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1
Time Management
Neu Kfhikj;Jtk;
FHA. Shibly
Lecturer in IT
South Eastern University of Sri Lanka
Al-Dhawa-2014 2
Our Time Begins Now
3
“The way you manage your time can
influence the type of day that you will
have.”
“I recommend you take care of the minut...
Al-Dhawa-2014 4
5
• Neu Kfhikj;Jtj;jpd; Kf;fpaj;Jtk;
• Neu Kfhikj;Jtj;jpd; Njit
• Neu tPzhf;fpfs;
• Neu Kfhikj;Jtj;ij jLf;Fk;
fhuzpfs;
• N...
6
Importance of Time management
• Stay organized: If time is managed well, you can
organize your life and schedule. Everyt...
7
• More work done: If time is managed properly, can get a
great amount of things accomplished. With a set schedule,
can c...
8
Lost wealth may be replaced by industry,
lost knowledge by study, lost health by
temperance or medicine, but lost time i...
9
Quit Making Excuses…
• ,d;iwa fhyfl;lj;jpy; cq;fs;
fy;tpapy; Neu Kfhikj;Jtj;ij
eilKiwg;gLj;Jtjpy;
fhzg;gLfpd;w jilfs;
10
Activity - 01
11
Obstacles to effective time
management
Unclear objectives
(njsptw;w Nehf;fq;fs;)
Disorganization
(xOq;fpd;ik)
Inability...
12
Obstacles to effective time
management
Interruptions
(,ilA+Wfs;)
More interruptions
(Nkyjpf ,ilA+Wfs;)
Periods of
inact...
13
Obstacles to effective time
management
Too many things at once
(gy Ntiyfs;)
Stress and fatigue
(kd mOj;jKk;
Nrhu;Tk;)
A...
14
vq;fshy; vd;d nra;a
KbAk;?
jilfis ,dq;fhzy;
jilfis jtpu;g;gjw;fhd
cj;jpfis ifahsy;
15
Need for Time Management
• Prioritize Effectively with Multitasks
(Kjd;ikg;gLj;jy;)
• Manage and Control Crises (neUf;f...
16
Minor Time Wasters (rpW Neu
tPzhf;fpfs;)
• Interruptions we face during the day
(,ilA+Wfs;)
• Being a slave on the tele...
17
Interruptions (,ilA+Wfs;)
• 6-9 minutes, 4-5 minute recovery – five
interruptions shoots an hour
• You must reduce freq...
18
Cutting Things Short
(rpwpjhf;F)
• “I‟m in the middle of something now…”
• Start with “I only have 5 minutes” – you can...
19
Major Time Wasters (gpujhd
Neu tPzhf;fpfs;)
• Procrastination (gpw;Nghly;)
• Afraid to Delegate (khw;wq;fSf;F mQ;Rjy;)
...
20
What can stop you?
• Negative Thoughts (vjpu;kiwahd rpe;jid)
• Negative People (vjpu;kiwahd kf;fs;)
• Low Self-Esteem (...
21
Steps for Time management
Great time management skills will make
you successful in your endeavors.
22
When using time management to plan your
day, ask yourself a few key questions:
• What is the goal I‟m trying to accompl...
23
Steps:
• Setting goals
• Prioritizing
• Learning to say „No‟
• Organizing your work and meeting
deadlines
• Avoiding pr...
24
• Achievable (milaf;$baJ)
• Realistic (ajhu;j;jkhdJ)
• Time-based (Neuk; rhu;e;jJ)
SMART Criteria for Setting goals
•Sp...
25
Prioritize
• Do (nra;)
• Delegate (khw;W)
• Delay (jhkjp)
• Delete (mfw;W)
26
Learn to say “No”
• Will this help me set priorities right?
• Will this help me do my study well?
• Will this help me a...
27
Organize
28
Avoiding Procrastination
(gpw;Nghliy jtpu;j;jy;)
• Doing things at the last minute is much
more expensive than just bef...
29
Procrastination
“Procrastination is the
thief of time”
Edward Young
Night Thoughts, 1742
30
Comfort Zones
• Identify why you aren‟t enthusiastic (Vd;
cq;fsplk; Mu;tk; ,y;iy vd
,dq;fhzy;)
• Fear of embarrassment ...
Al-Dhawa-2014 31
32
Pareto‟s Principle
• 80% of Work gives 20% Results & 20% of Work
gives 80% Results
• One Rs.500/- v/s Hundred Rs.5/-
• ...
