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EFFECTIVE TIME
MANAGEMENT TO
HACK
PRODUCTIVITY
Pavan Dikondkar
INTRODUCTION
17+ Years of Core IT Infrastructure Experience
24+ Certifications
Founder of OpenSourceCircle.com Community
Roles:
• IT Infrastructure Specialist
• IT Infrastructure Head
• Sr. IT Infrastructure Manager
• Solution Architect & Security Consultant
• Sr. IT Infrastructure Project Manager
• Director – IT Infrastructure & Information Security
Globally Worked for:
• Symantec Inc.
• Yahoo! & Zimbra!
• PubMatic Inc.
• Syntel Inc.
• ANSYS Inc.
• CalSoft Inc.
PavanLinux@gmail.com
https://www.linkedin.com/in/pa
vandikondkar
India:
• CMS Computers Ltd.
• Mithi Software Technologies.
• CompuServe Systems.
2© 2018, OPEN SOURCE CIRCLE - ALL RIGHTSRESERVED.
WANT TO BECOME
SUCCESSFUL IN YOUR
LIFE
WHAT'S IN IT FOR ME…
Managing
time helps in
smooth life
For everything
there is time
and space
Life is no
longer a
struggle
Plan your time
and work on
your plan
Achieve your
goals
TIME
MANAGEMENT
Time management is
straightforwardly defined as
the management of time in
order to make the most out of
it.[1]
http://en.wikipedia.org/wiki/Ti
me_management
SOME BASIC MYTHS ABOUT TIME MANAGEMENT
Myth 1: There's too much to do; I can't handle it all.
Myth 2: There's plenty of time; I can do that later.
Myth 3: I'm busier than usual right now, so it makes sense to shift some tasks off to
another time. Re-scheduling something to a later time is PROCRASTINATING
Myth 4: This little task is not important.
MYTH OF TIME MANAGEMENT
Good time managers are born not made. Some people seem to be more
naturally organized, but everyone can learn to manage his/her time.
Effective time management is the same for everyone. Time management is
unique for each person because each person has different priorities and goals.
Activity is good in itself. Being busy is not the same as being effective, if time is
spend on low priorities.
EFFECTIVE TIME MANAGEMENT
Effective - to manage/handle or direct
with a degree of skill and intelligence.
Time - the measured or measurable
period during which an action, process,
or condition exists or continues.
Management - the act or art of
managing : the conducting or
supervising of something (as a business).
EFFECTIVE TIME
MANAGEMENT
Time management is the act of taking
conscious control over the amount of
time spent on specific activities.
You exercise time management to
increase productivity, effectiveness
and efficiency.
You practice skills and use tools and
techniques to aid you when
accomplishing tasks, projects or are
working toward goals and deadlines.
TIME MANAGEMENT QUESTIONS
➢ How much time do you have?
➢ What are your goals?
➢ Does free time really mean free time?
➢ Do you have a schedule?
➢ Do you use a planner?
➢ Do you procrastinate?
➢ Are you equipped with Time Management Tips?
HOW MUCH TIME DO YOU HAVE?
➢ There are 24 hours in a day.
➢ 7 days in a week ( 168 hours).
➢ 365 days in a year. An extra day during leap year.
Make a list of everything you have to do.
Figure out how much time you can devote to each task.
 By analyzing your time, you will know what time of the day you do your best work.
 You will discover how much time your wasting with telephone calls, interruptions, or
just hanging out with friends.
Make sure you include meeting, training and learning time.
IMPLEMENT A TIME MANAGEMENT PLAN
Create time
management
goals
01
Find out where
you are
wasting time
02
Use time
management
tools –
• Day timer or cell
phone – schedule
and lists
03
Prioritize
ruthlessly
04
Set time limits
for tasks
05
Be sure your
systems are
organized
06
WHAT ARE YOUR GOALS?
Make your
goals specific
and concrete.
Set long-term
and short-
term goals?
Set a
deadline for
your goals.
Monitor your
goals.
Change
goals if
needed.
