The document discusses time management and provides tips for improving it. It begins by defining common time management problems like feeling overly busy and lacking a sense of achievement. It then discusses the importance of prioritization, doing the most important tasks, and enjoying each day. Specific tips include creating to-do lists, setting goals, saying no to unnecessary tasks, focusing on the task at hand, and regularly evaluating time usage. The overall message is that proper planning, prioritization, and making the most of each minute can help people better manage their time and be more productive.

1. Time Management
The views expressed are based on personal 1
experience and information collected from the net.

2. 
Write a definition of TIME MANAGEMENT
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3. Common Problems

I am very busy. The second crisis comes in before the first has finished.

I don’t feel I have achieved anything today / this month / this year.

I don’t have control on my life. Things pile one on top of the other.

I wish I had more than 24 hours per day so that I can get more things done.

The system overloads me with work. There is no time to breathe.
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4. Objective

To help you introspect and find clues to improve your time management & thereby enhance effectiveness
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5. What is Time Management?

Doing the “right things” and not “setting things right”

In control of life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future

Having right balance in wheel of life

To get most output within given resources

To get time for important issues in life

To feel fairly satisfied , secure & on top of things

And thereby enjoy stress free life
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6. Quiz - 1

How old were you five years ago?

What did you look like at that time?

What did you do then?

What has changed ever since?

What have you achieved in this time?
And…….

How quickly do you think has the time passed?
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7. Answer

You will agree with no hesitation that TIME has passed very quickly!

That is the mystery with this phenomenon called TIME.

It passes very quickly and no one seems to know how!

Anyway like in everybody’s case, in your case also, nothing can be done about the past.

So let us look at the future – next 5 years!
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8. Quiz - 2

How old will you be 5 years from now?

What do you think you will look like at that time?

What do you think you will be doing then?

What would have changed by then?

What do you wish to achieve in this time?
And…….

How quickly do you think would the time pass now?
Would it be slower or faster than the last 5 years ???
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9. Answer

NONE OF THESE!

The time would neither be faster nor slower.

The clock would move at the same speed, one second at a time.
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This has never changed and will never change!
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What matters is how well YOU keep pace with this speed!
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10. Story Telling Time!
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11. Story Telling Time!
A king, his attendant and the Prime Minister
One day, the King looking out from his Palace window
saw some settlements forming at the banks of the river.
He said to the attendant “Find out what it is”.
The attendant ran and reported back after few minutes -
“Your Highness, they are tents”.
The King asked again “Where are they from”?
The attendant ran again and reported back after some
time – “From Persia”

12. Story Telling (contd.)
The King asked again “How many people are there?”
The attendant once again ran to find out and reported back “675 men”.
“No women?” asked the King and off went the attendant again.
Relentless questions and corresponding trips by attendant followed!
Attendant was already getting irritated and started wondering why the King cannot think cohesively and ask more questions in one go rather than asking one question at a time.

13. Story Telling (contd.)
The King was already asking his nth question to the attendant when the PM appeared.
Hearing the King, the PM intervened and said, “Let us discuss what all we should know about that gathering near the river.”
They went into a meeting for some time after which the PM went off to find out more. He was back after 2 hours.
And what did he bring after being gone for 2 hours?

14. Story Telling (contd.)
Here was the PM’s report:
“The tents at the banks of the river belong to a caravan of
traders from Persia. There are 675 men, 210 women and
85 children. The leader of the group is ………………..….”
The PM also said “they have 200 horses which they
want to sell and I have negotiated the price at…… I need
your consent on this”. The PM also explained on
what all benefits the kingdom can accrue from the visit of
these traders etc etc.

15. Story Telling (contd.)

Do you realize what the PM has achieved and how ?

And
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What is the moral of the story?

16. Moral of the Story
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It does not matter how hard you work or how much time you spend working.

