Time Management


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Time Management

  1. 1. Time Management A Presentation by Rajiv Bajaj
  2. 2. <ul><li>The objective of the session is to... </li></ul><ul><li>Identify your personal attitudes toward time management </li></ul><ul><li>Discuss key steps in planning / prioritizing </li></ul><ul><li>Recognize internal / external time wasters </li></ul>
  3. 3. <ul><li>Imagine there is a bank that credits your account each morning with Rs. 86,400. It carries over no balance from day to day </li></ul><ul><li>Every “ evening” deletes whatever part of the balance you failed to use during the day </li></ul><ul><li>What would you do? Draw out every paisa, of course!! </li></ul>
  4. 4. <ul><li>Each of us has such a “bank”. It’s name is TIME </li></ul><ul><li>Every morning, it credits you with 86,400 seconds </li></ul><ul><li>Every night it writes off, as lost, whatever of this you have failed to invest to good purpose </li></ul><ul><li>It carries over no balance. It allows no overdraft </li></ul>
  5. 5. <ul><li>Each day it opens a new account for you </li></ul><ul><li>Each night it burns the remains of the day </li></ul><ul><li>If you fail to use the day’s deposits, the loss is yours </li></ul><ul><li>There is no going back. There is no drawing against the “tomorrow” </li></ul>
  6. 6. <ul><li>You must live in the present on today ’ s deposits </li></ul><ul><li>Invest it so as to get from it the utmost in health, happiness, and success! </li></ul><ul><li>The clock is running. Make the most of today </li></ul>Time is democratic. Nobody has more or less time
  7. 7. What is Time ? <ul><li>It is your most under-valued resource </li></ul><ul><li>Time = Money </li></ul><ul><li>Always, time is a ‘scarce resource’ </li></ul><ul><li>Managing your Time is as important as managing your Money ! </li></ul>
  8. 8. <ul><ul><li>There is never enough time to do a job right, but always time to do it over ! </li></ul></ul><ul><ul><li>We should not rush through our work at the risk of making mistakes ! </li></ul></ul>
  9. 9. <ul><ul><li>If you want time, you must make time ! </li></ul></ul><ul><ul><li>We need to allocate time according to our priorities </li></ul></ul>
  10. 10. <ul><ul><li>A job will fill all of the time allocated for it </li></ul></ul><ul><ul><li>Poor planning and procrastination are time wasters </li></ul></ul>
  11. 11. <ul><ul><li>Have the time of your life ! </li></ul></ul><ul><ul><li>Good Time Management will allow you to fulfill your personal / professional goals </li></ul></ul>
  12. 12. Why do we fail? <ul><li>“ Most people set them, and then get behind schedules. They then give up this ‘hopeless cause’. </li></ul><ul><li>Even the most successful people get setbacks, but they work twice as hard to ensure they achieve what they set out to do.” - Michael Podolinsky </li></ul>
  13. 13. Does this sound familiar ? <ul><li>I am busy round the clock </li></ul><ul><li>I don’t have time to do anything I like. I’m not happy as I don’t get time to enjoy life </li></ul><ul><li>I don’t feel I have achieved anything this year </li></ul><ul><li>I don’t have control over my day </li></ul><ul><li>I wish I had 28 hours in a day so that I could get more things done </li></ul>
  14. 14. Balance Your Life <ul><li>Balance in life is important </li></ul><ul><li>Recognize each aspect of life is important </li></ul><ul><li>I am not getting enough time for family /personal life because of work </li></ul><ul><li>80% of time is spent on work </li></ul>Health Work Family Finance
  15. 15. Time Management <ul><li>Get “SMART” with TIME </li></ul><ul><li>SMART is S imple M easures that A scertain R esourceful usage of T ime </li></ul>
  16. 16. Resources of a Manager <ul><li>Men </li></ul><ul><li>Money </li></ul><ul><li>Minutes - TIME </li></ul><ul><li>Material </li></ul><ul><li>Information </li></ul>
  17. 17. Unique Characteristics of Time <ul><li>Regular </li></ul><ul><li>Inflexible </li></ul><ul><li>Non-discriminatory / Democratic </li></ul><ul><li>Once lost, ……. LOST FOREVER ! </li></ul>
