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Time Management
- 2. TIME MANAGEMENT Muhammad Bilal Kayani
- 3. 3
- 5. Dear participants get out a piece of paper and spontaneously write down the first words or phrases that go through their mind when they hear the word “Time.” 1-2 minutes to write down their comments. 5
- 6. Close eyes for 20 seconds and after that to open it. Nobody can watch the clock and I measure the time. All I ask of participants is to raise their hand after what they believe has been 20 seconds. 6
- 7. • What is the most frustrating thing about managing our time? •• How does time seem to move faster as we get older? • If you could improve your time management skills, what would you like to do differently? (2 Min)
- 8. 8 Quiz 3 points for each "Almost always" 2 points for each "Often" 1 point for each "Sometimes" 0 points for each "Almost never" TEST RESULTS ADD UP YOUR POINTS TO GET YOUR TOTAL SCORE. IF YOU SCORED: 0 - 15 Better give some thought to managing your time. 15 - 20 You're doing OK but there's room for improvement. 20 - 25 Very good.
- 9. THE GOAL OF TIME MANAGEMENTTHE GOAL OF TIME MANAGEMENT IS TO FIND A BALANCE AMONGIS TO FIND A BALANCE AMONG ALL THE THINGS YOUALL THE THINGS YOU NEEDNEED ANDAND WANTWANT TO DO.TO DO.
- 10. TIME The indefinite continued progress of existence and events in the past, present and future regarded as a whole. Management Efficiency Effectiveness
- 11. Importance of Time Management Time management is important as it helps to manage your time efficiently. It is beneficial to every individual as proper time management helps us to: Have time for ourselves Be Relaxed & less stressed Be Organized Be Efficient Be Self-disciplined Prioritize tasks Schedule efficiently Plan efficiently
- 12. Need for Time Management Time management is needed by everyone and is important for various reasons, such as follows:
- 13. Need for Time Management Time management is needed by everyone and is important for various reasons, such as follows:
- 14. There are several benefits of time management, such as IncreasedIncreased productivityproductivity LessLess stressstress ImprovedImproved self-esteemself-esteem GoodGood work-lifework-life balancebalance PreventionPrevention ofof panicpanic inin timestimes ofof workloadworkload Benefits of Time Management
- 15. There are several benefits of time management, such as Increased confidence of fulfilling tasks Achievement of goals quickly and easily Increased efficiency in fulfilling tasks Achievement of greater success, dreams and visions Increased energy and competency to achieve success Benefits of Time Management
- 16. Elements of Time Management There are various elements that have to be considered and managed for effective Time Management. It is important that for you to manage your time well, you should learn be aware of and use the elements of Time Management diligently. The following are the various elements of Time Management: Being aware of your Time Being aware of your Time Wasters Priorities Self-management Management of your Personal Resources Goal Setting Measures of your Achievement Planning
- 17. Principles of Time Management Always have a great clarity of objectives Always work with a focus centered on achieving the set objectives Before beginning your work for the day, make a list of all your activities Set priorities to achieve more in the same day Reserve large blocks of time for important activities Develop a habit of eliminating at least one time waster from your life each week The following are some of the core principles that you shouldfollow for successful time management. Roll your mouse over the icon, to learn more.
- 18. You have $86,400.00 to spend anyway they wish. The only restrictions are that they cannot bank any money and if they do not use any of the money they lose it. We then discuss why and how they spent the money the way they did?
- 19. BARRIERS TO EFFICIENT TIME MANAGEMENT: Telephones Television Internet Unexpected Guest Inability to say No Procrastination 19
- 20. Time Management Styles Different time management styles are used by different people because every individual is different. There are a few tools and techniques that prove to be more effective for one time management style than for the other styles. There are five time management styles that are identified, which are: Let us look at each in detail.
