9. OBJECTIVE
At the close of this session, you will be able to:
Recognize the importance of managing time effectively
Understand ways in which we all waste time
Follow techniques for effective time management
Avoid major challenges to effective time management
10. MANAGING TIME
There are 24 hours in a day
How are you spending yours????
Getting ready for office
Working in office
Chit chat with
colleagues
Tea and lunch breaks
Socializing at work
Reading news papers
SMS and Phone calls
Checking emails
Spending time on Social media
Getting tasks from superiors
Working for an absent colleague
Commuting
Shopping
Taking care of children/family
Attending un-invited guests
11. MYTHS OF TIME
MANAGEMENT
Time management is nothing but common sense.
I do well in office , so I must be managing my time
effectively.
Time management? I work better under pressure.
No matter what I do, I never have enough time!
12.
13. UNDERSTANDING TIME
MANAGEMENT
What is time management ?
Act of planning and executing conscious control over the
amount of time spent on specific activities.
Especially to increase effectiveness, efficiency and
productivity at the work place
14.
15. IMPORTANCE OF TIME
MANAGEMENT
Time is finite
“by labor we can find food and water, but all of our labor
will not find for us another hour.”
We all get a cheque of 24 hours each day irrespective of our
age, work, religion, caste or creed
It is up to us how we use this finite resource.
By effectively managing our time, we can avoid a stressed,
less productive workplace and avoid cramming work and
family and other personal needs into these finite hours
16.
17. TIME FOR EVERYTHING
• Take time to work, it is the price of success
• Take time to think, it is the source of power
• Take time to play, it is the source of youth
• Take time to read, it is the source of wisdom
• Take time to love, it is the privilege of God
• Take time to serve, it is the purpose of life
• Take time to laugh, it is the music of soul
18. • ATTITUDE
• A small truth to make our life 100% successful
If A=1 B=2 C=3 D=4 E=5 F=6 G=7 H=8 I=9 J=10 K=11 L=12 M=13 N=14
O=15 P=16 Q=17 R=18 S=19 T=20 U=21 V=22 W=23 X=24 Y=25 Z=26
Then
• H+A+R+D+W+O+R+K=8+1+18+4+23+15+18+11=98%
• K+N+O+W+L+E+D+G+E=11+14+15+23+12+5+4+7+50=96%
• L+O+V+E=12+15+22+5=54%
• L+U+C+K=12+21+3+11=47%
• (None of them makes 100%)
• Then what makes 100% is it money? No!!!!! Leadership? … No!!!!!
Every problem has a solution, only if we perhaps change our
“ATTITIUDE”.
It is our ATTITUDE towards life and Work that makes OUR Life 100%
Successful.
A+T+T+I+T+U+D+E=1+20+20+9+20+21+4+5=100
19.
20. WHY MANAGE TIME
EFFECTIVELY
Work place is getting more and more competitive
Multiple tasks at hand
Employers expect more productivity in less time
To accomplish your goals on time
To achieve a high level of satisfaction at work and at home
21. HOW TO MANAGE TIME
EFFECTIVELY
Currently due to increasing global competition, rising costs
of living and shortage of skilled labor, employers are
constantly striving to increase productivity of their
workforce
One of the best ways to increase productivity is to make
sure that employees are effectively managing their time at
work.
To achieve this objective training all new and current
employees in the principles and techniques of effective time
management is essential.
22.
23.
24. We waste time due to factors beyond our control but also
due to factors within our control.
What are some of the factors beyond our control that result
in our wasting time?
What are some of the factors within our control that result in
our wasting time?
WHAT ARE SOME OF THE
WAYS WE WASTE TIME
25.
26. WAYS WE WASTE OUR TIME
: FACTORS BEYOND OUR
CONTROL
Interruptions – phone calls, questions from coworkers and
customers
Computer and other equipment problems
Holding and attending unnecessary and unproductive
meetings
Staffing shortages – covering for absent coworkers
27.
28. WAYS WE WASTE OUR TIME:
FACTORS WITHIN OUR
CONTROL
Lack of good planning and organization, failing to set and
maintain priorities, losing focus on task at hand – jumping
from project to project without completing any
Holding and attending unnecessary and unproductive
meetings
Spending too much time on phone calls, e-mails and the
internet
Procrastinating until a project becomes urgent
Inability to say “No” when appropriate – taking on too much
Failure to delegate when possible
Socializing at workplace
29. KEYS TO ACHIEVING
DESIRED RESULTS
Set clear, specific , measureable goals
Plan & schedule tasks; ……..and JUST DO IT.
Use effective practices to stay organized.
Maintain focus on your most important tasks.
