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Time Management

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Time Management

  1. 1. Time Management for personal Sense of Achievement
  2. 2. Common Problem <ul><li>I am very busy. The second crisis comes in before the first has finished </li></ul><ul><li>I don’t feel I have achieved anything this year </li></ul><ul><li>I don’t have control on my life. Things pile one on top of the other </li></ul><ul><li>I wish I have more than 24 hours per day so that I can get more things done </li></ul><ul><li>The system overloads me with work. There is no time to breathe </li></ul>
  3. 3. Objective <ul><li>To help you introspect and find </li></ul><ul><li>clues to improve your time management & thereby enhance effectiveness </li></ul>
  4. 4. Where are You 20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt 10% people feel they are short of time. They realise this and are keen to get help and see how they can improve Time Mgmt 70% people feel they are not short of time. Though they don’t mind listening to someone. And then tell him why all that is impractical
  5. 5. Balance your life <ul><li>Balance in Life is important </li></ul><ul><li>Recognize each aspect of life </li></ul><ul><li>I am not getting enough time for family/personal life because of Work </li></ul><ul><li>80% of day is spent at work </li></ul>Family Work Health Finance
  6. 6. Time management : What is it? <ul><li>Doing the Right things and not setting Things right </li></ul><ul><li>In control of Life, not driven by circumstances </li></ul><ul><li>Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future </li></ul><ul><li>Having right balance in wheel of life </li></ul>
  7. 7. Time Management <ul><li>To get most output within given resources </li></ul><ul><li>To get time for important issues in life </li></ul><ul><li>To feel fairly satisfied , secure & on top of things </li></ul><ul><li>And thereby enjoy stress free life </li></ul>
  8. 8. Time Management <ul><li>The issue is not Awareness but Action </li></ul><ul><li>The Action happens when we say </li></ul><ul><li>I can’t live with this any more. </li></ul><ul><li>I need to find an answer fast </li></ul>
  9. 9. Managing your Time <ul><li>T hings to do list </li></ul><ul><li>I dentify Priority </li></ul><ul><li>M aking it happen </li></ul><ul><li>E valuate deviations </li></ul>
  10. 10. Impact of Attitudes <ul><li>Believe that your area of control is large </li></ul><ul><li>Do most of the things because of reason and not mere indulgence </li></ul><ul><li>Believe that improvements are always possible and at any age </li></ul><ul><li>Have doubts rather than objections </li></ul>
  11. 11. Written goals <ul><li>Am I short of time to meet my vision & mission </li></ul><ul><li>It is not enough to have goals in mind. Put them down on paper </li></ul><ul><li>It is an agreement with yourself that you are aware of goals and will pursue them </li></ul><ul><li>Be thankful to the person who reminds you of your goals </li></ul>
  12. 12. Creating TO DO Lists <ul><li>Your daily list of tasks </li></ul><ul><li>Tasks that take you towards your goals </li></ul><ul><li>One Sheet a Day </li></ul><ul><li>Tasks with defined importance: </li></ul><ul><ul><li>Q1: important and urgent: deadlines, fire fighting </li></ul></ul><ul><ul><li>Q2: important and not urgent: Planning, Holidays </li></ul></ul><ul><ul><li>Q3: urgent and not important: Interruptions, meetings </li></ul></ul><ul><ul><li>Q4: not important and not urgent: junk mail , time wasters </li></ul></ul>
  13. 13. Working with TO DO Lists <ul><li>Create the list before you start the day </li></ul><ul><li>15 minutes of investment will help you everyday </li></ul><ul><li>End of day: Review Status </li></ul><ul><li>Status: C – Completed, T – Transferred, A – Abandoned, I – In progress </li></ul>
  14. 14. Sample TO DO List Date: 22-Apr-2004 5 min C Q1 Confirm to manager about tomorrow’s plan 1 hour A Q1 Update Cases 5 min T Q3 Add Slides to network 45 min I Q2 Collect Attendee info 30 min C Q1 Prepare Slides for PPT Time needed Status Priority Task