DO YOU HAVE A SCHEDULE?
Set up your daily task and weekly task calendar.
 Review all tasks and their schedules.
 Block existing priority one task and their times
 Highlight tasks and project due dates.
 Identify routine tasks/work.
 Incorporate break time.
Divide time into 30-minute blocks.
Use spare time to review, thinking and learning.
Don’t forget to reward yourself when you do something right.
“Work smarter, not harder.” – Alan Lakein
SET PRIORITIES
Which goals/tasks/work are important to you?
Which goals/tasks/work are urgent?
 Tasks due on specific day and for others can be completed in a series of steps and
need not be completed immediately.
It is important to work on one task at a time.
Plan time to begin the process
Review tasks and plan to work on that are due.
Using planner/calendar/task-list will help you to prioritize your work.
 How can you establish priorities?
 “To-Do List” – Cross off each task as you complete them.
MOST OF THE TIME WE STRUGGLE TO CREATE A
BALANCE BETWEEN
Our Needs
1
Our Desires
2
Our
Obligations
3
Expectations
4
Effective
Time
Management
5
PROCRASTINATION
Procrastination is a major obstacle that can prevent
you from practicing good time management skills.
It is the constant pushing aside of tasks that need to be
completed and is the enemy of all.
WAYS OF OVERCOMING PROCRASTINATION
Just do it – Complete
the task
The moment you find yourself procrastinating, complete the task; then, you won’t have to think
about it anymore.
Be positive Avoid speaking negatively about the task and your ability to move toward completion. Instead,
by positive. Tell yourself, “I know that I can finish this work.”
Keep yourself
organized
Having everything you need right at your fingertips will save a lot of time when starting a
project.
Take the task apart Sometime an assignment can appear to be overwhelming. Breaking large assignments into
manageable parts will help. Set dates to work on each of the pieces.
Make the Task
Meaningful
Ask yourself why the task is important to you and what it has to do with your long-term goal.
TIME MANAGEMENT
TIPS
Write things down.
 Don’t rely on memory
Prioritize your list
Plan your week.
 Spend some time at the
beginning of each week to plan
your schedule.
Carry a notebook.
 Write down those great ideas
and brilliant insights (capture
your thoughts).
Learn to say NO.
 Say no to low priority requests.
AVOID DISTRACTIONS
Never look at the mail or
message until you plan to do
something with it.
DELEGATION
Delegate reasonable tasks
AVOID MULTITASKING
Try not to do two things at the same time
PARETO’S PRINCIPLE (80/20 RULE)
➢ 80% of Work gives 20% Results & 20% of Work gives 80% Results
➢ One x Rs.500/- v/s Hundred x Rs.5/- = Rs. 500/-
➢ Effective v/s Efficient
➢ Smart work v/s Hard work
TIME MANAGEMENT
MATRIX
By Stephen Covey
TIME MANAGEMENT TIPS TO HACK
PRODUCTIVITY
• Limit social media time
• Learn to say no effectively
• Create Routines
• Do the Hard Things First - Stop Procrastinating
• Learn to delegate tasks effectively at work
• Clear Your Mind
• Integrate Work into Your Happiness and Leisure
• Track your time
• Admit mistakes quickly and move on and make sure
it will not repeat
• Take breaks during the work day
• Conduct a Weekly Review of the Week
• Review the past to become better, not assign blame
• Schedule Your Day
• Make smart to-do lists.
• Declutter and Organize
• Break Large Projects Into Smaller Tasks
• Commit to Your Plan
• Create a Deadline
• Plan Ahead
• Plan to achieve four hours of real work per day
• Set a maximum of three priority tasks per day
• Timely information and communication is most important
with follow-ups
• Focus on one thing at a time
• Eliminate Distraction – Multitasking is Highly Overrated
RESPECT YOUR AND EVERYONE’S TIME…
THEN… TIME WILL RESPECT YOU!
“You will never ‘find’ time for
anything.
If you want time, you must make it.”
