Time management ppt mimi


Published on

1 Like
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide
  • If you manage your time using a To-Do List or Action Program, you should have done this already.
  • If you manage your time using a To-Do List or Action Program, you should have done this already.
  • Issues and crises, on the other hand, cannot always be foreseen or avoided. Here, the best approach is to leave some time in your schedule to handle unexpected issues and unplanned important activities. If a major crisis arises, then you'll need to reschedule other events.
  • A common source of such interruptions is from other people in your office. Sometimes it's appropriate to say "No" to people politely, or to encourage them to solve the problem themselves. Alternatively, try scheduling time when you are available, so that people know that they can interrupt you at these times .By doing this, you'll be able to concentrate on your important activities for longer periods of time.
  • Time management ppt mimi

    2. 2. SESSION OBJECTIVES• To have an understanding and importance oftime management .• Describe and appreciate the timemanagement matrix.
    3. 3. An ice breaker.• DOE- a beer a German beer• Ray - a guy who will buy a beer• Me - I have a kind of beer• Far - A longer way from beer• SO - I ‘ll have another beer• La - La la la la la beer• Tea - No thanks I’ll have a beer• Then we drink it back to beer, beer , beer , beer
    4. 4. What do you understand by time?• Time is a dimension in which events can beordered from the past through the presentinto the future and also the measure ofdurations of events and the intervals betweenthem.• Time is the only article that cannot berecycled. Time lost can never be recovered.
    5. 5. What then is time management?• Time management refers to a range ofskills, tools and techniques used to manageevents in your life in relation to time.• Time management doesn’t “just happen” foranyone – it is a skill that must be workedon, and that most people find to be a life-longchallenge.
    6. 6. Why manage time?To reduce Stress=Managing time well canprevent much of the stress we are subject to.To have a Balance=Good time habits can enableus to achieve a more balanced life, withadequate time and energy forwork, home, family, self.
    7. 7. Productivity= If you can become more effectivewith your time, you automatically increase yourproductivity.Goals= To make progress toward achieving yourpersonal and professional goals, you needavailable time. Nothing can be done whenyou’re out of time.
    8. 8. Exercise.1) List all the aspects of your life that areimportant to you in order of preference suchas family, friends etc.2) Draw a circle and give each section a title.
    9. 9. Exercise.3) Colour them out 1 to 6 according to howmuch time you spend them currently.4) How does your result in (3) match with yourpreferences list in (1).
    10. 10. 5) How is my time used?To get a more accurate estimate, you may keeptrack on how you spend your time during aweek. This will help you get a better idea of howmuch time you need to prepare for eachsubject. It will also help you identify your timewasters.
    11. 11. Time stealers(wasters).1)Procastination.The biggest time stealer of allis not decision-making but decision-avoidance.2) Telephone interruptions. The telephone isone of our greatest communication tools – but itcan also be our biggest time waster.
    12. 12. Time stealers(wasters).3) Distractions. This is very common today suchas friends, internet and what have you.
    13. 13. Tips for Effective Time Management.• Know how you spend your time. Becomingaware of how you use your time may improveyour time management skills.Set Goals:• Decide what you want to do• Take a “SMART” approach• Goals give you required direction
    14. 14. Prioritize:• Prioritize and identify what you value• Highlighting can be very helpful• Once prioritize, concentrate on those thatwould add value.
    15. 15. .Use a to do list:• Find out what is urgent and important• Put them in order of preferences• Once completed delete them from your list
    16. 16. Be Flexible:• Allow time of interruptions and distractions• Save larger block of time for priorities• Ask yourself questions and get back to yourgoal
    17. 17. Consider your Biological Time:• Find out which is the best time for you study• Are you a morning person?• A night owl?• Late Afternoon?
    18. 18. Eliminate the Urgent:• Urgent tasks have short term Consequences• Important tasks are long term and goal related• Flagging and or highlighting items areimportant• Attach deadline to each of the items
    19. 19. Conquer Procrastination:• Learn to say “NO”• Reward Yourself
    20. 20. Time Management Matrix.Otherwise called the Urgent/Important Matrix isa tool which helps you think about yourpriorities and determine which of your activitiesare important, and which are, essentially,distractions.
    21. 21. How you can the Urgent/Important Matrix beused to manage time effectively?• The Urgent/Important Matrix is a powerful way ofthinking about priorities. Using it helps you overcomethe natural tendency to focus on urgent activities, sothat you can keep clear enough time to focus on whatsreally important.Heres how it works:The matrix can be drawn as shown in figure 1below, with the dimensions of Importance andUrgency.• Figure 1 – The Urgent/Important Matrix
    22. 22. • The first step is to list all the activities andprojects that you feel you have to do. Try toinclude everything that takes up your time atwork, however unimportant.
    23. 23. • Next, on a scale of 1 to 5, assign importance toeach of the activities. Remember, this is ameasure of how important the activity is inhelping you meet your goals and objectives.Try not to worry about urgency at this stage.
    24. 24. • Once youve assigned an important value toeach activity, evaluate its urgency. As you dothis, plot each item on the matrix according tothe values that youve given it.• Now study the matrix using the strategiesdescribed below to schedule your priorities.
    25. 25. Strategies for Different Quadrants ofthe Matrix• Urgent and ImportantThere are two distinct types of urgent andimportant activities: Ones that you could notforesee, and others that youve left to the lastminute.You can avoid last-minute activities by planningahead and avoiding procrastination.
    26. 26. • Urgent and Not ImportantUrgent but not important activities are thingsthat stop you from achieving your goals, andprevent you from completing your work. Askyourself whether these tasks can berescheduled, or whether you can delegate them.
    27. 27. Not Urgent, but Important• These are the activities that help you achieveyour personal and professional goals, andcomplete important work. Make sure that youhave plenty of time to do these thingsproperly, so that they do not become urgent.
    28. 28. • And remember to leave enough time in yourschedule to deal with unforeseen problems.This will maximize your chances of keeping onschedule, and help you avoid the stress ofwork becoming more urgent than necessary.
    29. 29. Not Urgent and Not Important• These activities are just a distraction, andshould be avoided if possible. Some cansimply be ignored or cancelled. Others areactivities that other people may want you todo, but they do not contribute to your owndesired outcomes. Again, say "No" politely, ifyou can.
    30. 30. QUESTIONS