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Time management-12222 1


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Time management-12222 1

  1. 1. T IME & S ELF M ANAGEMENT FOR PERSONAL SENSE OF ACHIEVEMENT H AJI M UHAMMAD J AVED National Institute of Public Administration __________________________________________ President: Employer Federation of Pakistan Chairman: Skill Development Council / Workers Employers Bilateral Council of Pakistan Ph. 091-2261898 Fax: 2570771 Cell# 0300-8584525 E-mail: [email_address]
  2. 2. Common Problem <ul><li>I am very busy. The second crisis comes in before the first has finished </li></ul><ul><li>I don’t feel I have achieved anything this year </li></ul><ul><li>I don’t have control on my life. Things pile one on top of the other </li></ul><ul><li>I wish I have more than 24 hours per day so that I can get more things done </li></ul><ul><li>The system overloads me with work. There is no time to breathe </li></ul>
  3. 3. Objective <ul><li>To help you introspect and find </li></ul><ul><li>clues to improve your time management & thereby enhance effectiveness </li></ul>
  4. 4. Balance your life <ul><li>Balance in Life is important </li></ul><ul><li>Recognize each aspect of life </li></ul><ul><li>I am not getting enough time for family/personal life because of Work </li></ul><ul><li>80% of day is spent at work </li></ul><ul><li>What about the status of most important and valuable ___ ? ___ </li></ul>Family Work Health Finance FAITH
  5. 5. Time management : What is it? <ul><li>Doing the Right things and not setting Things right </li></ul><ul><li>In control of Life, not driven by circumstances </li></ul><ul><li>Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future </li></ul><ul><li>Having right balance in wheel of life </li></ul>
  6. 6. Time Management <ul><li>To get most output within given resources </li></ul><ul><li>To get time for important issues in life </li></ul><ul><li>To feel fairly satisfied , secure & on top of things </li></ul><ul><li>And thereby enjoy stress free life </li></ul>
  7. 7. Time Management <ul><li>Time management has five main aspects: </li></ul><ul><ul><li>Planning & Goal Setting </li></ul></ul><ul><ul><li>Managing Yourself </li></ul></ul><ul><ul><li>Dealing with Other People </li></ul></ul><ul><ul><li>Your Time </li></ul></ul><ul><ul><li>Getting Results </li></ul></ul><ul><ul><li>The first 4 all interconnect and interact to generate the fifth - results </li></ul></ul>
  8. 8. Managing your Time <ul><li>T hings to do list </li></ul><ul><li>I dentify Priority </li></ul><ul><li>M aking it happen </li></ul><ul><li>E valuate deviations </li></ul>
  9. 9. Time Management Principles <ul><li>Covey identified 4 waves in time management </li></ul><ul><ul><li>1 Notes and Checklists </li></ul></ul><ul><ul><ul><ul><li>Recognition of the demands on energy & time </li></ul></ul></ul></ul><ul><ul><li>2 Calendars and appointment books </li></ul></ul><ul><ul><ul><ul><li>Scheduling with some focus on the future </li></ul></ul></ul></ul><ul><ul><li>3 Prioritization </li></ul></ul><ul><ul><ul><ul><li>Comparison of the relative worth of activities </li></ul></ul></ul></ul><ul><ul><li>4 Self management </li></ul></ul><ul><ul><ul><ul><li>Realization that time cannot be managed - it is ourselves that we have to manage! </li></ul></ul></ul></ul>
  10. 10. Spent Time Matrix Q1 Q3 Q2 Q4 Crises Deadlines Prevention Relationship Building Planning Recreation Interruptions Some Meetings Popular Activities Pleasant Activities Busy Work Time Wasters Trivia Urgent Not Urgent Important Not Important
  11. 11. Quadrant 1 <ul><li>Being in Quadrant 1 brings </li></ul><ul><ul><li>Stress </li></ul></ul><ul><ul><li>Burnout </li></ul></ul><ul><ul><li>Crises management </li></ul></ul><ul><ul><li>Firefighting </li></ul></ul><ul><ul><li>Focus on the immediate </li></ul></ul>
  12. 12. Quadrant 3 <ul><li>Being in Quadrant 3 brings </li></ul><ul><ul><li>Short term focus </li></ul></ul><ul><ul><li>Crises management </li></ul></ul><ul><ul><li>Low value on goals </li></ul></ul><ul><ul><li>Feeling of victimization / lack of control </li></ul></ul><ul><ul><li>Shallow relationships </li></ul></ul>
  13. 13. Quadrants 3 & 4 <ul><li>Cycling between Quadrants 3 & 4 brings: </li></ul><ul><ul><li>Total irresponsibility </li></ul></ul><ul><ul><li>High dependency on others for basics </li></ul></ul><ul><ul><li>Short career path in the organization </li></ul></ul>
  14. 14. Quadrant 2 <ul><li>Being in Quadrant 2 brings: </li></ul><ul><ul><li>Vision </li></ul></ul><ul><ul><li>Perspective </li></ul></ul><ul><ul><li>Balance </li></ul></ul><ul><ul><li>Discipline </li></ul></ul><ul><ul><li>Control </li></ul></ul>