- 21. Achievement Management About Achievement Management style includes and describes people who measure their success by how much they take on. Such people cannot say no to accept more projects and can get overwhelmed. Such people find it difficult to do everything to the best of their ability and may tend to forget a task. Pros & Cons Best Tools
- 22. • Pros: o Others see such people as dependable and helpful. • Con: o The lack of completion of projects. Achievement Management About Pros & Cons Best Tools
- 23. Tools that help keep track of the over-committed schedule such as: •To-do Lists •Supply Lists •Event Lists Achievement Management About Pros & Cons Best Tools
- 24. Casual Management About Casual Management style includes and describes people who are the procrastinators of the world. Such people believe that they will get the work done when they have time and as a result easily lose track of time. Pros & Cons Best Tools
- 25. • Pros: o Casual managers think with their “Right brain” and hence tend to be more creative. • Con: o A tendency to miss deadlines or to leave things unfinished. Casual Management About Pros & Cons Best Tools
- 26. • Timelines help to remind such people how much time they really have. • Timelines also help them to focus on deadlines. • Alert systems like alarms or electronic reminders should be used to provide a reminder of the tasks that are put aside. Casual Management About Pros & Cons Best Tools
- 27. Crisis Management About Crisis Management style includes and describes people who consider each event of their life as if it is the top priority. Such people tend to take on several projects all at once. They have trouble deciding between which one is a priority and which is not. Hence, many projects may get started but don’t get finished. Pros & Cons Best Tools
- 28. • Pros: o Tendency to work well under pressure. o Tasks get finished as the deadlines help to drive such people. • Con: o Getting easily stressed and distracted. Crisis Management About Pros & Cons Best Tools
- 29. • Different types of visual reminders can be used to remind what is coming down the pipeline and to help them be focused. • Visual reminders that can be used are: o Desktop calendar o Alert • Block-scheduling can be used to set aside Crisis Management About Pros & Cons Best Tools
- 30. Precision Management About Precision Management style includes and describes people who are the perfectionists of the world. Such people tend to work to deliver work that is consistently of high quality. However, the high quality is delivered at the expense of a lot of time. Pros & Cons Best Tools
- 31. • Pros: o People are considered detail oriented and highly capable. • Con: o A waste of time and energy due to spending of an outrageous amount of time and resources on a project. Precision Management About Pros & Cons Best Tools
- 32. Precision Management About Pros & Cons Best Tools • Day planners help such people to keep on track by staying focused on the big picture as it helps to block out time allotments.
- 33. Social Management About Social Management style includes and describes people who are the social butterflies of the world. Such people would rather “talk” than “do”. Social managers often lose track of time as they busy themselves chit- chatting the hours away. Pros & Cons Best Tools
- 34. Pros & Cons •Pros: o Such people tend to have excellent communication skills. o Such people are great contributors in brainstorming sessions and can effectively get ideas across to others. • Con: o Wasting of valuable time in meaningless conversations. Social Management About Best Tools
- 35. Social Management About Pros & Cons Best Tools • Alert systems such as a wristwatch, with an alarm, that provides a reminder of time. This will help to keep conversations short and to finish projects in a timely manner.
- 36. MCQ Q. Which of the following styles include people who work well under pressure?
- 37. MCQ Q. Which of the following styles include people who work well under pressure?
- 38. Helps prioritize effectively Helps meet deadlines / targets / goals Clutter free workspace Creates happy work environment Uses of Time Management at Workplace
- 39. Uses of Time Management for Organization Improved productivity - improved use of time by the personnel Better performance - on time delivery to customers Increased profitability - better use of resources Improved planning and control Reduction of stress - crisis management by reducing the incidence of crises through better planning
- 40. Steps for Managing Your Time Step 1: Set Goals Step 2: Develop a Schedule Step 3: Revisit and Revise Your Plan The following are the key steps that you need to follow for effective time management:
- 41. SET GOALS Specific Measurable Time Management 41
- 43. LEARN WHEN TO SAY “NO” •You can’t do everything •Don’t undertake things you can’t complete •Remain consistent to your goals
- 44. USE YOUR WAITING TIME On transportation At the doctor’s office Waiting for your plane On hold When you are early
- 45. CONSIDER YOUR PERSONAL PRIME TIME Morning? Evening? Late night?
