Organizational Skills for Students
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a slideshow to help students acquire organization skills about life, thoughts, time, space etc.
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Organizational Skills for Students
- 3. nagaRAJU Organizational Skills ?(Form pairs and discuss)
- 4. nagaRAJU Masai Imai and MUDA
- 5. nagaRAJU What to Organize? Organize ourselves Organize ideas Organize space Organize things Organize time
- 7. nagaRAJU From Clutter to Order Set goals with end in mind Break down and prioritize Tidy your workspace Be creative Use tools
- 8. nagaRAJU Benefits of a Checklist Sets priorities Promotes productivity Creates accountability Facilitates success Motivates Ensures consistency Relieves stress List 10 things you need to do tomorrow
- 9. nagaRAJU Design Your Schedule 1. Maintain a daily ‘to-do’ list 2. Divide large tasks into chunks 3. Categorize and prioritize 4. Schedule your appointments 5. Peg time limits 6. Eliminate personal time wasters
- 12. nagaRAJU Organizing Ideas Build an Idea Bank (Evernote, Springpad, Wunderlist) Add flesh to your ideas (mind mapping, journalizing) Prioritize and get started Withdraw ideas when necessary Continue replenishing
- 13. nagaRAJU Organizing Space Study Table Desks Drawers Bookshelves Room
- 16. nagaRAJU Importance of Time Management
- 17. nagaRAJU How Long is a Minute? • Close eyes and bow heads • When you think 60 seconds has passed, raise your hand
- 18. nagaRAJU What Happens in a Minute?
- 19. nagaRAJU Kinds of Time 1. Clock time 2. Real time Time is relative. uniform relative
- 20. nagaRAJU Time Organization What you can create, you can manage. Time is free, but time is precious.
- 22. nagaRAJU What is Management? Do Delegate Delay Delete Time saved is time earned. ? X
- 23. Obstacles Unclear Objectives Disorganization Lack of Planning Distractions Personal Commitments Inability to say NO Procrastination Indecisiveness Professional Obligations Stress & FatigueToo Many Things nagaRAJU
- 24. Strategies Set Goals Use Waiting Time Learn to Say No Audit Your Time Prioritize Stay Organized One at a Time Celebrate Success Use a Device nagaRAJU
- 26. nagaRAJU Audit Your Activities • What tasks are you performing? • How much time are you spending on each of them? • Use a device/calendar/organizer • Have a clock visibly placed before you
- 27. nagaRAJU Diagnose the Leakages 1. ? 2. ? 3. ? 4. ? 5. ?
- 29. nagaRAJU Send your comments to lionnagaraju@gmail.com This slideshow is available at www.slideshare.net/lionnagaraju www.authorstream.com/tag/lionnagaraju This slideshow is available at www.slideshare.net/lionnagaraju www.authorstream.com/tag/lionnagaraju
Editor's Notes
- The Taj hotel group had invited Mr. Masai Imai from Japan to hold a workshop for its staff. The staff were very skeptical – the hotel is doing excellent business, this person from Japan has no exposure to hotel industry – what exactly is he going to teach? But everybody gathered as planned for the workshop in the conference hall sharp at 9 am. Mr. Masai was introduced to them – a not so impressive personality, nor the English all that good; spoke as if he was first formulating each sentence in Japanese and then translating it into rather clumsy English. “Good morning! Let’s start work. I am told this is a workshop; but I see neither work nor shop. So let’s proceed where work is happening. Let’s start with the first room on the first floor.” Mr. Masai, followed by the senior management, the participants, the video camera crew trouped out of the conference room and proceeded to the destination. That happened to be the laundry room of the hotel. Mr. Masai entered the room and stood at the window, “beautiful view!” he said. The staff knew it; they need not invite a Japanese consultant to tell them this! “A room with such a beautiful view is being wasted as a laundry room. Shift the laundry to the basement and convert this into a guest room.” Aa Haa! Now nobody had ever thought about that! The manager said, “Yes, it can be done.” “Then let’s do it,” Mr. Masai said. “Yes sir, I will make a note of this and we will include it in the report on the workshop that will be prepared.” Manager “Excuse me, but there is nothing to note down in this. Let’s just do it, just now.” Mr. Masai. “Just now?” Manager “Yes, decide on a room on the ground floor/basement and shift the stuff out of this room right away. It should take a couple of hours, right?” asked Mr. Masai. “Yes.” Manager. “Let’s come back here just before lunch. By then all this stuff will have got shifted out and the room must be ready with the carpets, furniture etc. and from today you can start earning the few thousand that you charge your customers for a night.” “Ok, Sir.” The manager had no option. The next destination was the pantry. The group entered. At the entrance were two huge sinks full of plates to be washed. Mr. Masai removed his jacket and started washing the plates. “Sir, Please, what are you doing?” the manager didn’t know what to say and what to do. “Why, I am washing the plates”, Mr. Masai. “But sir, there is staff here to do that.” Manager Mr. Masai continued washing, “I think sink is for washing plates, there are stands here to keep the plates and the plates should go into the stands.” All the officials wondered – did they require a consultant to tell them this? After finishing the job, Mr. Masai asked, “How many plates do you have?’ “Plenty, so that there should never be any shortage.” answered the Manager. Mr. Masai said, “We have a word in Japanese -‘Muda’. Muda means delay, Muda means unnecessary spending. One lesson to be learned in this workshop is to avoid both. If you have plenty of plates, there will be delay in cleaning them up. The first step to correct this situation is to remove all the excess plates.” “Yes, we will say this in the report.” Manager. “No, wasting our time in writing the report is again an instance of ‘Muda’. We must pack the extra plates in a box right away and send these to whichever other section of Taj requires these. Throughout the workshop now we will find out where all we find this ‘Muda’ hidden.” And then at every spot and session, the staff eagerly awaited to find out Muda and learn how to avoid it. On the last day, Mr. Masai told a story. “A Japanese and an American, both fond of hunting, met in a jungle. They entered deep jungle and suddenly realized that they had run out of bullets. Just then they heard a lion roaring. Both started running. But the Japanese took a short break to put on his sports shoes. The American said, “What are you doing? We must first get to the car.” The Japanese responded, “No. I only have to ensure that I remain ahead of you.” All the participants engrossed in listening to the story, realized suddenly that the lion would stop after getting his victim! “The lesson is: competition in today’s world is so fierce, that it is important to stay ahead of other, even by just a couple of steps. And you have such a huge and naturally well endowed country. If you remember to curtail your production expenditure and give the best quality always, you will be miles ahead as compared to so many other countries in the world.”, concluded Mr. Masai. It is never late to learn……..
- Dividing a large task into chunks is like making a movie. Make multiple entries for schedule – alarm, schedule, reminder Use colors, symbols, markers, highlighters, stickers to organize tasks
- Here are six terrific truths about time:First: Nobody can manage time. But you can manage those things that take up your time.Second: Time is expensive. As a matter of fact, 80 percent of our day is spent on those things or those people that only bring us two percent of our results.Third: Time is perishable. It cannot be saved for later use.Fourth: Time is measurable. Everybody has the same amount of time...pauper or king. It is not how much time you have; it is how much you use.Fifth: Time is irreplaceable. We never make back time once it is gone.Sixth: Time is a priority. You have enough time for anything in the world, so long as it ranks high enough among your priorities.
- Here are six terrific truths about time:First: Nobody can manage time. But you can manage those things that take up your time.Second: Time is expensive. As a matter of fact, 80 percent of our day is spent on those things or those people that only bring us two percent of our results.Third: Time is perishable. It cannot be saved for later use.Fourth: Time is measurable. Everybody has the same amount of time...pauper or king. It is not how much time you have; it is how much you use.Fifth: Time is irreplaceable. We never make back time once it is gone.Sixth: Time is a priority. You have enough time for anything in the world, so long as it ranks high enough among your priorities.
- Here are six terrific truths about time:First: Nobody can manage time. But you can manage those things that take up your time.Second: Time is expensive. As a matter of fact, 80 percent of our day is spent on those things or those people that only bring us two percent of our results.Third: Time is perishable. It cannot be saved for later use.Fourth: Time is measurable. Everybody has the same amount of time...pauper or king. It is not how much time you have; it is how much you use.Fifth: Time is irreplaceable. We never make back time once it is gone.Sixth: Time is a priority. You have enough time for anything in the world, so long as it ranks high enough among your priorities.
- 1. Trivia, time wasters, chatting, surfing, watching cricket, oversleeping 2. Interruptions, distractions, other calls, some emails 3. Crying baby, kitchen fire, some calls, crises, emergencies 4. Thinking, Exercise, vocation, planning, relationship building, personality development, prevention
- Do – Determine from the list the things you think are most important to accomplish, and are things you should do yourself. Delegate – Remember that there are many people with skills, experience, and motivation to carry out a wide variety of tasks. Understands that real leaders do not try to accomplish everything themselves and recognizes that some things are better handled by others. Delegating not only frees up your time for other things, it ensures that resources are used wisely and that others who want to help are motivated and involved. Delay until another time – Some things can wait. The danger is delaying too many things until deadlines are near. The best policy here is to consider when things are due, how long it will take to accomplish them, and what your current workload will allow. It makes sense to delay things that are not due when you are “overburdened” and to accomplish them ahead of time when you can. Delete – If you recognize that some of your goals are not achievable or realistic, or that they are just not important, eliminate them.
- Add a commitment device – bind yourself to a task – engineer yourself Add a short term reward 26 minute do not disturb + 5 minute break structure Use both focused and diffused thinking styles
- Do you spend too much time 'Net surfing, reading email, or making personal calls?
- Do you spend too much time 'Net surfing, reading email, or making personal calls?