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- 1. Chronoscheduling - Time Management TRAINING MODULE Copyright- HR L&D Induction- April 23 Version 9 01-04-2023
- 2. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Minute Challenge Everyone closes their eyes and stands up. You sit down when you believe a minute has passed.
- 3. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Timer
- 4. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Internet users spend 223 minutes per day online on their smartphones Office-based employees spend 2 hours per day browsing through their email inbox Some Statistics show…. 26 24 4 2 24 20 Browsing Internet Too many meetings Social Media Personal Phone call Annoying coworker others Source:GTools
- 5. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Overview • Imagine there is a bank account that credits your account each morning with Rs.86400. • It carries forward no balance from day to day. Every end of the day it deletes whatever part of the balance you failed to use during the day. • What would you do?
- 6. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Draw out every Rupee, of course! God has given each of us such a bank account and it is called ‘TIME’.
- 7. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 1440 minutes in a day: Managing Your Time Let’s begin
- 8. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Organizing: The to-do list • Helps you prioritize • Helps you overcome procrastination • It’s a critical starting point • not a stand–alone tool
- 9. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Prioritization Grid URGENT NOT URGENT Important A Deadline Presentation tomorrow Scheduled at work B Paper due next month Planning Some calls or requests Pick child up at daycare Rejuvenation time Not important C Interruptions Disruptions Some calls D Trivia Busy work Time wasters Friend asks favor Gaming, Facebook Reference:Illinois
- 10. • Get the big picture (tasks, work cycle, vacations) • Know your schedule (weekly calendar) • Determine how much time it takes to complete various tasks (double your estimates) • Plan a balanced schedule (fixed and flexible tasks) • Identify odd hours and small bits of time – plan how you can use them • Schedule time for prioritizing • Schedule breaks and time for rejuvenation • Enter all this somewhere (paper, outlook, phone app 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Organizing: schedules
- 11. • Check out this Video that shows you how to use the R-A-C method. • https://www.youtube.com/watch?v=x7RRAvdqeY0 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 R-A-C METHOD • In order to manage your time more effectively it is important to analyse where you are wasting time. • To do this we can utilise the R-A-C method Record Analyse Change
- 12. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9
- 13. • ‘Procrastination’ means putting off a task you should be doing. • So, for example, you need to get you assignment done, but instead you make a cup of tea, then go on your phone, then have a chat with someone in the kitchen… 40 minutes later you haven’t even begun doing your homework. • Check out this YouTube clip that gives a funny demonstration of procrastination in action. "Tales of Mere Existence: Procrastination“ • https://www.youtube.com/watch?v=4P785j15Tzk 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 WHAT IS PROCRASTINATION?
- 14. • A task may be too unpleasant to face, or too difficult, or very tedious, or boring, or there simply may be so many other more interesting things to pull your attention away that you struggle to keep on track. • Check out the youtube clip on The Science of Procrastination to find out more. • This is certainly an issue in the digital age, when we all have smartphones in our pocket and a world of distractions at our finger tips. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 WHY DO WE PROCRASTINATE? https://www.youtube.com/watch?v=1nBwfZZvjKo
- 15. There are many strategies to prevent procrastination. Here is a list of effective methods 1. Take action. 2. Salami Technique. 3. Five minutes. 4. Work on related tasks. 5. Do the hardest bits first. 6. Set goals. 7. Make commitments. 8. Reward yourself for achievement. 9.Change subjects regularly. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 STRATEGIES TO PREVENT PROCRASTINATION
- 16. • Now we will take a closer look at three of the strategies to help prevent procrastination. • 1. The Salami Technique • 2. Making Commitments • 3. Rewarding Yourself 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 3 STRATEGIES IN DETAIL
- 17. • The salami technique involves breaking down the task to its smallest parts and then working through each of them in order until the task is complete. • This is really effective if you have a big piece of work to do and you’re finding it hard to get started. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 THE SALAMI TECHNIQUE