Time Matrix
Urgent Not Urgent
Important
Not
Important
Activity – 02
Urgent Not Urgent
Important
Not
Important
© AL-DHAWA 2009
Urgent Not Urgent
Important
Not
Important
Time Matrix
•neUf;fbfs;
•mOj;jkhd
gpur;rpidfs;
•tiuaWf;fg;gl;l
f...
36
Quadrant I
• Represents things that are both “urgent” and
“important” – we need to spend time here
• ,q;Fjhd; ehk; ekJ ...
Quadrant II
• Includes activities that are “important, but not
urgent”- Quadrant of Quality (juk;)
• ,q;F vkJ ePz;lfhy jpl...
38
Quadrant III
• Includes things that are “urgent, but not
important” - Quadrant of Deception. (Vkhw;wk;)
• mtrukhf ,Ug;g...
39
Quadrant IV
• Reserved for activities that are “not urgent, not
important”- Quadrant of Waste (tPzhdJ)
• ehk; ekJ Neuq;...
40
Quadrant I jPq;fhdjh?
• ,g;gFjpapy; ehk; ,Ug;gJ mtruj;jpdhyh ?
my;yJ Kf;fpaj;Jtj;jpdhyh?
Quadrant III. Quadrant II
mtru...
41
Quadrant II ,w;Fupa Neuj;ij
vq;fpUe;J ngWfpNwhk; ?
• Quadrant III ,ypUe;J ngWfpNwhk;
• mtrukhdjhfTk;> Kf;fpakhdjhfTk;
,...
42
VO gof;f tof;fq;fs;
From “The Seven Habits of Highly Effective People: Restoring the Character
Ethic” by Stephen R. Cov...
43
“A man who dares waste one hour of time has
not discovered the value of life.”
Charles Darwin
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Time management

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“The way you manage your time can influence the type of day that you will have.”

“I recommend you take care of the minutes and the hours will take care of themselves.” Earl of Chesterfield

Published in: Leadership & Management
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Time management

  1. 1. 1 Time Management Neu Kfhikj;Jtk; FHA. Shibly Lecturer in IT South Eastern University of Sri Lanka
  2. 2. Al-Dhawa-2014 2 Our Time Begins Now
  3. 3. 3 “The way you manage your time can influence the type of day that you will have.” “I recommend you take care of the minutes and the hours will take care of themselves.” Earl of Chesterfield
  4. 4. Al-Dhawa-2014 4
  5. 5. 5 • Neu Kfhikj;Jtj;jpd; Kf;fpaj;Jtk; • Neu Kfhikj;Jtj;jpd; Njit • Neu tPzhf;fpfs; • Neu Kfhikj;Jtj;ij jLf;Fk; fhuzpfs; • Neu Kfhikj;Jtj;Jf;fhd gbKiwfs; • Neu Kfhikj;Jt jj;Jtq;fs; Learning Outcomes
  6. 6. 6 Importance of Time management • Stay organized: If time is managed well, you can organize your life and schedule. Everything has its set time and everything goes in its place. • Improved personal life: Time management can improve your quality of results, you can give your time to family, friends,sports, cultural activities and hobbies too
  7. 7. 7 • More work done: If time is managed properly, can get a great amount of things accomplished. With a set schedule, can complete the most important tasks first, and can take care of any needed activities next • Keeps you healthy and fit: can use free time to exercise • Reduces Stress: By having a well-planned schedule for your time, and giving extra time for unexpected events or emergencies, can reduce the stress in life.