Use the power of your mind, your vision, to achieve success.
30. ORGANIZE
Choose a Scheduling tool – use a calendar
When dealing with tasks, Decide how to proceed
1. Do it - if really urgent
2. Delay it - add to Calendar or Projects or Actions list
3. Let it go (place in trash)
Make & use different lists to remind you.
Someday: things you may want to do sometime
Goals and action items lists
Waiting For: you are waiting for others to do
31. ORGANIZE
Review your lists regularly, check things off
Write down what is in your memory
TO DO LIST: THINGS ON MY MIND NOW:
____________________________________________
________________________________________________
________________________________________________
_____
32.
33.
34.
35.
36. (VILFREDO) PARETO’S
PRINCIPLE
80% of the outcomes result from 20% of the causes.
20% of the elements you work on reap 80% of the benefits.
And 80% of the elements you work on reap 20% of the
benefit.
Look at your work like you are making a budget. Where are
you spending your time how? Where do you want to spend
your time?
Exercise: Identify 80% time wasting and 20% beneficial
elements in your office routine.
37. DRUCKER’S DECLARATION
Do first things first and second things not at all.
Once the first things are taken care of, you can move onto
the second thing, which is now in first place.
Create a “To Do” list. Assess the priorities for the next day
and put them on your list.
Failing to do such, you will be reacting to urgent issues
popping up during the day, instead of dealing with the
important ones you already decided upon.
38.
39. PARKINSON’S LAW
Work expands so as to fill the time available for its
completion.
Parkinson’s law is a symptom of not following Pareto
and Drucker . If you are not following the two previous
rules, you wait until the last minute to get your “real”
work done?
The cure is making shorter and shorter deadlines.
Don’t wait. Get it done and move onto the next
number one item on your list.
40. THOMAS CAMPBELL’S
COMMANDMENT
Done is better than perfect.
Perfectionism is another delay tactic.
If you wait for perfection, you will get perfectly nothing
done . . . Perfectly
Progress is always preferred over perfection and usually
required.
43. SET GOALS
Specific: A specific goal has a much greater chance of being
accomplished than a general goal. To set a specific goal you
must answer the six “W” questions:
*Who: Who is involved?
*What: What do I want to accomplish?
*Where: Identify a location.
*When: Establish a time frame.
*Which: Identify requirements and constraints.
*Why: Specific reasons, purpose or benefits of
accomplishing the goal.
44. SET GOALS
Measurable - Establish concrete criteria for measuring
progress toward the attainment of each goal you set.
When you measure your progress, you stay on track, reach
your target dates, and experience the exhilaration of
achievement that spurs you on to continued effort required
to reach your goal.
To determine if your goal is measurable, ask questions such
as……
How much? How many?
How will I know when it is accomplished?
45. SET GOALS
Attainable – You can attain most any goal you set when you
plan your steps wisely and establish a time frame that allows
you to carry out those steps.
Goals that may have seemed far away and out of reach
eventually move closer and become attainable, not because
your goals shrink, but because you grow and expand to
match them. When you list your goals you build your self-
image. You see yourself as worthy of these goals, and
develop the traits and personality that allow you to possess
them.
46.
47.
48.
49. SET GOALS
Realistic- To be realistic, a goal must represent an objective
toward which you are both willing and able to work.
A goal can be both high and realistic; you are the only one
who can decide just how high your goal should be. But be
sure that every goal represents substantial progress.
A high goal is frequently easier to reach than a low one
because a low goal exerts low motivational force. Some of
the hardest jobs you ever accomplished actually seem easy
simply because they were a labor of love.
50. SET GOALS
Timely – A goal should be grounded within a time frame.
With no time frame tied to it there’s no sense of urgency
But if you anchor it within a timeframe, e.g. “by October
1st”, then you’ve set your unconscious mind into motion to
begin working on the goal.
Your goal is probably realistic if you truly believe that it can
be accomplished.
51. SET GOALS
T can also stand for Tangible – A goal is tangible when you
can experience it with one of the senses, that is, taste, touch,
smell, sight or hearing.
When your goal is tangible you have a better chance of
making it specific and measurable and thus attainable
54. PLAN AND DO
For each goal, list all the tasks
List the tasks you need to do this week
Break down large tasks into smaller tasks
Schedule blocks of 30 - 90 minutes, if possible
Schedule enough time for each task
Plan this week for the following week;
Plan each evening for the following day
Schedule blocks of time for thinking and planning as well as
blocks for project work
57. FOCUS
Five ways to remain focused:
Schedule the hardest tasks for your best time of day
Gather materials needed before work
Schedule a meeting with yourself
Work in 30 – 90 minute blocks; group similar activities
Concentrate on the task at hand
59. VISION
1. Visualize the outcome.
Create in your mind detailed images of the successful
completion of the project.
