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Time management
- 2. • Why Time Management is important • Understanding Time & Stress Problems •Importance of Time Management • Time Quadrant System • What are Time Wasters & Procrastination • Master the Time Management Skills • Effective planning & prioritizing tasks • The art of saying No Learning Outcomes
- 3. Time stays longenough for those who use it. “–Leonardo Da Vinci” Quote of the Day
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- 5. • Things to do list • Identify Priority •Making it happen • Evaluate deviations Time Stands For:
- 6. • Time Managementrefers to managing time effectively, so that the right time is allocated to the right activity. • To manage your time and activities as per their importance is called time management. • Time Management refers to making the best use of time as time is always limited. What is Time Management
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- 8. • Perishable • Given only once •Can’t be brought back • Can’t be geared to slow or fast Characteristics of Time
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- 11. • Effective timemanagement teaches you how to manage your time effectively and enhance your productivity and attain work life balance. • Everyone has the same amount of time in a day. (24 Hours), If you are managing time, that means you are trying to make the best use of your time. What is Effective Time Management
- 12. • To save time • To reduce stress •To perform effectively • To increase our work output • To have more control over our job responsibilities Why do we need Effective Time Management
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- 16. What is Goal? Dictionary definition is“a desired purpose direction” Goals are plans with purpose
- 17. A Goal Should be SMART? • A goalis anything you want to accomplish in a specific period. • Goals should be S.M.A.R.T • A Goal with no plan is just a Wish • Goal should be realistic about what you can accomplish.. Don’t try to juggle too many things. Don’t set yourself for failure.
- 18. • Specific • Measurable •Achievable • Realistic • Time‐Defined When Setting Goals –Think SMART
- 19. Why Set Goals? • You are focused on what you want to achieve. • You are no longer confused about what actionto take. • You are able to prioritize your time. • You have a clear vision for your future. • Your self‐confidence increases.
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- 21. Steps to achieve your Goals? • Identify your goals by writing it down. •Set a deadline for the achievement. Put a date on it. • List the obstacles to overcome in accomplishing your goal. • Identify the people and groups you need to work with to reach your goal. • Develop a plan of action to reach your goal.
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- 25. “Anything that takesus towards our ‘worthwhile goals’ is termed as Important Anything takes us away from our ‘worthwhile goals’ or doesn't take us towards our ‘worthwhile goals’ is called ‘Not Important’.” 25 Important
- 26. It is not only important to know, What is “important” to you ? But: It is also important to know, What is “Not important” to you? Most of usspend too much time on what is Urgent and not enough time on what is Important
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- 28. An activity which does not require immediate attention /action called “Not‐Urgent” • Mindless web browsing • Too much television •Junk and low value emails 28 Not‐ Urgent
- 29. Q1 – Urgentand Important:‐ (Action‐Do it Now) The first quadrant, often times referred to as the quadrant of necessity, contains the tasks that are urgent and important. These are the tasks you have to do or else you will face negative consequences. Usually these are deadline driven and/or time sensitive. Quadrants Strategies
- 30. (Plan it‐ Focus) This isthe quadrant where you want to invest most of your time. Q2 heart of effective personal management. It deals with things that are not “Urgent” but are “Important” Some examples of Q2 Tasks. • Exercising. • Taking classes outside your job to advance your career. • Building relationship & spend time with family & friends. Q2‐ Important & Not Urgent
- 31. (Delegate) • Picking up the phone while you are working •Deposit the Utility bills. (Mobile, Electricity & Credit Card) • File Paper as you are busy in some other assignment. Q3‐ Not Important & Urgent
- 32. (Dump it) This Quadrantcontains the tasks you want to avoid as much as possible. These are your time wasters that you want to eliminate. If you could identify all your Q4 tasks and eliminate most of them, you would free up a lot of time. Q4‐ Not Important & Not Urgent
- 33. • Internet surfing • Gossips /Chatting with Co Workers •Poor work planning • Un Planned last minute changes • Junk mails • Discuss family Issues • Undesirable visitors • Procrastination What are Time Wasters
- 34. • Lack of discipline • Inability to say “No” •Stress • Personal disorganization • Poor delegation Skills • Indecisiveness How we waste Time?
- 35. Time Waste‐ Cause by others • Telephone interruptions. •Unscheduled Meetings • Drop in visitors • Poor Communication Major Time Waster Minor Time Wasters • Disorganization Telephone calls • Procrastination Unexpected visitors • Fear to Delegate Junk Mails / Browsing • Don’t want to say No Meeting without Agenda • Not Knowing the priorities Needless Reports
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- 38. • Lack ofinterest and putting off or delaying things or unreasonably postpone a task. • Leaving everything until the last possible moment; constantly worrying about work but not getting anything done. Procrastination means
- 39. • To avoidan unpleasant task. • Lack of Interest • Don’t know where to Start? • Waiting for more information. • You may think if you put it off, someone else will do it. • You are over committed. Why do we Procrastinate?
- 40. • Laziness • Fearof Failure • Perfectionism Some of our important tasks becomes urgent due to “Procrastination” Procrastination Causes
- 41. 1) Develop Discipline 2)Focus on Goals 3) Use your Plan and Schedule 4) If you do not know, then ASK for help. Conquer Procrastination
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- 43. 1) Spend timeplanning and organizing 2) Set goals & Prioritize 3) Be Flexible 4) Consider your biological prime time 5) Do the right thing right 6) Eliminate the urgent 7) Avoid being a perfectionist 8) Conquer Procrastination 9) Learn to say No 10)Reward Yourself A Simple Time Management Plan
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- 46. To Do lists • Break thingsdown into small steps • Do the ugliest thing first • Do the difficult task first.
- 47. o Be Assertiveand express what you think and feel in a positive way. Create mutual respect. Don’t say yes, when you want to say “No” o If you are unable to fulfill the commitment than there is no need to say “Yes” Don’t be over committed. Be Assertive in your communication
- 48. • You can’tdo everything, so without feeling guilty or thinking that you hurt someone. Don’t undertake things you can’t complete. Set parameters:‐ “I can’t review 10 papers, but I can do 5.” “I could get it done in 6 weeks rather than 4.” Learn to say No
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- 51. • Keep Positive Attitude, • You can’t live a Positivelife with a Negative mind • Be Organized and Selective • Concentrate, stay focused • Create realistic deadlines • Reward/Appreciate yourself • Write down your goals • Determine what is urgent Time Management Solutions
- 52. • Prepare a list of priorities for the day, based on urgency & importance. •Morning is the right time for hard work. • Have work‐breaks to over come fatigue. • Living 100% in the present improves your work output. Time Management SolutionsTime Management Solutions
- 53. • Time Management • Organize •Problem solving attitude • Think Positive • Avoid interruptions • Be your own Judge & motivator Time Management SolutionsMental Techniques
- 54. • Team building • Time management workshops •Job burnout workshops • Training in relaxation techniques • Career counseling Time Management SolutionsOrganizational Initiatives
- 55. • Balance in life is important • Neverget so busy making a living that you forget to make a life • Most of the day is spent at work. Balance life
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