  15. 15. Quadrant 2 Requirements <ul><li>The basic requirements to reach Quadrant 2 are: </li></ul><ul><li>Clear definition of organizational roles and specifically your own role </li></ul><ul><li>Selection of and focus on SMART goals </li></ul><ul><li>Development and utilization of schedules </li></ul><ul><li>The practice of daily adapting in work role </li></ul>
  16. 16. Characteristic of Quadrant 2 Person <ul><li>There are six basic criteria to allow a person to function in Quadrant 2: </li></ul><ul><ul><li>Coherence </li></ul></ul><ul><ul><li>Balance </li></ul></ul><ul><ul><li>Focus </li></ul></ul><ul><ul><li>An ability to get on with people </li></ul></ul><ul><ul><li>Flexibility </li></ul></ul><ul><ul><li>Portability </li></ul></ul>
  17. 17. Planning What is a Plan? Information & Planning Time Management Systems Goals & Time Spans Cascading The Daily Plan
  18. 18. Planning in Time Management <ul><li>Rule </li></ul><ul><li>Failing to Plan </li></ul><ul><li>is Planning to Fail </li></ul>
  19. 19. What is a Plan? <ul><li>A plan is a road map set in real time to reach an objective or set of objectives through the use of defined resources </li></ul>
  20. 20. Information & Planning <ul><li>Essential information: </li></ul><ul><li>You need to know what you have to plan </li></ul><ul><li>Once this is established </li></ul><ul><ul><li>Break the task into manageable chunks </li></ul></ul><ul><ul><li>Gauge the time required for each chunk </li></ul></ul><ul><ul><li>Schedule each chunk into a logical sequence </li></ul></ul>
  21. 21. Time Management Systems Pitfalls <ul><li>Totally dis-organized ‘system’ </li></ul><ul><ul><li>Nothing can be located when required </li></ul></ul><ul><li>Perfectly maintained system </li></ul><ul><ul><li>Too much time is spent keeping the system in perfect condition as opposed to actioning the items contained within it </li></ul></ul>
  22. 22. Time Management Systems <ul><li>Key components </li></ul><ul><ul><li>Appointments </li></ul></ul><ul><ul><li>Dated deadlines </li></ul></ul><ul><ul><li>Tasks - to do and work in progress </li></ul></ul><ul><ul><li>Ideas and notes </li></ul></ul><ul><ul><li>Key task identification </li></ul></ul><ul><ul><li>Personal information </li></ul></ul><ul><ul><li>Financial planning records </li></ul></ul><ul><ul><li>Crises log </li></ul></ul><ul><ul><li>Project log </li></ul></ul><ul><ul><li>Contact list </li></ul></ul>
  23. 23. Cascading <ul><li>Planning levels should cascade as follows: </li></ul><ul><ul><li>Yearly overview plan </li></ul></ul><ul><ul><li>Monthly Plan </li></ul></ul><ul><ul><li>Weekly Plan </li></ul></ul><ul><ul><li>Daily Plan </li></ul></ul><ul><ul><ul><li>Note that in the cascade, the time span decreases whereas the level of complexity increases </li></ul></ul></ul>
  24. 24. The Daily Plan <ul><li>The Daily Plan should cover three main areas: </li></ul><ul><ul><li>Scheduled activities for the day showing time allocated to each </li></ul></ul><ul><ul><li>Identification of key tasks for the day to allow them to be prioritized </li></ul></ul><ul><ul><li>Indication of who you need to contact during the day to allow you to complete tasks </li></ul></ul>
  25. 25. The Daily Plan <ul><li>When setting out the daily plans attention is required to the following points: </li></ul><ul><ul><li>When do you perform best, suit your bio-rhythm </li></ul></ul><ul><ul><li>Build in planning time at the start and end of the day </li></ul></ul><ul><ul><li>Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’ </li></ul></ul>
  26. 26. The Daily Plan <ul><li>Guidelines continued </li></ul><ul><ul><li>Leave room for unexpected </li></ul></ul><ul><ul><li>Don’t stack meetings back to back </li></ul></ul><ul><ul><li>Batch telephone calls </li></ul></ul><ul><ul><li>Build in quality time </li></ul></ul>
  27. 27. Summary <ul><li>Believe it is possible to get more out of existing time </li></ul><ul><li>Writing down goals is the first important step </li></ul><ul><li>Break down goals to tasks </li></ul><ul><li>Understand your ‘most effective time zone’ </li></ul><ul><li>Create daily TO DO List for next 3 months </li></ul><ul><li>Prioritize & schedule tasks </li></ul><ul><li>Create processes on most of the tasks </li></ul><ul><li>Invest time to train someone & delegate in steps </li></ul><ul><li>Leave the habit of attending to everything that comes in front </li></ul>
  28. 28. Decide to be on top the situation rather than be part of the mess Wish you all the Best