- 18. If you have a comparative analysis to complete. You can break this down to : • First analysing the question, • Then brainstorming your response. • From here you can make an outline of your answer, • Then write it section by section; for example intro, section 1, section 2, section 3, conclusion. • Lastly you can review and edit your answer. • So what was a large task has become a much simpler sequence of small tasks that you work through one by one. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 THE SALAMI TECHNIQUE EXAMPLE
- 19. • According to research findings, individuals demonstrate optimal performance when they are provided with well-defined deadlines for projects and assignments. • This approach leads to improved academic outcomes and reduced levels of stress. When tackling substantial tasks, such as preparing for the leaving certificate, individuals can establish self-imposed deadlines for completing different subject topics by specific dates. • By doing so, they can effectively manage their progress and ensure comprehensive coverage of all tasks prior to the submission. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 MAKING COMMITMENTS
- 20. • Targets should not to be all pain no gain! When you get a piece of work done effectively without wasting time you should reward yourself with a cup of tea, a chocolate biscuit, a quick break from the targets. • Having this reward at the end of the task will keep you motivated towards completing it. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 REWARD YOURSELF
- 21. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9
- 22. • Recognize disruptions: Acknowledge that disruptions, while urgent to the presenter, may not hold significant importance. • Identify recurring interruptions: Take note of frequent interruptions and distractions in your work routine. • Maintain a log: Keep a record to understand interruption patterns and their impact on productivity. • Assertive refusal: Polite yet assertively decline interruptions misaligned with priorities or workload. • Effective strategies: Establish availability hours, disable IM chat, schedule uninterrupted time in Outlook, and set boundaries with necessary interruptions, rescheduling when time is limited. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Managing disruptions
- 23. • Remind yourself: Your Availability ≠ Your Importance • Develop phrases that deflect the “Got a minute?” intrusion to a later time • Use “modified” open door policy • Consider working in another location sometimes • Configure your office so your desk faces the door • Stand up on the entry of intrusive visitors • Schedule meetings in other person’s office 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 More disruption diffusing tips disruption diffusing
- 24. • Learn to set limits and say no thank you • Learn to delegate, share work, let others help 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Avoid taking on too much
- 25. • Use small bits of time, odd hours, waiting time • Handle paper (email, etc.) only once • Use automatic systems when possible • Get enough rest, eat well, exercise • Ask for advice when needed 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9 Final tips
- 26. 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9
- 27. THANK YOU 01-04-2023 Copyright- HR L&D Induction- April 23 Version 9
Editor's Notes
- In this one-minute challenge, you are asked to stand up and sit down when you feel that one minute has passed. The purpose of this challenge is to test your sense of time and accuracy in estimating the duration of one minute without the use of a timer or clock. It can be a fun exercise to see how well you can judge the passing of time based on your internal perception. Remember to trust your instincts and rely on your internal sense of timing to complete the challenge successfully. The outcome of this challenge is to assess how accurately you can estimate the passing of one minute without relying on external timekeeping devices. By standing up and sitting down based on your internal sense of time, you can compare your estimation with the actual duration of one minute. If you stand up and sit down close to the one-minute mark, it suggests that you have a good sense of time and can accurately gauge the passage of time. However, if you do it significantly earlier or later, it indicates that your internal perception of time may be less accurate. The challenge aims to help you become more aware of your internal sense of time and potentially improve your ability to estimate time durations.
- This is the timer, you can play this on screen
- Parkinson's Law, coined by British historian Cyril Northcote Parkinson, states that work expands to fill the time available for its completion. In a professional context, this law suggests that tasks often take longer to complete than necessary due to inefficiencies, lack of prioritization, and unnecessary complexity. Parkinson's Law highlights the tendency for work to expand and become more time-consuming, regardless of its actual importance or complexity. To combat this, professionals can employ strategies like setting strict deadlines, focusing on essential tasks, and streamlining processes to prevent unnecessary time consumption and improve productivity. By understanding Parkinson's Law, professionals can optimize their time management and accomplish tasks more efficiently.
