Effective Time Management for Success
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Presentation by Atilla Aydin on time management
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Effective Time Management for Success
- 2. OUTLINE DEFINITION UNDERSTANDING TIME MANAGEMENT WHY IS TIME MANAGEMENT IMPORTANT? EFFECTIVE TIME MANAGEMENT ELEMENTS OF EFFECTIVE TIME MANAGEMENT MISCONCEPTIONS ABOUT TIME RECİPA-IMT2
- 3. “WE ALL HAVE TIME EITHER TO SPEND OR WASTE AND IT IS OUR DECISION WHAT TO DO WITH IT.BUT ONCE PASSED, IT IS GONE FOREVER.” Bruce Lee* 3 (from Joe Hyams, “Zen in the Martial Arts” )
- 4. Definition: Time management is “a set of principles, practices, skills, tools, and systems that work together to help you get more value out of your time with the aim of improving the quality of your life.” 4 (from Time Thoughts, “Resources for Personal and Career Success” ) UNDERSTANDING TIME MANAGEMENT
- 5. UNDERSTANDING TIME MANAGEMENT 1) We all have twenty-four hours in a day 2)Time management is more than just managing time "Remember that time is money“ 5 (from Benjamin Franklin, “Advice to a Young Tradesman”, 1948 )
- 6. WHY IS TIME MANAGEMENT IMPORTANT? “The Time Famine” Bad time management = stress This is life advice 6
- 7. BENEFITS OF TIME MANAGEMENTS “ You control your life by controlling your time. Your governing values are the foundation of personal fulfillment. When your daily activities reflect your governing values, you experience inner peace. To reach any significant goal, you must leave your comfort zone. Daily planning leverages time through increased focus. “ 7 (from Hyrum W.Smith, “The 10 Natural Laws of Succesful Time and Life Management”)
- 8. EFFECTIVE TIME MANAGEMENT “Effective time management requires; reducing the impacts of time stealers increasing the effectiveness of a manager in getting the things done that need to be done.” 8 (from Center For Good Governance, “Handbook on Time Managements Skills”)
- 9. ELEMENTS OF EFFECTIVE TIME MANAGEMENT A. Evaluating How Time is Used B. Setting Goals C. Setting Priorities D. Scheduling Activities E. Know Yourself 9
- 10. A. EVALUATING HOW TIME IS USED -DETERMINE POINTS OF INEFFICENCY; to analyze time log, there are some questions; 1. Did you have any plan for each day with clear priorities in writing? 2. Were you doing the right job at the right time? 10
- 11. 3. What could be done in a better way? Concerning interruptions Concerning contacts/ communications with others 11 A. EVALUATING HOW TIME IS USED (from Mackenzie, R. Alec., “The Time Trap”, 2nd rev. ed., NY: ANACOM, American Management Association, 1990)
- 12. Efficiency Ratio = (Time Doing “Real Work”) / (Time Spent “At Work”) 12 A. EVALUATING HOW TIME IS USED
- 13. For a good goal; -A goal cannot contradict any of your other goals -Set your goal in the positive instead of the negative -Make sure your goal is high enough 13 B. SETTING GOAL (from Gene Donohue, “Goal Setting Powerful Written Goals in 7 Easy Steps!”)
- 14. Questions should be as; Why am I doing this? What is the goal? Why will I succeed? What happens if I choose not to do it? 14 C. SETTING PRIORITIES
- 15. Distinguish between URGENT and NOT URGENT activities! Covey’s quadrants 15 C. SETTING PRIORITIES
- 16. To good schedule; -Use tools - Delegate task to others 16 D. SCHEDULING ACIVITIES
- 18. -WAITING AND HESITATING:TWO TRAPS -LEARN TO SAY “NO” 18 E. KNOWING YOURSELF (from Serdar Turan, “Don’t Lose Time “, Anadolu Jet Magazine, December 2011)
- 19. Waiting and Hesitating:TWO TRAPS Procrastination "Procrastination is the thief of time" 19 E. KNOWING YOURSELF (from Edward Young, “Night Thoughts“, 1742)
- 20. Learn To Say “NO” We should ask yourself ; Will this help me get tenure? Will this help me get my masters? Will this help me get my Ph.D.? And keep "help me" broadly defined 20 E. KNOWING YOURSELF
- 21. 21 DR. ALEC MACKENZIE “idea of time management is a misnomer” Why? E. KNOWING YOURSELF
- 22. Time management is simple - all it requires is common sense. Work is best performed under pressure. I use a diary, a to-do list and have a secretary to keep me organized. 22 (from Center For Good Governance, “Handbook on Time Managements Skills”)
- 23. MISCONCEPTIONS ABOUT TIME I do not have the time. Time management might be good for some kinds of work but my job is creative. Time management takes away the fun and freedom of spontaneity. 23 (from Center For Good Governance, “Handbook on Time Managements Skills”)
Editor's Notes
- The only resource that is the same for all people—from the youngest to the oldest, from the richest to the poorest, and from the hardest working to the laziest—is time. In arriving at a definition of time management,it is important to note that time management is broad subject that covers many different areas from your day to day actions to your long term goals.