What matters is HOW much you achieve in a given period of time.
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17. Quiz Time

What did PM do differently than the attendent to achieve what he achieved?
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18. Answer

The PM

Made the king explain what all he wanted in one go,

Did proper planning,

Prioritized the job,

Did some value addition of his own and

Put the available time to the best use
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19. Time Management

How do we achieve this in day to day working life in the midst of all pressures and pulls from several tasks?

That is TIME MANAGEMENT and it is all about PRODUCTIVITY.
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20. Obstacles

Obstacles to effective time management

Interruptions / socializing

Multiple tasks at hand and not setting / sticking to priorities

Inability to say “No”

Inefficient delegation / poor planning

Poorly run meetings

Procrastination

Waiting / delays

Unclear objectives

Disorganization / cluttered work space
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21. What can we do?

Recognize obstacles

Identify / isolate them

Employ strategies to overcome
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22. Time-Based, To-Do List

Prepare a time-based, to-do list

A to-do list is a list of action items for the day

Categorize each item based on the urgency and importance

important and urgent

important and not urgent

not important and urgent

not important and not urgent 22

23. Task Break-up Exercise
From
To
Activity
ImpUrg / ImpNoUrg / NoImpUrg / NoImpNoUrg
Accomplished / Satisfied / Regretted
7:00 AM
8:00 AM
8:00 AM
9:00 AM
9:00 AM
10:00 AM
10:00 AM
11:00 AM
11:00 AM
12:00 PM
…
…
8:00 PM
9:00 PM
9:00 PM
10:00 PM
10:00 PM
11:00 PM
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24. Prioritize

Set clear priorities

Do, Delegate, Delay, Delete

Address the urgent

Accomplish what you can early

Attach deadlines to things you delay
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25. Be polite but assertive

Learn when to say “No”

You can’t do everything

Don’t undertake things you can’t complete

Remain consistent to your goals

Be proactive

Ask and force colleagues (including manager) to explain what they want in one go! (like the PM in the story).

Understand thoroughly what are the expectations from you.

Ask, clarify, ask again (if you are not clear) before you start the job
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26. Goal Setting

Set goals – long term v/s short term

Set Rational Goals

Specific, short term goals – short term could be a week, a day or even an hour

Set Directional Goals

General direction for long term – “What do I want to be 3 years from now?”

Set apart some time everyday for your Directional Goals

SMART - Specific, Measurable, Achievable, Realistic, Time-based
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27. Procrastination

Understand what and why of your procrastination tendency

Remember
“… if we wait for the moment when everything,
absolutely everything is ready,
we shall never begin.”
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28. Self-improvement

Improve yourself

Do a SWOT analysis of yourself (with no inhibitions)

S – Strength

W– Weakness

O – Opportunity

T – Threats 28

29. S-W-O-T

Strengths

What advantages do you have?

What do you do well?

What relevant resources do you have access to?

What do other people see as your strengths?

Weaknesses

What could you improve?

What do you do badly?

What should you avoid?

Are you not qualified fully for the future opportunities?
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30. S-W-O-T

Opportunities

Where are the good opportunities facing you?

What are the interesting trends you are aware of?
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Threats

What obstacles do you face?

Are the required specifications for your job changing?

Is changing technology threatening your position?

Could any of your weaknesses seriously threaten your job?

Is there any threat to you which will force you not to take the “Opportunity” when it comes along?
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31. And also…

Concentrate on the task at hand

Focus on your short-term goal

Tune out interruptions

Consider your personal prime time

Morning / Evening / Late night?

Take time to plan

Don’t try to be a perfectionist – always!

Learn to multi-task

Celebrate your success / reward yourself
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32. Always remember

Things to do list

Identify priority

Make it happen

Evaluate deviations
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33. And finally…
Little drops of Water
And Little Grains of Sand
Make the mighty Ocean
And the Pleasant land
So the little Minutes
Humble though they be
Make the mighty Ages
Of Eternity
This is the Time
This is the Place
This is your Life
This is your Opportunity
Seize the Day
Use this Moment
ACT NOW 33

34. THANK YOU
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