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Time Management


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Time Management

  2. 2. EFFECTIVE TIME MANAGEMENT <ul><li>Why manage time? </li></ul><ul><li>- Three phases of a typical work day </li></ul><ul><li>What are time losing activities? </li></ul><ul><li>What are the Goals of time management ? </li></ul><ul><li>What are the tools for time management? </li></ul><ul><li>Analyzing scenarios </li></ul>WHAT IS IN IT FOR ME?
  3. 3. EFFECTIVE TIME MANAGEMENT Personal time management skills are essential skills for effective people. People who use these techniques routinely are the highest achievers in all walks of life, from business to sport to public service. If you use these skills well, then you will be able to function exceptionally well, even under intense pressure. WHY MANAGE TIME?
  4. 4. EFFECTIVE TIME MANAGEMENT WHY MANAGE TIME? <ul><li>A typical day in the office takes one through : </li></ul><ul><li>Start of day activities - booting the workstation, opening the relevant programs, files (Confidence phase) </li></ul><ul><li>Flurry of activity during peak hours (Chaos phase) </li></ul><ul><li>End of day activities – uploading files, sending mails, filing, pending work list, system EOD </li></ul><ul><li>(Confusion phase) </li></ul>
  5. 5. EFFECTIVE TIME MANAGEMENT WHY MANAGE TIME? <ul><li>Three phase analysis </li></ul><ul><li>Confidence – </li></ul><ul><li>Starts work with confidence that all things done yesterday were done accurately and on time (ready to shoot rockets!) </li></ul><ul><li>Focused on the tasks at hand </li></ul><ul><li>Strong concentration, motivated state of mind and prepared to take the days work </li></ul>
  6. 6. EFFECTIVE TIME MANAGEMENT WHY MANAGE TIME? <ul><li>Three phase analysis </li></ul><ul><li>Chaos – </li></ul><ul><li>Work starts coming in at lesser time intervals, load builds up, phone calls, errors in yesterday’s work, time lags in yesterday’s work (bombarded by tasks!) </li></ul><ul><li>Flooded with too many tasks, stress starts building </li></ul><ul><li>Lost concentration, lost self image, tiffs with peer, irritability, ‘somehow manage’ to sail through </li></ul>
  7. 7. EFFECTIVE TIME MANAGEMENT WHY MANAGE TIME? <ul><li>Three phase analysis </li></ul><ul><li>Confusion – </li></ul><ul><li>Exhaustion, resignation, frustration </li></ul><ul><li>Lower self esteem, lower confidence, lower results </li></ul><ul><li>Ends day with a hefty pending list, unsorted matters, unreconciled differences, blame games </li></ul>
  8. 8. EFFECTIVE TIME MANAGEMENT WHAT ARE GOALS OF TIME MANAGEMENT? <ul><li>To remain confident and poised </li></ul><ul><li>To reduce stress levels </li></ul><ul><li>To achieve better results </li></ul><ul><li>To improve self esteem </li></ul><ul><li>To ensure better team participation </li></ul><ul><li>To ensure better work life balance </li></ul>
  9. 9. EFFECTIVE TIME MANAGEMENT WHAT ARE TIME LOSING ACTIVITIES? <ul><li>Lack of organization / planning </li></ul><ul><li>Lack of delegation </li></ul><ul><li>Lack of self discipline </li></ul><ul><li>Procrastination </li></ul><ul><li>Inability to say ‘NO’ </li></ul><ul><li>Interruptions – forced & unforced </li></ul><ul><li>Unproductive activities </li></ul>
  10. 10. STANDARD OPERATING PROCEDURE MANUAL WHAT ARE THE TOOLS FOR TIME MANAGEMENT? <ul><li>A- list (activity lists with time frames & priorities) Sample 1 </li></ul><ul><li>P- list (pending tasks, procrastinated tasks) Sample 2 </li></ul><ul><li>Delegation of responsibilities </li></ul><ul><li>Develop scheduling skills </li></ul><ul><li>Time Boxing </li></ul><ul><li>Thinking out of the box </li></ul>
  11. 11. EFFECTIVE TIME MANAGEMENT A-list (Activity Lists with time frames) – Sample 1                 5:30:00 PM Update pending list       5:15:00 PM Filing       5:00:00 PM System EOD       4:45:00 PM Send mails       4:30:00 PM Update files - KPI         End of Day                 4:00:00 PM USD       3:00:00 PM EUR       2:00:00 PM SGD HKD       1:00:00 PM NZD AUS         Sort pending issues       8:30:00 AM JPY         Process deals                 High 8:00:00 AM System BOD       High 7:45:00 AM Send funding figs to dealers Incorrect mapping 1   Med 7:30:00 AM Check recon file         Start of Day Reason Pending Priority Time Activities & Tasks   Name : 8-Sep-08 Date:
  12. 12. EFFECTIVE TIME MANAGEMENT P- list (pending & procrastinated tasks) Sample 2                                                     Pending folder No time Procrastinated Filing of old items Pending Mail acc dept Incorrect mapping Pending Check recon file       Procrastinated   Resolution Action taken Reason Pending/ Activities & Tasks   Name : 8-Sep-08 Date:
  13. 13. EFFECTIVE TIME MANAGEMENT Delegation of responsibilities <ul><li>Identify tasks which could be delegated – this could include routine, repetitive tasks which can be easily taken over by an available resource </li></ul><ul><li>Delegate these with due training and regular follow-up till the resource becomes familiar with the task </li></ul><ul><li>Split responsibilities between you and your colleague, so your time is saved and the result is achieved </li></ul>