- Time Management is using the time available to you effectively in order to get the task done
- Given the scenario of a bank account that credits Rs. 86,400 each morning and clears out any remaining balance at the end of the day, the most effective approach would be to make the most of the funds every day. Here's what I would do: Plan a budget: Start by creating a budget that allocates the funds for essential expenses such as bills, groceries, transportation, and any other regular payments or obligations. Set aside savings: Determine an amount to save each day from the credited amount. It is crucial to prioritize savings for emergencies, future goals, or investments. Even if the account resets daily, consistent saving habits can be established. Prioritize debts: If there are any outstanding debts or loans, allocate a portion of the funds to repay them systematically. By prioritizing debt repayment, you can gradually reduce your financial obligations. Allocate for personal needs: Set aside a reasonable amount for personal needs and enjoyment. It's essential to take care of yourself and indulge in activities that bring happiness and fulfillment. Invest in personal development: Consider utilizing a portion of the funds for personal growth and development. This can involve investing in education, learning new skills, or attending relevant workshops or seminars. Remember, the key is to be proactive in utilizing the funds effectively each day, taking care of immediate financial responsibilities, saving for the future, and investing in personal growth. By managing the daily credits wisely, you can make the most of the available funds and improve your financial well-being.
- By following the SMART framework, individuals can create goals that are well-defined, actionable, and ultimately increase their chances of success. It's always beneficial to explore educational resources like the YouTube clip you shared to gain a deeper understanding of how to effectively create SMART goals.
- Pareto principle
- The content emphasizes the importance of analyzing time wastage in order to manage time effectively. It introduces the R-A-C method consisting of three steps: Record, Analyze, and Change. Record: The first step involves keeping a record or log of how you spend your time. This can be done by tracking activities, tasks, and distractions throughout the day. The goal is to gain an accurate understanding of how time is being utilized. Analyze: Once you have recorded your activities, the next step is to analyze the data. This involves reviewing the log and identifying patterns, time-consuming tasks, and areas where time is being wasted. By examining the data, you can pinpoint specific areas for improvement. Change: The final step is to make changes based on the analysis. This includes implementing strategies to eliminate or minimize time-wasting activities, optimizing workflows, and prioritizing tasks effectively. By making conscious adjustments and eliminating time-wasting habits, you can enhance productivity and make better use of your time. In summary, the R-A-C method emphasizes the need to record, analyze, and change in order to manage time more effectively. By understanding how time is being utilized, identifying areas of inefficiency, and making proactive changes, individuals can improve their time management skills and achieve better results in their personal and professional lives.
- Procrastination refers to the act of delaying or postponing tasks or activities, often resulting in reduced productivity and increased stress. It is a common human tendency, and many people can relate to the challenges and consequences associated with procrastination. The video you mentioned, "Tales of Mere Existence: Procrastination," is likely a humorous demonstration or depiction of procrastination in action. It may explore the various excuses, distractions, and behaviors people engage in when avoiding tasks they should be completing. Procrastination can have negative effects on one's personal and professional life. It can lead to missed deadlines, unfinished projects, increased stress levels, and a sense of guilt or regret. Overcoming procrastination involves understanding the underlying reasons for this behavior and implementing strategies to improve time management, motivation, and self-discipline. While I cannot provide a specific summary of the video, I encourage you to watch it to gain a light-hearted perspective on the topic of procrastination. It may offer relatable insights and potentially provide tips or strategies for overcoming this common challenge.
- Take action: Overcome procrastination by simply starting the task, as taking that first step can build momentum. Salami Technique: Break the task into smaller, manageable parts and tackle them one at a time. Five minutes: Commit to working on the task for just five minutes, which often leads to continued engagement. Work on related tasks: If stuck, switch to a related task to stay productive and maintain momentum. Do the hardest bits first: Tackle the most challenging aspects early on when energy and focus are higher. Set goals: Clearly define specific, achievable objectives to provide direction and motivation. Make commitments: Share your goals or deadlines with others to create external accountability. Reward yourself for achievement: Celebrate completing tasks by rewarding yourself, encouraging continued productivity. Change subjects regularly: Alternate between different tasks or subjects to maintain interest and prevent monotony.
- When you successfully complete a task efficiently and without wasting time, it is beneficial to reward yourself with small breaks, a refreshing cup of tea or coffee, a healthy snack, or a quick stroll around the office. These rewards can provide a mental break and rejuvenation, keeping you motivated and focused on accomplishing your work effectively. By incorporating these small rewards into your routine, you can strike a balance between productivity and self-care in a professional setting.