Charles Bruxton
Act Now…
• Take complete control of your
time and life
• Overcome procrastination
• Quickly improve your self-esteem
and self-image
• Release your "mental brakes"
and unlock your true potential
SUPERMAN
BECOME A SUPERMAN
Q & A
THANK YOU!

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Effective Time Management to Hack Productivity - Pavan Dikondkar

  • 2. INTRODUCTION 17+ Years of Core IT Infrastructure Experience 24+ Certifications Founder of OpenSourceCircle.com Community Roles: • IT Infrastructure Specialist • IT Infrastructure Head • Sr. IT Infrastructure Manager • Solution Architect & Security Consultant • Sr. IT Infrastructure Project Manager • Director – IT Infrastructure & Information Security Globally Worked for: • Symantec Inc. • Yahoo! & Zimbra! • PubMatic Inc. • Syntel Inc. • ANSYS Inc. • CalSoft Inc. PavanLinux@gmail.com https://www.linkedin.com/in/pa vandikondkar India: • CMS Computers Ltd. • Mithi Software Technologies. • CompuServe Systems. 2© 2018, OPEN SOURCE CIRCLE - ALL RIGHTSRESERVED.
  • 3.
  • 5. WHAT'S IN IT FOR ME… Managing time helps in smooth life For everything there is time and space Life is no longer a struggle Plan your time and work on your plan Achieve your goals
  • 6. TIME MANAGEMENT Time management is straightforwardly defined as the management of time in order to make the most out of it.[1] http://en.wikipedia.org/wiki/Ti me_management
  • 7. SOME BASIC MYTHS ABOUT TIME MANAGEMENT Myth 1: There's too much to do; I can't handle it all. Myth 2: There's plenty of time; I can do that later. Myth 3: I'm busier than usual right now, so it makes sense to shift some tasks off to another time. Re-scheduling something to a later time is PROCRASTINATING Myth 4: This little task is not important.
  • 8. MYTH OF TIME MANAGEMENT Good time managers are born not made. Some people seem to be more naturally organized, but everyone can learn to manage his/her time. Effective time management is the same for everyone. Time management is unique for each person because each person has different priorities and goals. Activity is good in itself. Being busy is not the same as being effective, if time is spend on low priorities.
  • 9. EFFECTIVE TIME MANAGEMENT Effective - to manage/handle or direct with a degree of skill and intelligence. Time - the measured or measurable period during which an action, process, or condition exists or continues. Management - the act or art of managing : the conducting or supervising of something (as a business).
  • 10. EFFECTIVE TIME MANAGEMENT Time management is the act of taking conscious control over the amount of time spent on specific activities. You exercise time management to increase productivity, effectiveness and efficiency. You practice skills and use tools and techniques to aid you when accomplishing tasks, projects or are working toward goals and deadlines.
  • 11. TIME MANAGEMENT QUESTIONS ➢ How much time do you have? ➢ What are your goals? ➢ Does free time really mean free time? ➢ Do you have a schedule? ➢ Do you use a planner? ➢ Do you procrastinate? ➢ Are you equipped with Time Management Tips?
  • 12. HOW MUCH TIME DO YOU HAVE? ➢ There are 24 hours in a day. ➢ 7 days in a week ( 168 hours). ➢ 365 days in a year. An extra day during leap year. Make a list of everything you have to do. Figure out how much time you can devote to each task.  By analyzing your time, you will know what time of the day you do your best work.  You will discover how much time your wasting with telephone calls, interruptions, or just hanging out with friends. Make sure you include meeting, training and learning time.
  • 13. IMPLEMENT A TIME MANAGEMENT PLAN Create time management goals 01 Find out where you are wasting time 02 Use time management tools – • Day timer or cell phone – schedule and lists 03 Prioritize ruthlessly 04 Set time limits for tasks 05 Be sure your systems are organized 06
  • 14. WHAT ARE YOUR GOALS? Make your goals specific and concrete. Set long-term and short- term goals? Set a deadline for your goals. Monitor your goals. Change goals if needed.