  15. 15. Prioritizing- Scheduling <ul><li>Look at your big list of To Do </li></ul><ul><li>Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it </li></ul><ul><li>Subsequently schedule the day or the time </li></ul><ul><li>Keep some buffers </li></ul><ul><li>Be flexible to change but don’t change on small reasons </li></ul>
  16. 16. Analyzing- Planning <ul><li>Analyze what all affected your schedules </li></ul><ul><li>Think how to reduce crises </li></ul><ul><li>Involve those who have say in your work, in your time planning </li></ul><ul><li>Keep room for flexibilities </li></ul>
  17. 17. Interruptions <ul><li>Intrusive interruptions: phone call, personal conversations </li></ul><ul><li>Non-intrusive interruptions: e-mail </li></ul><ul><li>Have a no-interruption periods: </li></ul><ul><ul><li>Closed door policy </li></ul></ul><ul><ul><li>Phone off the hook </li></ul></ul><ul><ul><li>Use non-intrusive interruptions </li></ul></ul><ul><ul><li>Prioritize and don’t be reactive </li></ul></ul>
  18. 18. Crisis Situations <ul><li>Be proactive not reactive </li></ul><ul><ul><li>Being proactive is highly motivating </li></ul></ul><ul><li>Maintain a crisis log </li></ul><ul><li>Nothing is worth being reactive </li></ul><ul><li>If you are only reactive… someone can replace you at your job </li></ul><ul><li>Prevent crisis by managing important but not urgent tasks, on time </li></ul>
  19. 19. Procrastination <ul><li>“… if we wait for the moment when everything, absolutely everything is ready, </li></ul><ul><li>we shall never begin.” </li></ul><ul><li>Understand what and why of your procrastination tendency </li></ul><ul><li>Remember last time what was the gain to do it in time </li></ul><ul><li>Create micro action plan </li></ul><ul><li>Understand how much time it takes to do a task </li></ul><ul><li>Do not be a last minute decision taker </li></ul><ul><li>Gather information for a task in advance. </li></ul>
  20. 20. Meetings- Paperwork <ul><li>Be bold to request absence from the meetings that are not useful to you </li></ul><ul><li>Give feedback & suggestions to improve effectiveness </li></ul><ul><li>Pre-circulate agenda if you are in charge </li></ul><ul><li>Don’t accept shoddy preparation for too long </li></ul><ul><li>Worth spending time to create filing system- soft & hard </li></ul>
  21. 21. Delegation- Teamwork <ul><li>Have faith that the other person can do it </li></ul><ul><li>Convey expectations, rules & processes </li></ul><ul><li>Observe in the beginning. Correct & encourage </li></ul><ul><li>Be keen to help some one & spread interdependence </li></ul><ul><li>Be sure that you are not the weak link of the chain </li></ul>
  22. 22. Processes & Effectiveness <ul><li>Process is a defined series of steps with responsibilities & guidelines </li></ul><ul><li>Try creating processes to handle repeat tasks </li></ul><ul><li>Make those involved aware of processes </li></ul><ul><li>Review processes often to improve efficiency </li></ul>
  23. 23. Time Kit <ul><li>One source for everything </li></ul><ul><ul><li>Goals </li></ul></ul><ul><ul><li>Tasks </li></ul></ul><ul><ul><li>Expenses </li></ul></ul><ul><ul><li>Phone Book </li></ul></ul><ul><ul><li>Ideas/Notes </li></ul></ul><ul><ul><li>Lists: Books to read, Checklists </li></ul></ul>
  24. 24. Summary <ul><li>Believe it is possible to get more out of existing time </li></ul><ul><li>Writing down goals is the first important step </li></ul><ul><li>Break down goals to tasks </li></ul><ul><li>Understand your ‘most effective time zone’ </li></ul><ul><li>Create daily TO DO List for next 3 months </li></ul><ul><li>Prioritize & schedule tasks </li></ul><ul><li>Create processes on most of the tasks </li></ul><ul><li>Invest time to train someone & delegate in steps </li></ul><ul><li>Leave the habit of attending to everything that comes in front </li></ul>
  25. 25. Decide to be on top the situation rather than be part of the mess Wish you all the Best

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