  18. 18. What are our Time Wasters? <ul><li>Personal / Internal </li></ul><ul><li>Organisational / External </li></ul>
  19. 19. External Time Wasters <ul><li>Be aware of ways others or the environment waste your time: </li></ul><ul><li>Interruptions, especially email </li></ul><ul><li>Office socializing Too many meetings </li></ul><ul><li>Unclear goals Unscheduled visitors </li></ul><ul><li>Poor work environment </li></ul><ul><li>Trying to get other’s cooperation </li></ul><ul><li>Bureaucratic “red tape” </li></ul><ul><li>Others you can think of ____________________ </li></ul>
  20. 21. Internal Time Wasters <ul><li>Be aware of ways in which you waste your own time: </li></ul><ul><li>Procrastination Lack of planning </li></ul><ul><li>Lack of priorities Indecision </li></ul><ul><li>Slow reading skills </li></ul><ul><li>Physical or mental exhaustion </li></ul><ul><li>Not being able to say “No” </li></ul><ul><li>Messy work areas Low motivation </li></ul><ul><li>Others you can think of ____________________ </li></ul>
  21. 22. Time Management Process <ul><li>Set your own priorities </li></ul><ul><ul><li>Personal </li></ul></ul><ul><ul><li>Professional </li></ul></ul><ul><li>Determine your goals for each priority </li></ul><ul><li>Plan the steps for goal attainment </li></ul><ul><li>Allocate time appropriately for each step </li></ul><ul><li>Use time management tools / techniques </li></ul>
  22. 23. Step 1- Set Priorities <ul><li>Are you unsure about what is important to you? </li></ul><ul><li>Think about what you would do if you only had one more year to live ! </li></ul><ul><li>You can’t do everything - Think about what you would like to accomplish ! </li></ul><ul><li>Think about what regrets you might have for not accomplishing something </li></ul>
  23. 25. Step 2 - Set Goals for each priority <ul><li>Remember, You can’t do everything ! </li></ul><ul><li>Personal priority : Spend more time with my family </li></ul><ul><li>Goal: Spend additional ½ hour with family at dinner </li></ul><ul><li>Goal: Spend one afternoon every three months with parents </li></ul>
  24. 26. <ul><li>Professional priority: Achieve a promotion </li></ul><ul><li>Goal: Learn to make powerful presentations using Audio-Visuals in next 3 months </li></ul><ul><li>Goal: Enroll in IATA Diploma Programme in Marketing by year-end and complete it in 6 months </li></ul>
  25. 27. Your Goals should be …..
  26. 28. Step 3 - Plan for Goal Attainment <ul><li>“ Planning is bringing the future into the present so you can do something about it now.” - Alan Lakein, Time Management “Guru” </li></ul><ul><li>“ If you don’t know where you are going, any road will take you there !” - From the book ‘Alice in Wonderland’ </li></ul>
  27. 29. Step 4 - Plan to allocate time <ul><li>Visualize the end result : Your Goal </li></ul><ul><li>Estimate the time required </li></ul><ul><li>Break the whole into pieces </li></ul><ul><li>Develop a schedule </li></ul><ul><li>Check your progress against your time estimate </li></ul><ul><li>Refine the schedule if needed </li></ul><ul><li>Anticipate / allow for possible problems </li></ul>
  28. 30. Step 5 - Time Management Tools and techniques <ul><li>Use “To Do” lists for planning </li></ul><ul><li>Create a time diary to track where your time actually goes </li></ul><ul><li>Become aware of your external and internal timewasters and avoid them </li></ul><ul><li>Pulverize paperwork </li></ul>
  29. 31. T.O.S.S. Paperwork / Email <ul><li>T rim – Remove yourself from excess email, mail, memo, newsletter, and magazine routings </li></ul><ul><li>O utsource immediately – Throw it away, pass it on </li></ul><ul><li>S ave – File things you must save immediately. Regularly compress electronic files. 80% of what you keep, you’ll never use again! </li></ul><ul><li>S tart – Do it now. Set aside time daily to handle email and paperwork, then junk it, handle it, answer it, file it as you work through the pile </li></ul>
  30. 32. To Do lists Remember - If you Fail to Plan, you Plan to Fail !
