Time Management rev 1.pptx

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“Time is a fixed Income, and
as with any income, the real
problem facing most of us is
how to live successfully
within our daily allotment.”

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People constantly tell us of the
tremendous struggles they face daily while
trying to put first thing first in their lives.
For Example:
• I need more time!
• I want to enjoy my life more. I am always running around. I never have time for
myself.
• My friends and family want more of me – but how do I give it to them?
• I am always in crisis because I procrastinate, I do it because I am always in crisis.
• I have no balance between my personal life and work. It seems like when I take
time from one for the other, it just makes matters worse.
• There is too much stress!
• There is too much to do – and it’s all good. How do I choose?

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We are Constantly
making choices!!
And living with
consequences of those
choices.

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We don’t like those consequences.
Specially when we feel:
• How we are spending our time?
• What we feel is deeply
important in our lives?

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It is immensely important to grip
with your own personal system of:
Time
Management

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TIME
MANAGEMENT
is not an option

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Definition of
TIME MANAGEMENT
“It is something that everyone who wants
to work effectively must consider, whether
formally or informally to maximize
productivity and effectiveness.”

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Think ahead before you do.
Spend sometime first in
order to save time later.
(Principal is same as you have to spend the
money and time to back up your crucial data
before the crisis comes to you).

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If you don’t think ahead?
You will loose TIME &
MONEY

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Focus on creating balance
between:
Personal &
Professional life

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How to create balance between personal
and Professional life?
Answer:
By learning SKILLS that will help you manage
your job and organize your life.

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Prioritize things using the approach: Clock and the
Compass.
What is Clock and what is Compass?
• Clock – It represents commitments, appointments,
schedules, goals, and activities – what we do with
and how we manage our time.
• Compass – It represents our Vision, Values,
Principals, Missions, Conscience, and Directions –
what we feel is important and how we lead our lives.
Clock and the Compass approach

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Struggle comes
when we sense a gap
between the clock
and the campus.

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We are always responding to
crises.
We are caught up in
“the thick of the thin
things.”

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• We feel as though our lives are being
lived for us.
• Putting out fires and never making time
to do what we know would make a
difference.

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We are caught in Dilemmas.
We feel guilty of what we are
not doing; we can’t enjoy what
we do.

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We defined happiness solely in terms of:
• Professional achievement
• Financial achievement
Even the “SUCCESS” did not bring us the satisfaction
we thought it would.

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What we left behind?
A trail of shattered relationships, deep rich living
in the wake of the intense, over focused efforts.
We move from one activity to another on
automatic.
Life seems MECHANICAL or
ROBOTIC

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We need effective Tools to help us
close the gap between the clock and
the compass in our lives.

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• To realize the value of ONE YEAR,
Ask the student who has failed a class.
• To realize the value of ONE MONTH,
Ask the mother who gave birth to a premature baby.
• To realize the value of ONE WEEK,
Ask the editor of a weekly newspaper.
• To realize the value of ONE HOUR,
Ask the lovers who are waiting to meet.
• To realize the value of ONE MINUTE,
Ask the person who missed the train.
• To realize the value of ONE SECOND,
Ask a person who just avoided an accident.
• To realize the value of ONE MILLISECOND,
Ask a person who won a silver medal in the Olympics.
Some quotes:
Time is a power; to save time is to
lengthen life.
Time is Fair; everyone has 24
hours a day equally.
Time is an opportunity; constant
dripping wears away a stone.
Time is a touchstone; time tries
all.
Time is free; you don’t have to
pay your own time.

