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Time Management: Issues and Challenges.pptx
- 1. Time Management: Issues& Challenges Dr. V. Vijaya Lakshmi Dean & Professor, Dept. of RMCS College of Community Science PJTAU, Saifabad, Hyd'bad-500004 Mrs. M. Siresha Research Scholar, Dept. of RMCS, CCSc, PJTAU, Hyderabad
- 3. How do weSpend time in our life 27 years sleeping 3.3 years eating 5 months waiting at traffic lights 1 year looking for misplaced objects 2 years attempting to return phone calls 4 years doing housework 5 years waiting in lines 13.8 years working
- 4. • Time managementmeans managing time effectively by allocating right time for right activity.
- 5. Need for timeManagement - To save time - To reduce stress - To function effectively - To increase work out put - To have control over all the responsibilities
- 6. How to UseTime Effectively Effective planning: - Plan the day well in advance by making a daily to- do list; complete pending tasks; ensure the tasks are finished within stipulated time. - Revise & update the list on daily bases & judge your preference. - Allocate specific time to each activity. 1 Setting goals and objectives: Set the realistic and achievable goals 2 Setting dead lines: Do not wait for seniors to ask you repeatedly whether work is done or not 3
- 7. How to UseTime Effectively Delegating responsibilities: Delegate the work to the people according to their skill, specialization and interest to ensure work can be finished within the dead lines 1 Prioritizing activities: Prioritize the work based on importance and urgency. - Identify the tasks to be completed within a day and within a month. - 4 D’s will help i.e. Do, Delegate, Delay & Delete. 2 Spending right time on right activity: - Develop the habit of doing right thing at right time. - Differentiate between personal time and professional time. 3 4 5 6
- 8. Understand the valueof time • Cost per year: Salary+ other sources of income • Hourly value/rate: cost per year/work hour per year • For example • Cost per year: 15,00,000 (salary)+20000 (interest on deposits) • Hourly value: 15,20,000/1890(270 working days @7 hrs/day)= 804.23Rs. • By calculating in this way, you can • Make a realistic estimate of time during the day on job orders • Identify the time spent on low value jobs • Find the high yielding time of day
- 9. • Avoid tokeep stacks of papers/files at work station/ table. Organized • Don’t wait till last minute to complete the task. Don’t misuse • Set reminders on phones or computers. • Develop the marking on table calendars or using planners and organizers Be Focused • Adjust the plans during the unavoidable situations and maintain the productivity. Adaptability and Flexibility • Avoid distractions and stick to the schedule without procrastination Discipline • Assign tasks to others when possible, ensuring equal workload distribution and efficiency Delegation skills Characteristics of a Good Time Manager
- 10. Time management Techniques -Set the priorities - Finish the assignments on time - Discuss work with sub-ordinates - Differentiate between urgent and important - Stay focused by having continuity in work without breaks - Include some rest periods to break the monotony or boredom - Set realistic targets - Don’t overload yourself - Be disciplined and punctual
- 11. Time management Techniques -Arrive at the office on time - Avoid loitering/gossiping at workplace - Limit long personal calls during office hours - Be organized - Identify time wasters at workplace - Use your waiting time effectively for ex: waiting for a train/bus/plane - Identify the prime time and peak loads - Balance the time between work, rest and sleep - Set SMART goals(Specific, Measurable, Achievable, Realistic and Time bound) - Enjoy your work