  31. 33. To Do lists <ul><li>A to-do list is a standard tool in time management. It usually is a flat list of tasks that a person needs to complete. To increase the efficiency of the ordinary to-do list, prioritize the tasks in four different categories: </li></ul><ul><li>Important and Urgent </li></ul><ul><li>Important but not Urgent </li></ul><ul><li>Not Important but Urgent </li></ul><ul><li>Not important and Not urgent </li></ul>
  32. 34. Activity Quadrants – To Do Lists <ul><li>Crisis </li></ul><ul><li>Unscheduled client meeting </li></ul><ul><li>Pressing problems </li></ul><ul><li>Deadline-driven projects </li></ul><ul><li>Preparation </li></ul><ul><li>Prevention </li></ul><ul><li>Planning </li></ul><ul><li>Relationship Building </li></ul><ul><li>Empowerment </li></ul><ul><li>Interruptions, </li></ul><ul><li>Some meetings </li></ul><ul><li>Popularity actions </li></ul><ul><li>Peer pressure </li></ul><ul><li>Trivial activities </li></ul><ul><li>Some phone calls </li></ul><ul><li>Time wasters </li></ul><ul><li>“ Escape” activities </li></ul><ul><li>Irrelevant mail </li></ul><ul><li>Excessive TV </li></ul>I II III IV Urgent Not Urgent Important Not Important
  33. 35. Activity Quadrants – Actual 30% 50% 15% 5% <ul><li>Crisis </li></ul><ul><li>Unscheduled client mtg </li></ul><ul><li>Pressing problems </li></ul><ul><li>Deadline-driven projects </li></ul><ul><li>Preparation </li></ul><ul><li>Prevention </li></ul><ul><li>Planning </li></ul><ul><li>Relationship building </li></ul><ul><li>Empowerment </li></ul><ul><li>Interruptions, </li></ul><ul><li>Some meetings </li></ul><ul><li>Popularity actions </li></ul><ul><li>Peer pressure </li></ul><ul><li>Trivial activities </li></ul><ul><li>Some phone calls </li></ul><ul><li>Time wasters </li></ul><ul><li>“ Escape” activities </li></ul><ul><li>Irrelevant mail </li></ul><ul><li>Excessive TV </li></ul>I II III IV Urgent Not Urgent Important Not important
  34. 36. Activity Quadrants – Desirable 20% 5% 0% 75% <ul><li>Crisis </li></ul><ul><li>Unscheduled client meeting </li></ul><ul><li>Pressing problems </li></ul><ul><li>Deadline-driven projects </li></ul><ul><li>Preparation </li></ul><ul><li>Prevention </li></ul><ul><li>Planning </li></ul><ul><li>Relationship building </li></ul><ul><li>Empowerment </li></ul><ul><li>Interruptions, </li></ul><ul><li>Some meetings </li></ul><ul><li>Popularity actions </li></ul><ul><li>Peer pressure </li></ul><ul><li>Trivial activities </li></ul><ul><li>Some phone calls </li></ul><ul><li>Time wasters </li></ul><ul><li>“ Escape” activities </li></ul><ul><li>Irrelevant mail </li></ul><ul><li>Excessive TV </li></ul>I II III IV Urgent Not Urgent Important Not Important
  35. 37. The Quadrants Explained <ul><li>Effective People – </li></ul><ul><ul><li>Stay out of Quadrants III & IV because they are not important </li></ul></ul><ul><ul><li>They shrink Quadrant I down to size by spending more time in Quadrant II </li></ul></ul><ul><li>People become inefficient, when they focus only on I & III and not on II </li></ul>
  36. 38. The Quadrants Explained <ul><li>People become non-performers, when they focus on III & IV </li></ul><ul><li>Working on Quadrant II is the heart of personal time management </li></ul><ul><li>Being high impact activities, when done regularly would make a tremendous difference in our lives </li></ul><ul><li>Initially, the time for quadrant II activity must come from Quadrants III & IV </li></ul>
  37. 40. <ul><li>Do a SWOT analysis of yourself (with no inhibitions) </li></ul><ul><li>Identify your : </li></ul><ul><li>S – Strength </li></ul><ul><li>W– Weakness </li></ul><ul><li>O – Opportunity </li></ul><ul><li>T – Threats </li></ul>Improving Yourself