- We all have twenty-four hours in a day. What is important and what makes the difference is based on how we use this. Time management can save your life in many areas from your daily life to your work and school. 2)It is setting priorities and taking change of the situtiaon and time utilization. It is being willing to adopt habits and methods to make maximum use offlime Franklin indicated that; Time is a resource like money Therefore how to manage time is important
- There is analogy as “ The Time Famine.” In the light of this analogy; Question is that Why is time management important can be answered with one of the life advice.This life advice tells us that bad time management cause stress for our life.
- 1) Main Idea The real objective of any time management program is to achieve inner peace, but the best perspective from which to accomplish this is to stop thinking ‘‘time management’’ and instead think ‘‘event control’’. 2) Main Idea A set of governing values are the clearest answers you personally can give to those two questions: a) What are my highest priorities in life? b) Of these priorities, what do I value the most? 3) Main Idea If you set goals which are not aligned with your governing values, you’ll end up being very busy but not necessarily productive. That is, you’ll accomplish a great deal but you won’t feel any sense of achievement in the things achieved. To avoid neglecting the things that matter most to you personally, take the time to organize your governing values in order of importance. That way, whenever conflicts arise, you can avoid frustration by consistently acting on whichever value is more important than any other. 4) Main Idea Specific, measurable and realistic goals are the bridge between your governing values and your daily activities. 5) Main Idea If you will just take 10- to 15-minutes every day to plan your day, everyone you know will be amazed at how much you are able to achieve with your life.
- Many routines you carry out throughout the day steal from your work time. When you add these up, you face the reality that you are losing a significant amount of time. Besides activities such as reading e-mail, spending time on social media, and web browsing, it is possible to fall into time traps in many areas such as leaving assignments for the last minute and postponing household chores. Review your routines and calculate how productive you are. Setting up a spam filter can sometimes save you the effort of reviewing dozens of e-mails.
- 2. Were you doing the right job at the right time? • What did you do that should not have been done at all? • Could it have been done more effectively at another time? • Could it have been delegated? If so, to whom can it be delegated? 3. What could be done in a better way? • Faster • More simply • In less detail • With better results 4. Concerning interruptions: • How are you interrupted (phone, visitors, meetings, crises, self, boss, clients)? • How often are you interrupted? • For how long have you been interrupted? • How important were the interruptions? • How long does it take to recover—to get back on track? • How many interrupted tasks were left unfinished at the end of the day? 5. Concerning contacts/ communications with others: • How important is time spent in accordance with your real priorities? • Who (with the right person) are they? • How often do you spend with them? • How long?
- Daily efficiency ratio is the amount of time spent by managers on the work divided by the total amount of time they spent in the office. Efficiency Ratio = (Time Doing “Real Work”) / (Time Spent “At Work”) Assuming that managers have done only 15 hours of actual productive time in a week (60 hrs), the Daily Efficiency Ratio of a manager is only 25% of the time.
- 1) Non-integrated thinking can also sabotage all the hard work managers put into their goals. Non-integrated thinking can also hamper their everyday thoughts. Managers should continually strive to eliminate contradictory ideas from their thinking. 2) The subconscious mind can not determine right from wrong and it does not judge. It’s only function is to carry out its instructions. The more positive instructions one gives it, the more positive results one will get. 3) Keeping in view the time and resources at their disposal, managers should set fairly high but practicable goals. Lower goals are indicators of lower motivational levels on the part of managers. Higher goals are pointers to the zest managers have toward their work.
- Prioritizing means “taking conscious control of one’s choices and deciding to spend more time on the activities and tasks that are important and valuable, and less time on the ones that are not....” The importance of prioritizing tasks or activities is best driven home by the popular ‘pebbles and jar’ parable which Najlaa mentioned before.
