1 UNIT 4 MANAGEMENT OF HUMAN AT WORK 2 TIME MANAGEMENT.

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UNIT 4

MANAGEMENT OF HUMAN AT WORK

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TIME MANAGEMENT

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NATURAL RESOURCE

LAND

AIR

WATER

TIME

Time is also a natural resource

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RESOURCES FOR PRODUCTIVITY

Machine

Method

Material

Men

Money

Minute

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Difference between time and other resources

Other Resources

Can be earned

Quantity is different from person to person

We can get back

Usage rate of resources can be controlled by individual

Can be accumulated

Time

Cannot be earned

Quantity is constant for all 24 hrs/day

We cannot get back

Usage is constant for all I.e. 1hr/hr for all

Cannot be accumulated

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What is Resource Management?

Manage to increase the resourceManage to consume the resource the way we requireAccumulate the resource for future requirementKeep the resource under our control.

But Time is not in our control

If so, What is TIME MANAGEMENT ?

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Definition

Time Management is self management for effective time use

Time management is the art of managing our time by performing value added activities and eliminating time wasters

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When I accept others as part of my life, I feel most of my time is under other’s control

Your time is under your control. Others cannot control your time without your acceptance

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Knowledge / Skill

KNOWLEDGE IMPROVEMENT byREADING, HEARING, VIEWING

SKILL IMPROVEMENT byPRACTICING, PRACTICING,PRACTICING

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You

Profession

Society

FamilyHobbies

Knowledge

Health

IDENTIFY YOUR ROLEEACH ROLE NEEDS YOUR TIME

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GOALS OF YOUR ROLES

PROFESSIONTo become Manager within 5 yearsTo start my own industryTo involve in politics

FAMILYTo get a plot / FlatSister / Daughter marriageSelf / Children education.Similarly for Social activity, Health, Knowledge and Hobbies etc

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Setting Your Goal

Is it in line with your core values

Do you have the core competency for the goal

Is the goal realistic and clear

Consequences of reaching the goal

Do you desire the goal

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Set Priority

Always vital few activities will give major resultsApply 80/20 rule

ie. 80% of results achieved from 20 % of activities Eg. 80% of customer returns from 20% of defects 80% of sales from 20% of customers 80% of absentees from 20% of employees 80% of questions asked by 20% of participants

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Quick Crisis

Waste Planning or Comfort

- Important+ Urgent

+ Important- Urgent

- Important- Urgent

+ Important+ Urgent

IMPORTANT1,1

9,9HIGH

HIGH

9,1

Low

1,9

URGENT

JOHARIO’S WINDOW

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CRISIS ZONE

Creating Stress / TensionPoor quality of workProne for customer complaintsNo peace of mind or satisfactionSpoiling health. Fire fighting

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COMFORT ZONE

Sufficient time for PDCAEffective and efficient performanceAchieving as per planGood quality of workSatisfaction in the jobComfortable to workTry to be in this zone always

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C1 B1 A1

C2 B2 A2

C3 B3 A3

LOW Low Medium High HIGH

HIGH HIGH

High

Medium

Low

IMPORTANT

URGENT

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Priority Setting

A High Important 1 High Urgent

B Medium Important 2 Medium Urgent

C Low Important 3 Low Urgent

PRIORITY IMPORTANT URGENT

1 A1 HIGH HIGH

2 A2 HIGH MEDIUM

3 B1 MEDIUM HIGH

4 A3 HIGH LOW

5 B2 MEDIUM MEDIUM

6 C1 LOW HIGH

7 B3 MEDIUM LOW

8 C2 LOW MEDIUM

9 C3 LOW LOW

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Important principles of Time Management

Set your goals in various roles

Prepare daily ‘to do’ list

Prioritize the activities

Start with high pay off activity

Handle each paper / job only once

Do it now.

Right now, use the time in best way

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To do High pay off activities

Use prime time

Schedule with high pay off

Set special dead line

Breakup the task

Reward and motivate yourself

To do low pay off activity

Delegate

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Time Wasters

Telephones/Mobile phonesAdditional urgent jobs from bossTaking all activities yourself without delegationDoing less pay back jobWorking without time estimation, no PDCA on timeSlippage over time scheduleDoing others job Waiting for decision or delaying decisionProcrastination (Delaying and wasting time)

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Time pressure on Organisation

Conflicting priority

Lack of team work

Lack of discipline

Lack of appreciation on others time

Waiting for decision

Lack of proper feedback

Poor planning

Lack of role clarity

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Time saving action plan

Control the telephones

Control your real available time (50-90%)

Increase the extent of your delegation

Avoid low pay-off activities

Check your time estimates

Expect a slippage (10%) in most time schedules

Don’t over commit your time

Make the habit of deciding quickly on small matters

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Major Performance Skills

Conceptual

Human

Technical

Top Mgmt.

Middle Mgmt.

First Line Supervisors

TECHNICAL: The ability to work with methods, processes, procedures & techniquesHUMAN:The ability to work effectively with people.CONCEPTUAL:The ability to develop ideas… to deal with abstractions… to view the organisationWhole … to recognize how decisions in one area affect other areas.

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“You are the creator of your own destiny. All the strength you want is within you”

“Winners win, not because they are allowed to win but because they decided to win”

Therefore make your own future.

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Check list for identifying self-imposed(decided by yourself)Time Wasters

YES NO

I do not plan sufficiently

Many times I fail to anticipate

My goals are not clear

I am not able to estimate time limits realistically

I Procrastinate too much

Many times I attempt to do too much

My mistakes are one of my major time wasters

I am too involved in details

I do not delegate effectively

I exercise over control

I socialise excessively which is counterproductive

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Check list for identifying self-imposedTime Wasters

YES NO

I am unable to terminate visits

I am too much preoccupied

My emotional upset is one of my time wasters

I lack general discipline

I suffer from inability to say No

I waste lot of my time in arguing

I am a poor listener

I am a poor reader

Any other (Please mention)

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Check list for identifying Organisation –imposed Time Wasters

YES NO

There is poor or no planning by others

The company policy is not clear or non existent in some / all areas

There is inconsistency between values and practices within the company and departments

There are conflicting priorities between departments

The priorities from senior management are shifting periodically

The roles are unclear and ambiguous

There are no adequate authorities at various levels

Meetings take lot of our time

There is generally a delay at every stage in adhering to deadlines

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Check list for identifying organisation- imposed Time Wasters

YES NO

There are too many distractions in the organisation

There is too much paper work in the organisation

Any other (Please mention)