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Time management for Improved Productivity


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Time Management is a myth. We can't manage time. But we can surely manage our activities. Time Management leads to improved productivity. So, use your time better by utilizing it in productive activities and by eliminating time wasters.

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Time management for Improved Productivity

  1. 1. Time Management For Improved Productivity By – N.G.Palit 1
  2. 2. Problem Of Time • In today’s fast moving world, one of the biggest problem faced by all, is how to squeeze out some additional time. • This problem relates to lack of time management 2
  3. 3. Why Time Management? • To utilise the available time in the best possible manner to achieve one’s personal as well as professional goals. 3
  4. 4. What is Time Management? • Time management refers to managing our time effectively so that the right amount of time can be allocated to the right activity. 4
  5. 5. What is TimeManagement? • It means – ”Applying management principles in maximizing the value of time by including productive activities and eliminating activities which are waste of time or produce negative results.” 5
  6. 6. Why do we need Time Management? • To save time • To reduce stress • To increase our work output. • To function more effectively. 6
  7. 7. Time Management • In the present generation of intense competition, there is always a tremendous pressure for optimal utilization of the most valuable resource –’Time’ 7
  8. 8. Time Management • The two important aspects of time management are: 1. “Bad news is that time flies very fast. 2. But, the good news is that you are the Pilot and you can control it, if you want.” 8
  9. 9. Time Management • Time is a unique resource. • Once used or misused, it is gone for ever. • Yet, it is the easiest thing to waste, and then to complain about shortage of time. 9
  10. 10. Time Management • The supply of time is cruelly restricted, out of which we have to spin health, pleasure, money and respect. 10
  11. 11. Time Management * ” Right and effective use of time is a matter of the highest urgency and the most thrilling activity. - Armoly Bannet 11
  12. 12. What is Time? 12 Time The only commodity that matters
  13. 13. 13 What is Time? • ‘Time’ is a continuum in which events succeed one another from Past through Present to Future.
  14. 14. Time Management • The term ’Time Management’ leads us to think that we can manage ’time’. • But, time can’t be managed. Actually, time management is about applying techniques to manage yourself (self- management). 14
  15. 15. Think of ‘time management’ more as SELF MANAGEMENT Stephen R.Covey
  16. 16. Remember • 1. Planning our time is, in fact, planning our actions. • 2. We are the creator of our life (time). • 3. Everyone’s day lasts 24 hours. • 4. Time has three dimensions: Past, Present & Future 16
  17. 17. Time Management • The unique feature of time is that each and every person has the same 24 hours a day, and 365 days in a year. 17
  18. 18. Everyone has 2 choices: ORGANIZE or ‘go with the flow’ (Yoder-Wise, 1999)
  19. 19. When we begin to MANAGE OURSELVES we will begin to MANAGE OUR TIME!
  20. 20. Don’t manage time, manage activities • Yes, everybody has the same amount of time, regardless of who he or she is. • Therefore, the key question arises: how best one is making use of the available time for productive purpose. 20
  21. 21. Manage Yourself - manage your time!
  22. 22. Time Management • Remember that Time is Money. No, it is even more than Money. - Ben Franklin (1748) 22
  23. 23. Time Bank • Each morning our Time bank is credited with 86,400 seconds. • Whether used or misused it carries no balance, nor allows any overdraft. 23
  24. 24. Time Management • It is rightly said that: ”Yesterday is a cancelled cheque, Tomorrow is a promising note, only Today is the ready cash, so use it.” • Therefore, time must be explicitly managed just like money. 24
  25. 25. Relativity Of Time * Your time is yours alone. You can expand or contract it depending upon the effectiveness of its use. • This is called ”The theory of relativity of Time”. 25
  26. 26. Managing Work Activities • It involves the following: • Job clarification • Priority setting • Planning & Organizing • Delegation 26
  27. 27. Don’t Manage Time, Manage Activities • Consciously decide how best to utilize your time on purposeful activities. • Don’t waste it on useless works, commonly known as ’Time Pass’. 27
  28. 28. Outline • Why is Time Management Important? • Goals, Priorities, & Planning • TO DO Lists • Desks, paperwork, telephones • Scheduling yourself • Delegation • Meetings 28