  8. 8. 8 Lost wealth may be replaced by industry, lost knowledge by study, lost health by temperance or medicine, but lost time is gone forever.------------ Samuel Smiles
  9. 9. 9 Quit Making Excuses…
  10. 10. • ,d;iwa fhyfl;lj;jpy; cq;fs; fy;tpapy; Neu Kfhikj;Jtj;ij eilKiwg;gLj;Jtjpy; fhzg;gLfpd;w jilfs; 10 Activity - 01
  11. 11. 11 Obstacles to effective time management Unclear objectives (njsptw;w Nehf;fq;fs;) Disorganization (xOq;fpd;ik) Inability to say “no” (,y;iy vd;gjw;F ,ayhik)
  12. 12. 12 Obstacles to effective time management Interruptions (,ilA+Wfs;) More interruptions (Nkyjpf ,ilA+Wfs;) Periods of inactivity(nraw;ghlw;w Neuk;)
  13. 13. 13 Obstacles to effective time management Too many things at once (gy Ntiyfs;) Stress and fatigue (kd mOj;jKk; Nrhu;Tk;) All work and no play (mjpf NtiyAk; tpisahl;bd;ikAk;)
  14. 14. 14 vq;fshy; vd;d nra;a KbAk;? jilfis ,dq;fhzy; jilfis jtpu;g;gjw;fhd cj;jpfis ifahsy;
  15. 15. 15 Need for Time Management • Prioritize Effectively with Multitasks (Kjd;ikg;gLj;jy;) • Manage and Control Crises (neUf;fbfs;) • Obtain Better Results (rpwe;j ngWNgW) • Balance Studies and Others Priorities (Nghjpa fw;wYk; Vida nraw;ghLfSk;)
  16. 16. 16 Minor Time Wasters (rpW Neu tPzhf;fpfs;) • Interruptions we face during the day (,ilA+Wfs;) • Being a slave on the telephone (njhiyNgrp miog;Gfs;) • Unexpected/Unwanted visitors (vjpu;ghuhj tUifahspfs;) • Needless Social Network Usages (Facebook etc)
  17. 17. 17 Interruptions (,ilA+Wfs;) • 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour • You must reduce frequency and length of interruptions (Minimal phone usage)
  18. 18. 18 Cutting Things Short (rpwpjhf;F) • “I‟m in the middle of something now…” • Start with “I only have 5 minutes” – you can always extend this • Stand up, walk fast, do what you want, thank, shake hands • Clock-watching; on wall behind them
  19. 19. 19 Major Time Wasters (gpujhd Neu tPzhf;fpfs;) • Procrastination (gpw;Nghly;) • Afraid to Delegate (khw;wq;fSf;F mQ;Rjy;) • Not Wanting to Say "NO" • Low Self-Esteem (jd;id Fiwj;J kjpg;gply; • Problems With Objectives/Priorities
  20. 20. 20 What can stop you? • Negative Thoughts (vjpu;kiwahd rpe;jid) • Negative People (vjpu;kiwahd kf;fs;) • Low Self-Esteem (Fiwe;j jd;kjpg;G) • Fear of Failure (Njhy;tpfSf;F mQ;Rjy;) • Fear of Rejection / Criticism (vjpu;TfSf;F mQ;Rjy;)
  21. 21. 21 Steps for Time management Great time management skills will make you successful in your endeavors.
  22. 22. 22 When using time management to plan your day, ask yourself a few key questions: • What is the goal I‟m trying to accomplish? • What is the deadline for that goal? • What are the outcomes of not achieving this deadline?
  23. 23. 23 Steps: • Setting goals • Prioritizing • Learning to say „No‟ • Organizing your work and meeting deadlines • Avoiding procrastination
  24. 24. 24 • Achievable (milaf;$baJ) • Realistic (ajhu;j;jkhdJ) • Time-based (Neuk; rhu;e;jJ) SMART Criteria for Setting goals •Specific (jdpj;JtkhdJ) •Measurable (mstplf;$baJ)
  25. 25. 25 Prioritize • Do (nra;) • Delegate (khw;W) • Delay (jhkjp) • Delete (mfw;W)
  26. 26. 26 Learn to say “No” • Will this help me set priorities right? • Will this help me do my study well? • Will this help me avoid unnecessary distraction?