  14. 14. EFFECTIVE TIME MANAGEMENT Develop scheduling skills <ul><li>Assign priorities to activities as an input to task scheduling </li></ul><ul><li>Order the tasks, check which task needs to be completed first in the order of priority </li></ul><ul><li>Check task linkages and interdependencies </li></ul><ul><li>Check which tasks can be ‘crashed’ or automated </li></ul><ul><li>Check which tasks can be pushed to be done during slack time </li></ul><ul><li>Plan your day beforehand </li></ul><ul><li>Source : </li></ul>
  15. 15. EFFECTIVE TIME MANAGEMENT <ul><li>Time boxing is a time management technique common in software development projects to plan out a project </li></ul><ul><li>It involves splitting the project up in a number of separate time periods (normally two to six weeks long). </li></ul><ul><li>Each part has its own deadline and its own budget. </li></ul><ul><li>By incrementally finishing one part at a time, a project can be successfully delivered. </li></ul><ul><li>Source : wikipedia </li></ul>Time Boxing
  16. 16. EFFECTIVE TIME MANAGEMENT <ul><li>Think about alternative solutions for activities which consume unwarranted time or which impede smooth work flow </li></ul><ul><li>These might include splitting the tasks, automating the process, adopting a different approach </li></ul><ul><li>Check with other departments who might have similar activities and the solutions they apply </li></ul>Thinking out of the box
  17. 17. Scenario 1 <ul><li>You have just started your day, your friend from the HR department calls you for a cup of coffee. You see that yesterday was a good day, there are no pending items on your ‘TO DO’ list, and no work is waiting for you right now. However there was a long pending issue with local helpdesk, which was giving you problems, which you could always circumvent in the past. </li></ul><ul><li>What should the ideal course of action be? </li></ul><ul><li>Tell your friend that you have some long pending items, hence “NO” and go back to planning your day </li></ul><ul><li>Go with your friend since no immediate work is waiting and no one has asked about your pending problem </li></ul><ul><li>Use this time to touch base with IT and see if the matter can be resolved with a fresh mind </li></ul>
  18. 18. Scenario 2 <ul><li>You are a data processor and you find a large number of items in your queue awaiting processing. While you are concentrating on resolving each item in your queue, your Manager walks in. He talks to you about a urgent job which needs to be done ‘urgently’. You can see that items on your work desk are piling up. </li></ul><ul><li>What should the ideal course of action be? </li></ul><ul><li>Tell your Manager that if you take up the urgent job, your routine job would suffer, and you would have missed targets and timelines, so “NO” </li></ul><ul><li>Take up the task immediately finish it haphazardly, so he cant say you didn’t help </li></ul><ul><li>Tell your Manager that you are busy right now, and missing any item in the queue would result in loss, however indicate to him that you would have the report on his table before you left for the day </li></ul>
  19. 19. Scenario 3 <ul><li>You have been handling the same work station for 6 months, you have been observant and notice that a particular activity takes a lot of your time is medium level priority and low level risk, however it involves tedious manual processing. </li></ul><ul><li>What should the ideal course of action be? </li></ul><ul><li>- Analyze the activity to see where the bottleneck lies, and try to find a solution </li></ul><ul><li>- You do the activity differently and save time </li></ul><ul><li>- Since it is low risk and medium priority, you keep the activity pending, finish other more important and high risk activities on time </li></ul>
  20. 20. Scenario 4 <ul><li>Its time for the annual audit, and your Manager is busy with the auditors, since you are the senior most, you are often called for clarifications. By the time its noon, you notice that you have a hefty pile accumulating on your desk. There is one absentee today and his work needs to be completed too, you also have to sit with the auditor to take him through your work. </li></ul><ul><li>What should the ideal course of action be? </li></ul><ul><li>Sit with the auditor let the processing accumulate, you will spend some extra time to sort that later, overtime is inevitable in this situation </li></ul><ul><li>Communicate with the team and see whether you can swap your checklist, so that all your high priority/ high risk activities are taken care of and you can tackle the low risk activities after the auditor has left </li></ul><ul><li>Explain the situation to the auditor, request him to list his queries, so you can tackle them all together. Check with him at regular intervals, keeping your own deadlines in mind </li></ul>
  21. 21. EFFECTIVE TIME MANAGEMENT <ul><li>Thank you </li></ul>