Transcript
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Time Management
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Learning Objectives
• When you have completed this module you will be able to define the key concepts associated with Time Management and you will be able to:
• Identify the main obstacles to effective Time Management in your daily role
• Understand the nature of Time Management
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Learning Objectives
• Understand a range of tools, techniques and concepts for Time Management
• Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress
• Explain the benefits of having an effective Time Management process
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Introduction
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Common Problem
• I am BUSY
• I don’t have time
• I am not happy with my life
• I don’t feel I have achieved anything this year
• I don’t have control on my life
• I wish I have more than 24 hours per day so that I can get more things done
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Balance your life
• Balance in Life is important
• Recognize each aspect of life is important
• I am not getting enough time for family/personal life because of Work
• 80% of day is spent at work
Family
Work
Health Finance
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Time management : What is it?
• Doing the Right things and not doing things right (efficiency)
• Enjoying JOURNEY of life: every day of it, not a perfect day in future
• Have right balance in wheel of life
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Goals
• “If you are not aware of the direction you are going, you will end up exactly where you are going”
• Focusing on important areas of life: Family, Work, Health, Finance
• A goal is anything you WANT to accomplish in your life.
• If you had only 6 months live: what are the things you want to do
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Written goals
• It is not enough to have goals in mind.
• Put them down on paper
• It is an agreement with yourself that you are aware of goals and will pursue them
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Hints to Find Goals
• What do you want to accomplish in next 5 years?
• Long term goals
• Dreams/Ambitions
• Work Goals
• Professional Goals
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Working with TO DO Lists
• Create the list before you start the day
• 15 minutes of investment will help you everyday
• End of day: Review Status
• Status: C – Completed, T – Transferred, A – Abandoned, I – In progress
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Obstacles
• Interruptions• Crisis Situations• Procrastination• … more
• Overcome Obstacles with simple steps• Play the Game of Basketball and shoot for
your goals by overcoming obstacles
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Interruptions
• Intrusive interruptions: phone call, personal conversations
• Non-intrusive interruptions: e-mail• Have a no-interruption periods:
– Closed door policy– Phone off the hook– Use non-intrusive interruptions– Prioritize and don’t be reactive
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Procrastination
• No Excuses• Prioritize• DO IT NOW• Understand how much time it takes to do a task• Not all tasks take sometime. • Understand what and why of your procrastination
tendency• Do not be a last minute decision taker• Gather information for a task in advance.• “… if we wait for the moment when everything,
absolutely everything is ready, we shall never begin.”
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Tips
• SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats
• Get up 15 minutes early• Make time for ‘yourself’• Understand your ‘effective time zone’• Deal effectively with interruptions• Update your to do list daily• Do not over-schedule• Keep your list in sight• Delegate, if possible• Get Organized: paper, e-mail• Do difficult tasks first
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Task Analysis
• TASK ANALYSIS FOR 3 MONTHS• Only 65-70% of planned activities were
completed during each month• 20% of planned activities are transferred at
least once. • 10-12% of activities are abandoned• On an average I take up 4-5 activities per day
in addition to work related responsibilities
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Time Management & The Organization
• Looking at time management from the perspective of the organization what are the benefits:
– Improved productivity through improved use of time by the personnel
– Better performance in terms of on time delivery to customers
– Increased profitability through better use of the human and non-human resources
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– Improved planning and control of business systems through time based management
– Better alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business
– Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning
Time Management & The Organization
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Introduction
What is TimeManagement?
What is TimeManagement?
Time as a Commodity
Time as a Commodity
Essential HabitsEssential Habits
Types of TimeTypes of Time
Over & UnderEstimation of Time
Over & UnderEstimation of Time
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What is Time Management?
• Time management has five main aspects:
– Planning & Goal Setting– Managing Yourself– Dealing with Other People– Your Time– Getting Results
– The first 4 all interconnect and interact to generate the fifth - results
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Time as a Commodity
• Time is the most precious thing we have
• Time is ultimately the most valuable resource
• Time and how we spend it within the organization must be managed effectively
• Time is totally perishable
• Time cannot be stored up for use later
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Essential Habits
• Essential habits for good time management are:– Know where the hours are going – Keep focused on the end result – Work to defined priorities – Schedule time for important issues – Delegate routine tasks and responsibility for them – Take the stress out of work – Keep applying the essential habits!
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Types of Time
• Time can be categorized into two types:
– Fast time• when absorbed in, or enjoying an activity
– Slow time• when bored with an activity or having a bad
time • when scared
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Effects of Estimating Time Incorrectly
• Under-estimation of time • Stress due to committing to too many tasks • Poor quality output• Deadlines may be missed
• Over-estimation of time• Stress due to people pressing to have activities
completed • Poor quality output• Deadlines set may not match requirements
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Spent Time Matrix
Q1
Q3
Q2
Q4
CrisesDeadlines
PreventionRelationship BuildingPlanningRecreation
InterruptionsSome MeetingsPopular Activities
Pleasant ActivitiesBusy WorkTime WastersTrivia
Urgent Not Urgent
Important
NotImportant
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Quadrant 1
• Being in Quadrant 1 brings
– Stress
– Burnout
– Crises management
– Firefighting
– Focus on the immediate
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Quadrant 3
• Being in Quadrant 3 brings
– Short term focus
– Crises management
– Low value on goals
– Feeling of victimization / lack of control
– Shallow relationships
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Quadrants 3 & 4
• Cycling between Quadrants 3 & 4 brings:
– Total irresponsibility
– High dependency on others for basics
– Short career path in the organization
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Quadrant 2
• Being in Quadrant 2 brings:– Vision
– Perspective
– Balance
– Discipline
– Control
The Seven Habits of Highly Effective People: Covey,1989
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Characteristics of a Quadrant 2 Person
• There are six basic criteria to allow a person to function in Quadrant 2:
– Coherence– Balance– Focus– An ability to get on with people – Flexibility – Portability
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Time-Based Management
• Fundamentals:– Focus is on time and resources
– Pre-analysis of performance
– Analysis of goals and objectives
– Systemization of processes
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Analysis of Goals & Objectives
• By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity:
– S -- specific and well defined objectives– M -- measurable outputs and inputs – A -- achievable in terms of resources available
and expectations– R -- relevant to the overall business strategy– T -- time bound with an operational schedule
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Busy Work
• Just because you are busy does not mean that you are productive
• Differentiate between
– Effectiveness -- doing the right things
– Efficiency -- doing the right things correctly
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Urgency V Importance
• Differentiating between – Urgent tasks
• assume importance as they demand immediate attention
– Important tasks• May become urgent if left undone • Usually have a long term effect
– To judge importance v urgency, gauge tasks in terms of
• Impact of doing them• Effect of not doing them
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Summary
• Don’t procrastinate – Manage Your Time Today
• Define and use periods of quality time in your schedule
• Learn to say No in a professional manner
• Stay away from perfectionism and aim for excellence
• Build in time for personal development
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“If fail to Plan, you plan to fail”
THANKS
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