  29. 29. Why Time Management is Important • “The Time Famine” • Bad time management = stress 29
  30. 30. The Importance of Time Management • The key is not spending Time, but in investing it. - Stephen R. Covey 30
  31. 31. Top Time Wasters • They are the real ’time thieves’. • There are two types of ’Time wasters’: 1. External – caused by others. 2. Internal – caused by self. 31
  32. 32. Eleminate Time Thieves 32
  33. 33. External Time Thieves • Interruptions by telephone or mobile • Drop in visitors • Visual distractions 33
  34. 34. Cutting Things Short • ” I am in the middle of something now.” • Start with - ”I have only 5 minutes”. • Clock –watching; on the wall behind them. • Stand up, stroll to the door, thank, shake hands. 34
  35. 35. Internal Time Thieves Crisis Management • One has to resort to crisis management mostly when starting a work without a proper plan 35
  36. 36. Internal Time Thieves • Too much paper work: It can be minimized by- * using telephone * writing small note on a slip. * Preparing reports using computer 36
  37. 37. External Thieves Open-door Policy • It is good to have an open-door policy. • But, sometimes we also need to close the door to concentrate on our work. 37
  38. 38. Internal Thieves Indecision: * In management the act of decision making is like shooting a flying duck. ”Even the right decision is wrong, if it is made too late”. 38
  39. 39. Procrastination • ”Procrastination is the thief of time”. - Edward Young 39
  40. 40. Procrastination • It is the negative habit of putting things off for a later time. • Words like,- ’later’, ’not now’ are the examples of procrastination. • ’Do it now’ or else it may even become obsolete. • Don’t defer difficult decision. Delay won’t make them easier. 40
  41. 41. Avoiding Procrastination • Doing things at the last minute is much more expensive than just before the last minute. • Deadline are really important: - ’establish them yourselves.’ 41
  42. 42. Avoid Procrastination • If you think you can do it, begin it. • Begin and the mind grows heated. • Begin, and the task is completed. 42
  43. 43. Delegation Is Not Dumping • Learn to delegate the routine jobs, keeping minimum supervision and control. * Grant authority with responsibility • Remember, you can accomplish a lot more with other’s help 43
  44. 44. Inability to say ’No’ • Don’t say ’Yes’, when you want to say ’No’ • Learn to say ’No’, when it is appropriate 44
  45. 45. Learn to say ’No’ • ”A ’no’ uttered from the deepest conviction is better than a ’yes’ merely uttered to please, or what is worse, to avoid trouble”. - Mahatma Gandhi 45
  46. 46. Meeting without Agenda • Decide clear agenda of the meeting and allocate time to each topic. 46
  47. 47. Control Time Killers • Don’t waste time in ’idle chatting’. • If you take more time in the bathroom than usual, then try to reduce it gradually. 47
  48. 48. Writing Time • Organize your ideas before writing. • Decide in advance how to structure the content. 48
  49. 49. Dealing With Papers • Handle it only once. • Read, and decide what you want to do with it 49
  50. 50. Dealing With Papers • Keep desk clear: focus on one thing at a time. • Touch each piece of paper only once. • Touch each piece of e-mail once; your inbox is not your ’To Do’ list. • A good file system is essential 50
  51. 51. ‘TOSS’ Principle Regarding Paperwork / E-mail • Trim: Remove yourself from excess E-mail, mails, memos, minutes etc • Outsource immediately – throw it away or pass it on ---. • Save- file things which you must save immediately. Regularly compress electronic files. 80% you will not 51
  52. 52. ‘TOSS’ Principle use never again! • Start- Do it now. Set aside time daily to handle E-mail and paper work. 52
  53. 53. How To Use Time Better • Plan for short, medium and long run • Keep focus on your priorities • Distinguish between ’urgent and important’ work 53
  54. 54. How To Use Time Better? • Equip yourself with effective time management • Eliminate obvious ’Time Wasters’. • Delegate efficiently • Maintain your ’Time Log’ • Avoid ’monkey- on -the -shoulder’ 54
  55. 55. Plan Your Activities • Planning is essential to convert priorities into actions. • Remember, ’if you fail to plan, then you plan to fail.’ • Decide in advance: - what needs to be done? - by whom? - by when? 55
  56. 56. Monkey –On-The- Shoulder 56 • Delegate efficiently • Avoid - ’monkey – on- the- shoulder’ • Maintain your ’Time Log’
  57. 57. Monkey on the shoulder • Some managers pick up staff’s jobs. They enjoy and are good at it. • It can be explained by ’Monkey-on-the- shoulder’ analogy. • Once we pick up ’Monkeys’ from suborinates we accept responsibility for his problems. 57
