Time Magmnt-Prem

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Time Magmnt-Prem

  1. 2. INTRODUCTION TO TIME MANAGEMENT REASONS FOR TIME CRISIS AND ITS EFFECTS TIPS & TRICKS FOR TIME MANAGEMENT OUTCOMES OF PROPER TIME MANAGEMENT The Line UP
  2. 4. What is Time Management? <ul><li>Time management has five main aspects: </li></ul><ul><ul><ul><li>Planning & Goal Setting </li></ul></ul></ul><ul><ul><ul><li>Managing Yourself </li></ul></ul></ul><ul><ul><ul><li>Dealing with Other People </li></ul></ul></ul><ul><ul><ul><li>Your Time </li></ul></ul></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>
  3. 5. Time as a Commodity <ul><li>Time is the most precious thing we have. </li></ul><ul><li>Time is ultimately the most valuable resource. </li></ul><ul><li>Time and how we spend it within the organization must be managed effectively. </li></ul><ul><li>Time is totally perishable. </li></ul><ul><li>Time cannot be stored up for use later. </li></ul>
  4. 6. Essential Habits <ul><li>Essential habits for good time management are: </li></ul><ul><ul><li>Know where the hours are going </li></ul></ul><ul><ul><li>Keep focused on the end result </li></ul></ul><ul><ul><li>Work to defined priorities </li></ul></ul><ul><ul><li>Schedule time for important issues </li></ul></ul><ul><ul><li>Delegate routine tasks and responsibility for them </li></ul></ul><ul><ul><li>Confront your own indecision and delay </li></ul></ul><ul><ul><li>Take the stress out of work </li></ul></ul><ul><ul><li>Keep applying the essential habits! </li></ul></ul>
  5. 7. Why Crisis Occur <ul><li>Failure to recognize the crisis </li></ul><ul><li>Underestimation of time required </li></ul><ul><li>No contingency plan is ready </li></ul><ul><li>No follow-up on delegated tasks </li></ul><ul><li>Improper Day Planning </li></ul>
  6. 8. <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><ul><ul><li>Short career path in the organization </li></ul></ul>Effects of Crises
  7. 9. <ul><ul><li>Stress </li></ul></ul><ul><ul><li>Burnout </li></ul></ul><ul><ul><li>Firefighting </li></ul></ul><ul><ul><li>Focus on the immediate </li></ul></ul><ul><ul><li>High dependency on others for basics </li></ul></ul>
  8. 11. Tips & Techniques Time Logs Quality Time Managing Documents Managing Interruptions Managing Workspace Managing your Phone
  9. 12. Anticipating & Preventing Crises <ul><li>The most effective way to anticipate and prevent crises is to: </li></ul><ul><ul><li>Set deadlines and stick with them </li></ul></ul><ul><ul><li>Use interim targets and milestones to break the task or project into manageable chunks </li></ul></ul><ul><ul><li>Build the schedule so that it is realistic </li></ul></ul>
  10. 13. Time-logs <ul><li>A time-log is an effective way to see where your time actually goes to during the working day Record the information for about 2 weeks to get a representative picture of time spent </li></ul><ul><li>By logging activities and the time taken to complete them, the time-log provides useful information that can identify </li></ul><ul><ul><ul><li>Accuracy of estimating time for tasks </li></ul></ul></ul><ul><ul><ul><li>Time stealing activities </li></ul></ul></ul><ul><ul><ul><li>Level of interruption </li></ul></ul></ul><ul><ul><ul><li>Loading during the day </li></ul></ul></ul><ul><ul><ul><li>Crises points / tasks </li></ul></ul></ul>
  11. 14. Quality Time <ul><li>Quality time is where you can plan to do the most important high priority tasks </li></ul><ul><li>It allows for deep concentration through eliminating interruptions </li></ul><ul><li>It imposes a structure on work </li></ul><ul><li>It allows you to move away from reactive work to proactive work </li></ul>
  12. 15. Dealing with Documents <ul><li>Document handling can steal a vast quantity of time from our working day </li></ul><ul><li>Improve your document handling by: </li></ul><ul><ul><ul><li>Handling documents only once by : </li></ul></ul></ul><ul><ul><ul><ul><li>Act on what is required by the document </li></ul></ul></ul></ul><ul><ul><ul><ul><li>File the document for reference later </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Dump the document </li></ul></ul></ul></ul>
  13. 16. Dealing with Documents <ul><li>Have a good system for handling your documents that allows you to: </li></ul><ul><ul><li>Define what you need to keep and for how long </li></ul></ul><ul><ul><li>Allows you to file materials easily and logically </li></ul></ul><ul><ul><li>Facilitates access to materials </li></ul></ul><ul><ul><li>Purge the files on a regular basis </li></ul></ul>
  14. 17. Managing Interruptions <ul><li>Try to reduce the number of interruptions by applying the following techniques: </li></ul><ul><ul><ul><li>Create a visual barrier at your workspace to reduce the incidence of ‘drop-in’ visits </li></ul></ul></ul><ul><ul><ul><li>Don’t have extra chairs in your workspace - people do not hang around as long if they must stand </li></ul></ul></ul><ul><ul><ul><li>For important work - move to another space so the potential interrupters can’t find you! </li></ul></ul></ul><ul><ul><ul><li>Tell people that you are busy, explain why and arrange to contact them at a more suitable time </li></ul></ul></ul>
  15. 18. Managing Your Workspace <ul><li>How our workspace is organized has an impact on how efficient we are - try the following to improve efficiency </li></ul><ul><ul><li>De-clutter your desk by clearing it at the end of each working day </li></ul></ul><ul><ul><li>File documents once they have been used </li></ul></ul><ul><ul><li>Purge files regularly </li></ul></ul><ul><ul><li>Organize a work flow system in your space </li></ul></ul>
  16. 19. Managing Your Phone <ul><li>The telephone can be responsible for eating vast quantities of time - control the phone by using: </li></ul><ul><ul><li>Batch your outward calls </li></ul></ul><ul><ul><li>Delegate calls that you don’t have to make personally to one of your team </li></ul></ul><ul><ul><li>Terminate calls once the business has been done </li></ul></ul><ul><ul><li>Set up a Rota in your team for handling incoming calls </li></ul></ul>
  17. 20. Time Management & the Organization <ul><li>Looking at time management from the perspective of the organization what are the benefits: </li></ul><ul><ul><li>Improved productivity through improved use of time by the personnel </li></ul></ul><ul><ul><li>Better performance in terms of on time delivery to customers </li></ul></ul><ul><ul><li>Increased profitability through better use of the human and non-human resources </li></ul></ul>
  18. 21. <ul><li>Improved planning and control of business systems through time based management </li></ul><ul><li>Better alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business </li></ul><ul><li>Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning </li></ul>Time Management & The Organization
  19. 22. THE TIME IS YOURS -- MANAGING IT IS YOUR DUTY THANK YOU

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