Improving the Time Management Skills

Improving the Time management Skills

Presented by

dr. b. victor ., Ph.D.

Objectives

• To increase awareness of your attitude toward time.

• To learn to plan time by setting priorities.

• To identify signs of poor time management.

• To recognize the benefits of time management

IntroductionTime is scarce resource. It is more valuable than money as money can be earned.

In professional life one have:

Red time = your wasted timeGreen time = your efficiently used timeGood daysBad days

Pickle jar theory of time management

• We need to prioritize our activities and recognize our ‘big rocks’.

• We need to allot time in accordance with the priority.

• Big rocks= things of first importance= takes more time

• Smaller rocks = urgent things but not so important

• Sand = that goes in on top of the smaller rocks and creeps all around the big rocks = activities thrust upon us from all directions and which cause a lot of upsets.

The 80/20 Rule

•We devote 20% of our time to activity that is central to our aims and 80% on activity that is of marginal importance.

Time matrix

Everyone has Good and Bad Times

• Find your creative/thinking time. Defend it ruthlessly, spend it usefully.

• Find your dead time. • Schedule your timings.

How Do You Feel About Time?

A stitch in time saves nine.

Time flies.

Time is money.

Why put off until tomorrow ?

Do it today ?

Why Time Management is Important

•Bad time management = stress

The Problem is Severe

By some estimates, people waste about 2 hours per day.

Signs of time wasting:– Messy desk – Can’t find things– Miss appointments, unprepared

for meetings– Volunteer to do things other

people should do– Tired/unable to concentrate

You’ve Got enough Time!

Time is an equal opportunity resource: everyone gets 168 hours per weekTime is elusive and easy to ignoreTime is a non-renewable resourceTime seems to pass at varying speeds

Personal Time management chart

Time Management Involves

• Knowing what your goals are• Deciding what your priorities are• Anticipating future needs and

possible changes• Controlling your life by

controlling your time• Making a commitment to being

punctual• Not procrastinating• Carrying out your plans

Ask yourself :

• Why am I doing this?

• What is the goal?

• Why will I succeed?

• What happens if I chose not to do it?

Planning• Failing to plan is planning to

fail

• Plan Each Day, Each Week, Each Semester

• You can always change your plan, but only once you have one!

Setting Priorities

1. My current choices actually reflect my responsibilities

2. Clarify what is of greatest importance to my work/ life.

Section A :items that need to be done that day, Section B : items that need

completion within the week, and

Section C : items that need to be done within a month. B and C items move up to the A or B lists as they become more pertinent.

ABC Priority System

Help for Deciding What Comes Next

Define responsibilitiesClarify objectivesPrioritize activitiesIdentify development vs. maintenance activitiesClarify as neededNegotiate deadlines

Revise and Preview

Immediately note all changes.Preview the upcoming week making any adjustments.Preview each day to further specify plans.

Symptoms of Poor Time Management• A lack of achievement.• Deadlines always missed.• More time spent socializing at work.• More time on the telephone.• Indecisiveness leading to delayed

work.• Constantly interrupting others and

being interrupted.

Barriers to good time management

• Keeping too many things in your head

• Doing whatever grabs your attention next

• Doing very efficiently that which need not be done at all

• Not spending enough time on your top priorities

• Poor Planning

Barriers to good time management

• Working in a disorganized and distracting environment

• Attempting to do “too much”

• Always saying “YES”• Not managing your inflows• Confusing activity with

productivity

Sticking to a schedule

• provides greater control.

• encourages relaxation• saves time• provides freedom• increases flexibility

Standard time schedules Dividing time in to blocks

•Makes tasks more manageable

•Helps you work at peak efficiency

The three-part scheduling plan

1.The master schedule2.The weekly schedule3.The daily schedule

Using a Daily Planner• Complete a term assignment

preview. • Use a “week at a glance” organizer. • Enter in due dates and social events

as soon as you can.• Review your calendar daily for the

current week and upcoming week. • It just takes a moment to review

your calendar and it can help relieve stress.

Two main ways to control time

•Saving it•Allocating it with schedules

Time Management Tips

• Learn to say no assertively.• Plan for rewards after an unpleasant

task.• Plan for change; it’s inevitable. • Finish fully; it’s energizing &

motivating.• Remember:

Spending one minute planning saves four or five minutes in getting a task done.

Time wasters

• Telephone calls • Poor planning • Attempting to do too much• Drop- in visitors• Poor delegation• Personal disorganization• Lack of self discipline • Can’t say ‘no’ !• Procrastination.

Using Time to Your Benefit

• Can create a sense of satisfaction.• Can help you to balance work

and personal life.• Can reduce stress and improve

your health.• Can improve your career since

you will spend more time satisfying internal and external customers.

Conclusion

“If you keep doing the same old thing in the same old way, you will keep getting the same old results.”

Manage your time wisely.

Thanks a lot