  38. 41. <ul><li>How do you do a SWOT of yourself? </li></ul><ul><li>Strengths: </li></ul><ul><li>What advantages do you have ? </li></ul><ul><li>What do you do well ? </li></ul><ul><li>What relevant resources do you have access to ? </li></ul><ul><li>What do other people see as your strengths ? </li></ul>
  39. 42. <ul><li>Weaknesses: </li></ul><ul><li>What could you improve ? </li></ul><ul><li>What do you do badly ? </li></ul><ul><li>What should you avoid ? </li></ul><ul><li>Are you fully qualified for the future opportunities ? </li></ul>
  40. 43. <ul><li>Opportunities: </li></ul><ul><li>Where are the good opportunities available to you ? </li></ul><ul><li>What are the interesting trends that you are aware of ? </li></ul><ul><li>What is your special talent that can get you ahead ? </li></ul><ul><li>What are you really good at ? </li></ul>
  41. 44. <ul><li>Threats: </li></ul><ul><li>What obstacles do you face? </li></ul><ul><li>Are the required specifications for your job changing? </li></ul><ul><li>Is changing technology threatening your position? </li></ul>
  42. 45. <ul><li>Could any of your weaknesses seriously threaten your job? </li></ul><ul><li>Is there any threat to you which will force you not to take the “Opportunity” when it comes along? </li></ul><ul><li>Carrying out a personal SWOT Analysis is an important step in finding life and career direction ! </li></ul>
  43. 46. <ul><li>Chalk out a strategy to overcome your W’s and T’s </li></ul><ul><li>Constantly work towards improvement. It has to be a daily affair, not to be accumulated for a week and done at the end of the week </li></ul><ul><li>Put little bit of time apart EVERYDAY for this and you will see the improvement for yourself very fast </li></ul>Getting SMART with Time
  44. 47. <ul><li>Early or Late – Get up an hour earlier than usual and / or Go to sleep an hour later than usual. Difficult task, but necessary in today’s world </li></ul><ul><li>Delegate & Distribute – Another way of gaining little extra time – easier said than done – but needs to be done ruthlessly </li></ul>Finding That Extra Hour
  45. 48. <ul><li>Take Quick Decisions – Do not keep pondering over an issue. A timely decision, even if it is not the best one, would provide far better output than a Wonderful decision taken after the time is past ! </li></ul><ul><li>Is it my problem ? – Most of us have this habit of getting into matters that do not concern us – mostly because we do not know how to say NO politely . </li></ul><ul><li>Remember, solving the whole world’s problems is not your job and you will never be able to do it </li></ul>
  46. 49. <ul><li>You can’t win it all – Everyday we undergo continuous struggle and competition. We can’t win all the time </li></ul><ul><li>Learn to accept failures with modesty and grace </li></ul><ul><li>No battle is the last battle and No opportunity is the last opportunity </li></ul>
  47. 50. The Biggest Mistake <ul><li>The Biggest Mistake people can make is try to use each second fully, which is impossible. </li></ul><ul><li>So, “Don’t try to achieve every goal you want to achieve. Achieve only the goals you need and stay focused on the important things in life.” </li></ul>
  48. 51. <ul><li>And don’t forget to make time for your long-term Goals ! </li></ul><ul><li>“ Time = Life, Therefore, waste your time and waste your life, or master your time and master your life.” - Alan Lakein </li></ul>
  49. 52. <ul><li>THANK YOU …. </li></ul><ul><li>FOR YOUR TIME ! </li></ul>