• To Live – Food, Clothing, Shelter etc.
• To Love – Social need to relate to other
people, to belong, to love, to be loved.
• To Learn – Our mental need to develop
and to grow.
• To Leave a Legacy – Our spiritual need
to have a sense of meaning, purpose, and
contribution.
The Fulfillment of the Four Human Needs & Capacities

Any one of the above needs unmet:
• Reduces the Quality of Life.
• Can become a black hole that devours
your energy and attention.
• Can drive you to urgency addiction.
The Fulfillment of the Four Human Needs & Capacities

Spiritual
Physical Mental
Social
A sense of Meaning,
purpose, personal
congruence, and
contribution.
To learn, to develop,
and to grow.
To relate to other
people, to belong, to
love, to be loved.
Food, Clothing, Shelter,
Economic, well being,
health
Balance and Synergy among the Four Needs

Spiritual Mental
Physical Social

In the last slide paradigm. We noticed that:
• Physical need of earning a living as separate from our spiritual
need to contribute to society. Work we choose to do may be
Monotonous, dull, and unfulfilling, It may even be
counterproductive to society welfare.
• Psychological need to learn and develop as separate from our
social need to love and to be loved. We increase our academic
knowledge, we may shrink in our ability to relate meaningfully
to others.
• When physical need as separate from all others, we may not
fully realize how the quality of health affects the quality of
each other of the other areas. Its much harder to think clearly.
• When spiritual need as separate from all other needs. We may
not realize what we believe about ourselves and our purpose
has a powerful impact on how we live.

Bottom line is:
• The power to create quality of life is within us. Our
ability to develop and use our own inner compass so
we can act with integrity in the moment of choices i.e.
handling crisis, responding to our conscience,
building a relationship, working with angry client, or
taking a walk.
• To be effective tool must be aligned with that reality
and enhance the development and use of that inner
compass.

“Any thing less than a
conscious commitment to
the important is an
unconscious commitment
to the unimportant.”
Paradigm of Urgency and Importance

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• I need this nowwwww!!!!
• I am in a jam, you can come right over?
• You are late for your appointment.

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We get a temporary high from solving urgent and
important crisis. Than when the importance isn’t there
the urgency fix is so powerful.
Urgency addiction is a self destructive behavior that
temporary fills the void created by unmet needs.
The problem is that when urgency is the dominant factor
in our lives, importance isn’t. We usually take first
things are the urgent things. We are so caught up in
doing that we don’t even ask what we are doing really
needs to be done. This increases the gap between the
compass and the clock.

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Many things that look important to us are not really important. We spend time
in one of these 4 ways:
Quadrant 1:
• Crisis
• Pressing problems
• Deadline driven
projects.
Quadrant 2:
• Prevention of problems.
• Relationship building.
• Recognizing new
opportunities.
• Planning & Recreation.
Quadrant 3:
• Interruptions
• Calls
• Emails
• Reports review
• Pressing matters
• Popular activities
Quadrant 4:
• Busy work
• Some work
• Some phone call
• Time wasters
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT

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Quadrant 1: (This is where we manage and we produce, and where we bring our
experience)
In this quadrant we handle an irate client, meet a dead line, repair broke down machine,
undergo heart surgery, or help a crying child who has been hurt. IF WE IGNORE IT
WE BECOME BURIED ALIVE.
Quadrant 2: (This is where we do our long range planning, anticipate, and prevent
problems, empower others.)
This is the quadrant of quality. Increasing time spent in this quadrant increases our
ability to do. Ignoring this quadrant increase stress, burnout, and deeper crisis for the
person consumed by it.
Quadrant 3: (The noise of urgency creates the illusion of importance).
This is the quadrant of deception. Many phone calls, meetings, and drop in visitors fall
into this category. We spent a lot of time in this quadrant thinking we are in quadrant 1.
Quadrant 4: (There is nothing there.)
This is the quadrant of waste. Being tossed around in quadrant 1 & 3 we escape to
quadrant 4 for survival. It evolves around reading addictive lithe novels, habitually
watching mindless television shows, or gossiping around the water fountain at the office
would qualify for this quadrant.

• Be confident of your priority
• Make the miscellaneous a priority
• Control the Procrastination
• Motivate team mate to manage time
• A systematic approach to writing well and quickly
• Action to reduce the number of drop in visitors
• Action to reduce telephone and emails
Tips for TIME MANAGEMENT

Be
confident
of
your
priority • You know your priority.
• You have made work planning decisions
sensibly, basis on reasonable and thorough
consideration, of all the facts.
• You are sure there is no more, for the
moment, you can do to make things easier.
• You know that as you proceed with the task
you are going to do it effectively and that
the methodology you used make sense.

