
  3. 3. Introduction <ul><li>Time is scarce resource. </li></ul><ul><li>It is more valuable than money as money can be earned. </li></ul>
  4. 4. In professional life one have: <ul><li>Red time = your wasted time </li></ul><ul><li>Green time = your efficiently used time </li></ul><ul><li>Good days </li></ul><ul><li>Bad days </li></ul>
  5. 5. Pickle jar theory of time management <ul><li>We need to prioritize our activities and recognize our ‘big rocks’. </li></ul><ul><li>We need to allot time in accordance with the priority. </li></ul><ul><li>Big rocks = things of first importance= takes more time </li></ul><ul><li>Smaller rocks = urgent things but not so important </li></ul><ul><li>Sand = that goes in on top of the smaller rocks and creeps all around the big rocks = activities thrust upon us from all directions and which cause a lot of upsets. </li></ul>
  6. 6. The 80/20 Rule <ul><li>We devote 20% of our time to activity that is central to our aims and 80% on activity that is of marginal importance. </li></ul>
  7. 7. Time matrix
  8. 8. Everyone has Good and Bad Times <ul><li>Find your creative/thinking time. Defend it ruthlessly, spend it usefully. </li></ul><ul><li>Find your dead time. </li></ul><ul><li>Schedule your timings. </li></ul>
  9. 9. How Do You Feel About Time? <ul><li>A stitch in time saves nine. </li></ul><ul><li>Time flies. </li></ul><ul><li>Time is money. </li></ul><ul><li>Why put off until tomorrow ? </li></ul><ul><li>Do it today ? </li></ul>
  10. 10. Why Time Management is Important <ul><li>Bad time management = stress </li></ul>
  11. 11. The Problem is Severe <ul><li>By some estimates, people waste about 2 hours per day. </li></ul><ul><li>Signs of time wasting: </li></ul><ul><ul><ul><ul><li>Messy desk </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Can’t find things </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Miss appointments, unprepared for meetings </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Volunteer to do things other people should do </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Tired/unable to concentrate </li></ul></ul></ul></ul>
  12. 12. You’ve Got enough Time! <ul><li>Time is an equal opportunity resource: everyone gets 168 hours per week </li></ul><ul><li>Time is elusive and easy to ignore </li></ul><ul><li>Time is a non-renewable resource </li></ul><ul><li>Time seems to pass at varying speeds </li></ul>
  13. 13. Personal Time management chart
  14. 14. Time Management Involves <ul><li>Knowing what your goals are </li></ul><ul><li>Deciding what your priorities are </li></ul><ul><li>Anticipating future needs and possible changes </li></ul><ul><li>Controlling your life by controlling your time </li></ul><ul><li>Making a commitment to being punctual </li></ul><ul><li>Not procrastinating </li></ul><ul><li>Carrying out your plans </li></ul>
  15. 15. Ask yourself : <ul><li>Why am I doing this? </li></ul><ul><li>What is the goal? </li></ul><ul><li>Why will I succeed? </li></ul><ul><li>What happens if I chose not to do it? </li></ul>
  16. 16. Planning <ul><li>Failing to plan is planning to fail </li></ul><ul><li>Plan Each Day, Each Week, Each Semester </li></ul><ul><li>You can always change your plan, but only once you have one ! </li></ul>
  17. 17. Setting Priorities <ul><li>My current choices actually reflect my responsibilities </li></ul><ul><li>2. Clarify what is of greatest importance to my work/ life. </li></ul>
  18. 18. ABC Priority System Section A : items that need to be done that day, Section B : items that need completion within the week, and Section C : items that need to be done within a month. B and C items move up to the A or B lists as they become more pertinent.
  19. 19. Help for Deciding What Comes Next <ul><li>Define responsibilities </li></ul><ul><li>Clarify objectives </li></ul><ul><li>Prioritize activities </li></ul><ul><li>Identify development vs. maintenance activities </li></ul><ul><li>Clarify as needed </li></ul><ul><li>Negotiate deadlines </li></ul>
  20. 20. Revise and Preview <ul><li>Immediately note all changes. </li></ul><ul><li>Preview the upcoming week making any adjustments. </li></ul><ul><li>Preview each day to further specify plans. </li></ul>
  21. 21. Symptoms of Poor Time Management <ul><li>A lack of achievement. </li></ul><ul><li>Deadlines always missed. </li></ul><ul><li>More time spent socializing at work. </li></ul><ul><li>More time on the telephone. </li></ul><ul><li>Indecisiveness leading to delayed work. </li></ul><ul><li>Constantly interrupting others and being interrupted. </li></ul>
  22. 22. Barriers to good time management <ul><li>Keeping too many things in your head </li></ul><ul><li>Doing whatever grabs your attention next </li></ul><ul><li>Doing very efficiently that which need not be done at all </li></ul><ul><li>Not spending enough time on your top priorities </li></ul><ul><li>Poor Planning </li></ul>
  23. 23. Barriers to good time management <ul><li>Working in a disorganized and distracting environment </li></ul><ul><li>Attempting to do “too much” </li></ul><ul><li>Always saying “YES” </li></ul><ul><li>Not managing your inflows </li></ul><ul><li>Confusing activity with productivity </li></ul>
  24. 24. Sticking to a schedule <ul><li>provides greater control. </li></ul><ul><li>encourages relaxation </li></ul><ul><li>saves time </li></ul><ul><li>provides freedom </li></ul><ul><li>increases flexibility </li></ul>
  25. 25. Standard time schedules Dividing time in to blocks <ul><li>Makes tasks more manageable </li></ul><ul><li>Helps you work at peak efficiency </li></ul>
  26. 26. The three-part scheduling plan <ul><li>The master schedule </li></ul><ul><li>The weekly schedule </li></ul><ul><li>The daily schedule </li></ul>
  27. 27. Using a Daily Planner <ul><li>Complete a term assignment preview. </li></ul><ul><li>Use a “week at a glance” organizer. </li></ul><ul><li>Enter in due dates and social events as soon as you can. </li></ul><ul><li>Review your calendar daily for the current week and upcoming week. </li></ul><ul><li>It just takes a moment to review your calendar and it can help relieve stress. </li></ul>
  28. 28. Two main ways to control time <ul><li>Saving it </li></ul><ul><li>Allocating it with schedules </li></ul>
  29. 29. Time Management Tips <ul><li>Learn to say no assertively. </li></ul><ul><li>Plan for rewards after an unpleasant task. </li></ul><ul><li>Plan for change; it’s inevitable. </li></ul><ul><li>Finish fully; it’s energizing & motivating. </li></ul><ul><li>Remember: Spending one minute planning saves four or five minutes in getting a task done. </li></ul>
  30. 30. Time wasters <ul><li>Telephone calls </li></ul><ul><li>Poor planning </li></ul><ul><li>Attempting to do too much </li></ul><ul><li>Drop- in visitors </li></ul><ul><li>Poor delegation </li></ul><ul><li>Personal disorganization </li></ul><ul><li>Lack of self discipline </li></ul><ul><li>Can’t say ‘no’ ! </li></ul><ul><li>Procrastination. </li></ul>
  31. 31. Using Time to Your Benefit <ul><li>Can create a sense of satisfaction. </li></ul><ul><li>Can help you to balance work and personal life. </li></ul><ul><li>Can reduce stress and improve your health. </li></ul><ul><li>Can improve your career since you will spend more time satisfying internal and external customers. </li></ul>
  32. 32. Conclusion “ If you keep doing the same old thing in the same old way, you will keep getting the same old results.”
  33. 33. Manage your time wisely.
  34. 34. Thanks a lot

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