- 12. Obstacles to Effective Time Manageme nt Lack ofclarity in setting objectives/goals Disorganization Inability to say ‘no’ Interruptions Time wasters for ex: Procrastination, Email, Internet, Mobile phones & Other people Periods of inactivity Too many things at once to attend Stress and fatigue All work and no play
- 13. Obstacles to Effective Time Manageme nt Constant rushing(e.g. between meetings or tasks) · Frequent delays (e.g. in attending meetings, meeting deadlines) · Low productivity, energy and motivation (e.g. ‘I can’t seem to get worked up about anything’) Frustration (e.g. ‘Oh, things just don’t move ahead) · Impatience (e.g. ‘where the hell is that information I’ve asked him for?’)· Chronic vacillation between alternatives (e.g. ‘whichever option I choose it is going to put me at a big disadvantage. I don’t know which way to jump’) · Difficulty setting and achieving goals (e.g. ‘I’m not sure what is expected of me’)
- 14. Strategies for BeatingProcrastination Reward yourself for doing the work. 01 Ask someone to check whether you’ve done the work. 02 Consider the bad things that will happen if you don’t do the work – like failing. 03 Break the work into small tasks and do the easiest first. 04 Do the hardest or most unpleasant bit first 05
- 15. Implications of PoorTime Management - Poor work flow - Wasted time - Loss of control - Poor quality of work - Poor reputation - Frustration
- 16. Tips for EffectiveTime Management 1. Set realistic goals – long and short term. 2. Work on key tasks every day – focus on importance rather than urgency. 3. Break tasks down. 4. Start with important tasks that you don’t want to do. 5. Group similar activities together. 6. Allow for the unexpected – don’t fill every minute. 7. Schedule planning time. .
- 17. Tips for EffectiveTime Management 8. Write a daily ‘do to’ list and prioritise (and stick to it!) 9. Estimate timeper task (and add to it). 10.Establish efficient systems for managing people and emails. 11.Use your prime time. 12.Don’t procrastinate – start elsewhere.
- 18. Tools for EffectiveTime Management • There are many tools to help you plan and prioritize. • One of the most effective is shown below: Decide what sits in each quadrant • Quadrant 1 - Do these first and do these well. • Quadrant 2 - Plan these carefully and do next. • Quadrant 3 - Try to delegate, then turn full attention to 2. • Quadrant 4 - Bin these! 1 &2
- 19. 2. Time Inventory Activity/Hrs Monda y Tuesda y Wednesda y Thursda y Frida y Saturda y Sunday Total Sleep Hours awake Office &Home Commuting & travel Eating Dressing & personal hygiene Family & personal work Education& self improvement Community & Professional activities Leisure
- 20. Conclusion • Effective timemanagement improves productivity, reduces stress and ensures a balanced personal and professional life. • By setting the priorities, individuals can achieve their goals more effectively. • Management of time leads to better decision making, improved efficiency and long-term success.
- 21. References • daffodilvarsity.edu.bd • www.e-yearbook.com •www.mindler.com • clockify.me • journal.unjani.ac.id • www.thefreelibrary.com • business.purdue.edu • towardsdatascience.com • www.bitrine.com • www.rizvicollege.edu.in • https://www.mad-hr.co.uk/blog/time-management-tools-and-techniques-for-busy-teams • https://www.timedoctor.com/blog/timemanagement-tools-and-techniques/ • https://www.freepik.com/premium-photo/words-thank-your-your-attention-alarm-clock-wooden-background_36060952 .htm • https://medium.com/@nehajagota12/time-and-tide-wait-for-none-essay-ae72604f1343 • https://medium.com/@christalluster/punctuation-of-life-question-mark-a452d23d29b3 • https://www.google.com/imgres?q=time%20management%20%20images&imgurl=https%3A%2F%2Fcoamplifi.com %2Fwp-content%2Fuploads%2F2022%2F01%2Fcoamplifi_timemgmt-550x550.jpg&imgrefurl=https%3A%2F %2Fcoamplifi.com%2Fblog%2F5-effective-time-management-tips %2F&docid=yeNdN27cfbmGsM&tbnid=Ya6C8TSm6SM_2M&vet=12ahUKEwjywcDi-L- LAxVA2zQHHT9iIKcQM3oECB0QAA..i&w=550&h=550&hcb=2&ved=2ahUKEwjywcDi-L-LAxVA2zQHHT9iIKcQM3oECB0QAA