- Covey’s quadrants; Quadrant 1 represents things which are both urgent and important - labelled “firefighting”. The activities need to be dealt with immediately, and they are important. • Quadrant 2 represents things which are important, but not urgent - labelled “Quality Time”. Although the activities here are important, and contribute to achieving the goals and priorities - they do not have to be done right now. As a result, they can be scheduled when they can be given quality thought to them. A good example would be the preparation of an important talk, or mentoring a key individual. Prayer time, family time and personal relaxation/recreation are also part of Quadrant 2. • Quadrant 3 represents distractions. They must be dealt with right now, but frankly, are not important. For example, when a person answers an unwanted phone call, - he/she has had to interrupt whatever he/she is doing to answer it. • The final quadrant, Quadrant 4, represents things which are neither urgent nor important. Some meetings could fall into this category – they have been scheduled in advance, but if they achieve nothing, then they have simply wasted time. Other examples could include driving time and low quality relaxation or family time.
- After identifying the activities and prioritizing them, it is time to create a schedule.Managers should try using significant project milestones in their weekly planning but for daily planning break each milestone down into the necessary components and plan the completion of those components on a daily basis. It is helpful to keep one’s schedule in an appointment book or electronic organizer.To good schedule; Lots of software and applications for time management, from the simplest to most complex, await your use today. These applications, which you can download from the Internet and even load on your mobile devices, can provide you many tools from reminding you of your tasks to information sharing, and from active messaging to comprehensive reports, and will contribute to your time management process. Don’t forget that managing time effectively will not only gain you productivity; it will also allow you to focus more on many areas from your health to improving your social life. Now, do you have the time to manage your time? 2) Most of the time, you might not have to do every task you take on yourself. If you have the means to transfer tasks to others, don’t hesitate. Also determining their abilities and responsibility, transfer part of your work to your colleagues, family members, or those who want to help you. When doing this, state clearly the expected result and by when the work must be finished. Follow the process carefully and intervene when necessary.
- Planning begins first with knowing yourself. Take a piece of paper and honestly write down what you are good at and where you are inadequate in matters taking place over time. Then think in detail about what you can do to preserve your good sides and improve your weak sides
- Sometimes we accept tasks so as not to hurt someone’s feelings or to be rude. Other times, we volunteer for work that is not our duty. Acting rationally and being able to say “no” is important here.
- nternationally known authority on time management Dr. Alec Mackenzie in his book The Time Trap argues that the very idea of time management is a misnomer because one really cannot manage time in the way other resources can be managed: financial capital, physical capital, human capital, information and time. While each of the first four can be augmented, reduced, transferred or otherwise controlled, Time cannot be manipulated. Dr. Mackenzie contends that when it comes to time, one can only manage oneself in relation to it. One cannot control time as one can control other resources – one can only control how one uses it. In the world in which we live, time cannot be replaced or re-created. It is therefore not for us to choose whether we spend or save time but to choose only how we spend it.
- There are several misconceptions which we all have about time. They affect everyone including those persons who may be considered quite successful and effective. Here are some of the misconceptions identified by Dr. Mackenzie:Time management is simple - all it requires is common sense. While it is true that the concept is simple, the self-discipline required to practice effective time management is not easy. · Work is best performed under pressure. Psychological studies show this to be no more than an excuse for procrastination. One does not work well under pressure - only does the best one can under the circumstances. Pressure and challenge must not be confused. Lara’s performance when the West Indies Team is in trouble has more to do with application and determination rather than pressure. · I use a diary, a to-do list and have a secretary to keep me organized. One has to keep oneself organized - no one can do it for others. The trouble with the disorganized person is that he hardly has time to listen to his secretary or look at his diary.
- · I do not have the time. The effective worker or manager often gets more work done in the earlier hours of the morning than most laggards get done in the whole day. He then no longer has to work against tight deadlines and under stress which contributes to heart problems and not unusually the ultimate reduction of time on this earth. · Time management might be good for some kinds of work but my job is creative. Time management is not about routine: it is about self-discipline. Lack of discipline prevents one from being great instead of simply good. · Time management takes away the fun and freedom of spontaneity. Is working under stress, forgetting appointments, making constant excuses and apologies to be fun? Would it not be much more fun if by better organization one had one or two more hours every day to spend with the family, to play games, read a good book, plan for tomorrow and the day and week after or just relax?