  58. 58. Monkey- on- the- shoulder • Sometimes, colleagues also try to pass on their ’Monkeys’. • These take our valuable time with no time left to look after our own ’Monkey’. • So, be careful and don’t accept other’s ’Monkeys’. 58
  59. 59. Monkey –On –The - Shoulder • Despite busy schedule, you may get sucked into doing things which your subordinates are supposed to do. • Remember, each time you say ’yes’ to these requests, you collect another ’monkey’ (someone else’s problem) • These ’monkeys’ eat into your valuable time. 59
  60. 60. How To Handle These Monkeys? * Deal with them immediadely. * Never say ’leave it with me’. * Don’t allow them to become too many. * Feed them once or twice, then put pthe monkey back on their shoulders. • Whatever you do, keep the monkey off your shoulder. 60
  61. 61. Putting Things In Writing • Write it down, don’t try to remember. * Always carry a pocket diary or a jotting pad • Start making notes of appointments, ideas, events & goals • Soon, you will become more organized. 61
  62. 62. Use Wasted Time • Try to make good use of the ’waiting time’ • Think, what you can do: - When you commute in a train or bus. - Time you spend ’on hold’ on telephone’, etc 62
  63. 63. Set & Achieve Goals • Set strong goals & decide: - What to do? - When? - What are the deadlines? • Decide the task to be done, in order of importance • Reject unimportant time wasters 63
  64. 64. Priority Setting 64
  65. 65. Guide To Priority Setting • Quadrant -1 – Do it now. Do it yourself • Quadrant -2 - Do it later • Quadrant -3 - Ask someone else to do • Quadrant -4 - Don’t do it. 65
  66. 66. Do It Now • Stop keeping things pending, so, ’do it now’ • Remember, every ’done’ job is a small goal achievement, which motivates you to achieve further. 66
  67. 67. Pareto’s Law (80/20 Principle) Vilfredo Pareto – (1843-1923), a French- Italian economist & sociologist. • “Law” first published in 1896-97, related to taxes, i.e. 20% people paid 80% of taxes. • Currently, observed/used in diverse settings. – e.g. ~20% patients utilize up to ~80% hospital’s resources. – 80% of the work is done by 20% of the people!
  68. 68. PARETO’S (80: 20 : RULE) • 20% of what you do, produces 80% of the results. • But, 80% of your time spent, brings only 20% effects. 68
  69. 69. Pareto’s (80: 20 Rule) • As per Pareto’s Principle typically 80% of unfocussed effort generates only 20% of results. • The remaining 80% of results are achieved with only 20% of efforts. 69
  70. 70. TIPS • So, select 3 or 4 targets which will give you high payoff and concentrate your efforts only on these. • The essence of ’Time Management’ is to prioritize. • Time management permits us to work smarter not harder. 70
  71. 71. Telephone • Keep calls short • Start by announcing goals for the call • Have something in view that you’re waiting to get to next 71
  72. 72. The Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law 72
  73. 73. Summing Up • 1. Plan: Start the day by making a ’to-do’ list. • 2. Prioritise: Select the task according to their importance & urgency. • 3. Get rid of excess baggage: Learn to say ’No’ • 4. Delegate: You can not be omnipresent. So, delegate some work. 73
  74. 74. Summing Up • 5. Organise: Maintain a reference folder, where important things can be easily found • 6. Act: Don’t procastrinate. Just do what needs to be done. • 7. Respect your time: Do’t allow your professional life gatecrash into your personal space, and vice versa. 74
  75. 75. Your future is what you make it To Day! • ” The best thing about the future is that it only comes one day at a time”.-- Abraham Lincoln 75
  76. 76. Make the Best Use Of Today * ”The only preparation for tomorrow, is the right use of TODAY 76
  77. 77. 77 Time Management TimeTime is a difficult concept to defineto define Time management is event controlevent control The only time you can exercise any control over isis right nowright now!!
  78. 78. Even More Benefits • Work smarter, not harder. • Open up free time for family, friends, and fun. • Enjoy peace of mind. 78
  79. 79. Closing Thought • ” A journey of a thousand miles must begin with a single step.” - Lao- Tzu 79
  80. 80. The Heart of Time Management Concentrate on RESULTS Not On being BUSY 80
  81. 81. Achieve your Goals Be your own judge and your own motivator, make Time Management your tool for success. 81
  82. 82. Being successful does not make you manage your time well 82 Managing your time well makes you successful
  83. 83. Manage your time & keep smiling 83
  84. 84. Any Question? 84
  85. 85. THANK YOU - N.G.Palit 85
  86. 86. At the End Please feel free to send your valuable Feedback to me at 86