- 46. REVIEW • Set goals • Develop Schedule • Plan • Organize • Learn when to say “NO” • Use your waiting time • Concentrate on the task at hand • Consider your personal prime time • Celebrate success
Editor's Notes
- The first, and most important strategy you can employ to manage your time is to set clear goals for yourself. As a Lions leader, you will want to accomplish many things in your time of office. The best favor you can do for yourself is to determine what those goals are and make sure your efforts are always directed toward their achievement. Effective goals share a number of characteristics in common. Effective goals are: Specific – When a goal is too vague, you may never know how to reach it or even when you have reached it. Make sure that you know exactly what you hope to achieve Measurable – When you have a goal that is measurable, you will know how far you have to go to reach the goal, and when you get there Note: You may wish to provide an example of a vague, unmeasurable goal, and then a specific, measurable goal here. For instance, “I will support extension in my district” is a vague goal, while “I will establish five new clubs in my district is both specific (new clubs) and measurable (five).
- Achievable – It is commendable to set your sights high, but sometimes we try to accomplish more than we can actually do. Training and certifying ten Certified Guiding Lions in your district in one year may or may not be achievable at this time for a number of reasons. Your goals should be such that, if you “extend yourself” you can just reach them. Realistic – Can you establish a program in your district to help everyone with vision problems? It is certainly a worthwhile goal, but it may not be realistic at this time. It might be better to work on setting up a program with schools to provide vision testing and eyeglasses for disadvantaged children. Note: You may wish to provide an example of an achievable, realistic goal that you have achieved or observed in your own club or district. Time-based – Most of the goals that you establish in your position as a Lions leader will not be long-term. It is important to set time guidelines for your goals, so that you can keep track of your progress as you are going along and can be alert to when you are falling behind schedule. Note: You may wish to state a goal that meets the five characteristics, and ask participants to explain how each characteristic is met. For example, “We will increase retention of current members in my district by reducing the dropout rate to X % by the end of the fiscal year.” Further, you may wish to provide a non-example and ask participants to restate it to meet the five characteristics. For example, “We will improve the service we provide to our community.”
- The strategies we have mentioned so far have all concerned common business practices. Now I would like to address some more “personal” strategies that you can apply to your life. These also have a great impact on how effectively you manage your time. The first of these strategies is being able to say “NO” when it is appropriate. Your life in Lions has always been about giving all that you can to serve your community. That doesn’t change, but as your duties expand as a Lions leader you will find you are called on to do much more than you have ever been asked to do before. When you learn to say “NO” you are not closing the door on your responsibilities, but rather you are making sure that you can meet your commitments and accomplish the maximum possible in the time available to you. To be able to say “NO” you will have to accept these three principles: I realize that I can’t do everything I won’t agree to undertake a task or project that I know I will not be able to complete in the timeframe required I will not make commitments that are not consistent with the goals and objectives I have set for myself If you keep these principles in mind, you will find it easier to justify (and explain) why some requests must be turned down. You will also find that you are better able to accomplish the things that you have prioritized as “must do.”
- Another personal time management skill is to make good use of your “waiting time.” Have you ever thought about how much time you spend doing nothing during an average day? Usually this is not a situation where you planned to do nothing…it just happened. Think about all of the things you could accomplish if you could make use of this time. For instance: Time you spend commuting on a train or bus Time you wait at the doctor or dentist office for your appointment Time you spend on a plane, waiting for your plane, or the time you spend waiting for your baggage Time you spend “on hold” on the telephone Time you spend when you arrive at work or at a meeting earlier than you had anticipated Note: You may include other examples or ask participants for their own ideas. There are two ways to look at these periods of time. You can either consider them as “wastes of time” or as “gifts of time.” If you choose to think of them as gifts of time, you can use them as opportunities to accomplish routine tasks that are necessary, but don’t require large periods of time. Most successful people have already found that there are a number of things that they can accomplish while they wait.
- Are you one of those people who gets up before the sun rises and starts working? Is the early evening, after the evening meal, your time to work? Or are you someone who prefers to wait until the quiet of the late night hours to do the really hard tasks? Everyone is different. Most research shows that tasks that take the most mental concentration are most effectively accomplished early in the day, but even these studies acknowledge that this is not always true, and that everyone has a “personal prime time.” When you plan your tasks, think about your own “prime time.” If you do your best work early, plan to do the routine tasks later in the day and concentrate on the more challenging tasks when you are at your best. If you don’t really get going until later, handle the routines in the morning and save the more difficult tasks for later.
- Note: Review the strategies for time management that you have presented.