  27. 27. 27 Organize
  28. 28. 28 Avoiding Procrastination (gpw;Nghliy jtpu;j;jy;) • Doing things at the last minute is much more expensive than just before the last minute • Deadlines are really important: establish your own deadlines
  29. 29. 29 Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742
  30. 30. 30 Comfort Zones • Identify why you aren‟t enthusiastic (Vd; cq;fsplk; Mu;tk; ,y;iy vd ,dq;fhzy;) • Fear of embarrassment (rq;flkhd #oYf;F mQ;Rjy;) • Fear of failure (Njhy;tpfSf;F mQ;Rjy;)
  31. 31. Al-Dhawa-2014 31
  32. 32. 32 Pareto‟s Principle • 80% of Work gives 20% Results & 20% of Work gives 80% Results • One Rs.500/- v/s Hundred Rs.5/- • Effective v/s Efficient (tpisjpwd; Vs tpidj;jpwd;) • Smart work v/s Hard work
  33. 33. Time Matrix Urgent Not Urgent Important Not Important
  34. 34. Activity – 02 Urgent Not Urgent Important Not Important
  35. 35. © AL-DHAWA 2009 Urgent Not Urgent Important Not Important Time Matrix •neUf;fbfs; •mOj;jkhd gpur;rpidfs; •tiuaWf;fg;gl;l fhyj;Jf;Fs; nra;a Ntz;bait •jahu; gLj;jy; •neUf;fbfis jtpu;j;jy; •kjpg;gPLfis Muha;jy; •jpl;lkply; •tYT+l;ly; •,ilA+Wfs; •miog;Gfs; •re;jpg;Gfs; •gpugy nraw;ghLfs; •Kf;fpakpy;yhj jfty;fs; •miog;Gfs; •Neu tPzhf;fpfs; •,dpikahd nraw;ghLfs;
  36. 36. 36 Quadrant I • Represents things that are both “urgent” and “important” – we need to spend time here • ,q;Fjhd; ehk; ekJ mDgtq;fisAk;> KbTfisAk; gad;gLj;jp vkJ NjitfisAk;> rthy;fisAk; rupahd tpjj;jpy; Kfhik nra;J jilfis Kwpabf;f Ntz;bAs;sJ.
  37. 37. Quadrant II • Includes activities that are “important, but not urgent”- Quadrant of Quality (juk;) • ,q;F vkJ ePz;lfhy jpl;lq;fis tFg;gNjhL> gpur;rpidfis jtpu;j;jy;> tYT+l;ly;> rpe;jidfis tpupTgLj;jy; kw;Wk; jpwd;fis tsu;j;jy; Nghd;wtw;iw milfppNwhk; • ,e;jg;gFjpia ehk; Gwf;fzpf;Fkplj;J mJ Kjyhk; gFjpia tYT+l;b mjpfupf;fr;nra;fpwJ. mJ kd mOj;jk;> kdr;Nrhu;T> kw;Wk; Mokhd neUf;fbfis ekf;F Vw;gLj;Jk;.
  38. 38. 38 Quadrant III • Includes things that are “urgent, but not important” - Quadrant of Deception. (Vkhw;wk;) • mtrukhf ,Ug;gjdhy; ,r;nraw;ghLfs; Kf;fpakhdjhf Njhw;wkspf;fpwJ. • Eg :- Many phone calls, Involving Social Networking activities, meetings and drop-in visitors.
  39. 39. 39 Quadrant IV • Reserved for activities that are “not urgent, not important”- Quadrant of Waste (tPzhdJ) • ehk; ekJ Neuq;fis kfpo;TlDk;> Xa;TlDk; fopg;gjw;F ,g;gFjpf;Fs; cs;thq;fg;gLfpNwhk;. • Eg :- Reading addictive novels, watching mindless T.V Serials, or gossiping at school(,it vkJ Neuj;ij tpuak; nra;fpwJ)
  40. 40. 40 Quadrant I jPq;fhdjh? • ,g;gFjpapy; ehk; ,Ug;gJ mtruj;jpdhyh ? my;yJ Kf;fpaj;Jtj;jpdhyh? Quadrant III. Quadrant II mtruk; (Urgency) Kf;fpak; (Importance)
  41. 41. 41 Quadrant II ,w;Fupa Neuj;ij vq;fpUe;J ngWfpNwhk; ? • Quadrant III ,ypUe;J ngWfpNwhk; • mtrukhdjhfTk;> Kf;fpakhdjhfTk; ,Uf;Fk;NghJ khj;jpuNk Quadrant I I njupT nra;a Ntz;Lk;. • Quadrant IV I ehk; vg;NghJk; jtpu;g;gJ rpwe;jJ.
  42. 42. 42 VO gof;f tof;fq;fs; From “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989 1. nray;jpwDld; ,Uj;jy; 2. ,yf;Fld; gazpj;jy; 3. Kjd;ikahdij Muk;gj;jpy; nra;jy; 4. ntw;wpia gw;wp Nahrpj;jy; 5. tpsq;fpf;nfhs;s Kaw;rpj;jy; 6. xUq;fpizj;jy; 7. rpe;jidfis $u;ikahf;fy;
  43. 43. 43 “A man who dares waste one hour of time has not discovered the value of life.” Charles Darwin

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