Focus on this picture or vision.
2. Affirm the results you desire; plan to succeed
3. Give your mind some quiet working time
Exercise – take a walk in nature
Stretch - even at your desk
Breathe – learn about deep breathing
Get away from your desk when possible
60. VISION
4. Create new habits
5. Rearrange your comfort zone
6. Do something different that works better
61. MULTI TASKING
Multitasking is handling more than one task at the same
time.
Does not lead to more things done. It leads to more things
started. If you’re not careful, you’ll end up with 100 things
started and NOTHING done.
62.
63. MULTI -TASKING- SOLUTION
Its not important how many tasks you have started, It is
about how many you have finish
The solution lies in PRIORITIZATION.
At the end of the day, will you be better off with 100 things
started or with most important items done?
In fact, starting but not finishing, can actually create more
work later.
64. MULTI-TASKING- HOW TO
GET DONE
Use a To-Do List
Resist Starting Other Tasks
Have a clean workspace
Avoid Interruptions
Eliminate Distractions
Build Momentum
65. It doesn’t matter how many times
you get knock down….
It only matters how
many times you get up
again
66.
67. SCHEDULING BACK-TO-
BACK MEETINGS
Sure recipe of late start of next scheduled meeting.
Yield of such meetings:
Nashistam, Guftam, Barkhastam
Unproductive meetings are a big time waste in many
workplaces
68. PLANNING AND MANAGING
TIME
Planning is the most important activity in managing your
time effectively.
As the old quote goes,
“Failing to plan is planning to fail”
69. TAKE TIME TO MAKE TIME
Golden rule of time management
Plan and organize your day, week and month
70. PLANNING YOUR DAY
Plan each day in as much detail as possible.
Do this ideally at the end of the preceding day or the first
thing at the beginning of your day
Plan your week on a “big picture” basis making notes in
your day-timer or desk calendar
71. PLANNING YOUR DAY
Make a daily to-do list of your objectives in order of
priority.
Use whatever system you prefer to record this list :
handwritten, computerized, day-timer, blackberry
Cross out items as they are completed
Move items that cannot be done that day to another day in
the week.
72. WORK HABIT PREFERENCE
Batch routine tasks together – separate from your high
priority tasks
Work on priority or routine items during that time of day
which matches your work habit preferences.
For example, if you are a morning person and like to tackle
tough assignments when you first start working, batch your
priority and harder tasks in the morning hours. Do more
routine tasks in the afternoon.
73.
74. HANDLING PAPER CLUTTER
Handle each piece of paper or document only once if at all
possible. Refer it on, file it, or discard it.
Example: Keep a temporary hold until discarded file –where
you place documents you are not quite ready to discard.
Last ones on top so it is chronological. If you have not
needed the document in 3 months, discard it when you
periodically review the stack
75. DELEGATE WORK
Delegate to others if appropriate and possible.
Set aside uninterrupted blocks of time for difficult and
lengthy project. Close your door, forward your calls to your
phone mailbox, refrain from checking e-mails.
Throughout the day review your objectives for that day and
update or reprioritize.
76. TAKE BREAKS/ STRETCH
Give yourself a break or several breaks during the day. Get
up and stretch, leave your desk for lunch. Getting away
even for a few minutes from your work will help you return
alert and refreshed.
77. SCHEDULE TIME FOR
INTERRUPTIONS
Schedule time for interruptions
Plan time to be pulled away from what you are doing
Example: keeping office hours
78. HANDLING PHONE CALLS
Take few minutes before making a call and task to decide
what result you want to attain from this call
Avoid unnecessary conversation
Respect your and other people’s time
Be specific, professional and to the point
Take few minutes after the call to review if you got the
desired outcome
If not, see what was missing, to improve
79. LEARN TO SAY NO
An important skill to learn is learning to say “NO”
Every “YES” means no to something else that could be
more important
Its ok to say “NO” to something you can not do
It is perfectly all right to say “NO” sometimes
80. WHAT ARE YOU THINKING
Do you know that your thought process can affect your time
management
Positive Self talk/ your inner dialogue matters
82. MANAGING WORK/LIFE
BALANCE
And Last but Not Least -- Maintain your work/life balance.
Put family/friends and other social activities on your daily
and weekly lists.
Avoid the habit of ignoring these constantly for work!
85. CONCLUSION
To conclude it is important to remember that
it is not humanly possible to get everything done…
But with effective time management you can achieve 80 per
cent of your results by putting 20 per cent of your time
THANK YOU FOR YOUR TIME AND INTEREST