Make
the
miscellaneous
a
priority
The best way is simply to
program an occasional blitz
and pieces. In other way
“SORT OUT” the stuff lying
in front of you with regard to
priority.

Control
the
Procrastination
“ I know I should do it, but I just can’t seem to get started.”
“What a drag! I wish I didn’t have to do this dumb job.”
Here are some suggestions how to beat procrastination:
• Recognize when you are procrastinating
• Break Inertia
• Divide your project into small manageable pieces
• Set reachable sub goals that are specific
• Don’t sabotage yourself
• Reward your non procrastinating behavior
• Enjoy your behavior

Motivate
team
mate
to
manage
time Several practices may be useful
here, some are:
• Set up standard systems
• Use standard reporting procedures
• Explain why you do things in
certain ways for this organize a
training program or workshop.

A
systematic
approach
to
writing
well
and
quickly
Establish criterion and set a sequence such as the following:
• Listing - Jot down all points involved anything and
everything that need to be included over a page.
• Sorting – By numbering in second color rather than
rewriting.
• Arranging – Produce from what you have noted or
more detail synopsis or writing plan.
• Draft – Draft the complete text , following the
headings, to create the complete report or other
documents.
• Edit – Now check over and finalize what you have
got down.

Action
to
reduce
the
number
of
drop
in
visitors
Try some of the following to put them off:
• Insist on appointments wherever necessary
• Acknowledge them, but arrange another time to see
them
• Brief your secretary and other staff to cope with more
and to be firm where necessary.
• Use effective communication to reduce queries.
• Decide and inform what needs to be original in writing
(as in appropriate memo writing can also be time
wasting).
• Do not invite visitors to sit down in front of you.
• Set a time limit
• Initiate an ending being soon
• Without being rude say NO more often

Action
to
reduce
telephone
and
emails
interruptions
• Specify to others when to call you
• Brief your secretary if you have one for sort of call
to be directed towards you
• Use answer phone system
• Introduce your Secretary, Co workers, and partners
to the customers and refer them for any issue.
• Set a time limit.
• Set a time to use your personal social media and
other internet surfing things but not during work
hours
• Set filter in your outlook email box
• Set an IVR to call back or auto message reply that
will reply once get to office.

It is a saying that:
“An ideal meeting is one of the 2 people – with
one absent”
Every meeting needs a chairman. Benefits of effectively chaired meetings are:
• Meeting will better focused on its objectives
• Discussions can be kept more constructive
• A thorough review can assure before decisions are made
• All sides of an argument can be reflected and balanced
• The meeting will be kept more business like and less argumentative
By following the above may support in achieve the results promptly,
efficiently, and without waste of time. Though the Chairing of meeting is a
skill.
HOLD/CHAIR an effective meeting

Device or use generate:
• Daily and Weekly planners sheet
• Daily planning Check list sheets
• Meeting planner/agenda sheets
• Project planner sheets
• Use various statistical tools for
forecasting/trends
• Daily reminders on cell phones and
computer laptops
Tools to handle TIME MANAGEMENT

“Interdependence is and
ought to be as much the
ideal of man as self
sufficiency. Man is a social
being.
(Gandhi)
The Interdependence Reality

Individual
Interpersonal
Managerial
Organizational
The Interdependence Paradigm

The People Paradigm
• Leadership
• Effectiveness
• Spontaneity/Serendipity
• Discernment
• Causes
• Empowerment
• Programmer
• Transformation
• Investment
• Customer service
• Principals
• Synergy
• Abundance
The Things Paradigm
• Management
• Efficiency
• Structure
• Measurement
• Effects
• Control
• Program
• Transaction
• Expense
• Administrative efficiency
• Techniques
• Compromise
• Scarcity
The Interdependence Redefines Importance

PIMC stands for Planning,
Implementation, Monitoring, &
Communication
It is a recommended approach for
managing time and task in a team
setting. All activates in PIMC rule are
interrelated to each other.
PIMC Rule

REMEMBER!!!
“Time isn’t the
main thing. It’s the
only thing.” Miles Davis

Time Management rev 1.pptx

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