  • 15. DO YOU HAVE A SCHEDULE? Set up your daily task and weekly task calendar.  Review all tasks and their schedules.  Block existing priority one task and their times  Highlight tasks and project due dates.  Identify routine tasks/work.  Incorporate break time. Divide time into 30-minute blocks. Use spare time to review, thinking and learning. Don’t forget to reward yourself when you do something right. “Work smarter, not harder.” – Alan Lakein
  • 16. SET PRIORITIES Which goals/tasks/work are important to you? Which goals/tasks/work are urgent?  Tasks due on specific day and for others can be completed in a series of steps and need not be completed immediately. It is important to work on one task at a time. Plan time to begin the process Review tasks and plan to work on that are due. Using planner/calendar/task-list will help you to prioritize your work.  How can you establish priorities?  “To-Do List” – Cross off each task as you complete them.
  • 17. MOST OF THE TIME WE STRUGGLE TO CREATE A BALANCE BETWEEN Our Needs 1 Our Desires 2 Our Obligations 3 Expectations 4 Effective Time Management 5
  • 18. PROCRASTINATION Procrastination is a major obstacle that can prevent you from practicing good time management skills. It is the constant pushing aside of tasks that need to be completed and is the enemy of all.
  • 19. WAYS OF OVERCOMING PROCRASTINATION Just do it – Complete the task The moment you find yourself procrastinating, complete the task; then, you won’t have to think about it anymore. Be positive Avoid speaking negatively about the task and your ability to move toward completion. Instead, by positive. Tell yourself, “I know that I can finish this work.” Keep yourself organized Having everything you need right at your fingertips will save a lot of time when starting a project. Take the task apart Sometime an assignment can appear to be overwhelming. Breaking large assignments into manageable parts will help. Set dates to work on each of the pieces. Make the Task Meaningful Ask yourself why the task is important to you and what it has to do with your long-term goal.
  • 20. TIME MANAGEMENT TIPS Write things down.  Don’t rely on memory Prioritize your list Plan your week.  Spend some time at the beginning of each week to plan your schedule. Carry a notebook.  Write down those great ideas and brilliant insights (capture your thoughts). Learn to say NO.  Say no to low priority requests.
  • 21. AVOID DISTRACTIONS Never look at the mail or message until you plan to do something with it.
  • 23. AVOID MULTITASKING Try not to do two things at the same time
  • 24. PARETO’S PRINCIPLE (80/20 RULE) ➢ 80% of Work gives 20% Results & 20% of Work gives 80% Results ➢ One x Rs.500/- v/s Hundred x Rs.5/- = Rs. 500/- ➢ Effective v/s Efficient ➢ Smart work v/s Hard work
  • 26. TIME MANAGEMENT TIPS TO HACK PRODUCTIVITY • Limit social media time • Learn to say no effectively • Create Routines • Do the Hard Things First - Stop Procrastinating • Learn to delegate tasks effectively at work • Clear Your Mind • Integrate Work into Your Happiness and Leisure • Track your time • Admit mistakes quickly and move on and make sure it will not repeat • Take breaks during the work day • Conduct a Weekly Review of the Week • Review the past to become better, not assign blame • Schedule Your Day • Make smart to-do lists. • Declutter and Organize • Break Large Projects Into Smaller Tasks • Commit to Your Plan • Create a Deadline • Plan Ahead • Plan to achieve four hours of real work per day • Set a maximum of three priority tasks per day • Timely information and communication is most important with follow-ups • Focus on one thing at a time • Eliminate Distraction – Multitasking is Highly Overrated
  • 27. RESPECT YOUR AND EVERYONE’S TIME… THEN… TIME WILL RESPECT YOU! “You will never ‘find’ time for anything. If you want time, you must make it.” Charles Bruxton Act Now… • Take complete control of your time and life • Overcome procrastination • Quickly improve your self-esteem and self-image • Release your "mental brakes" and unlock your true potential
  • 29. BECOME A SUPERMAN Q & A THANK YOU!