Time Management

TIME IS THETIME IS THESCARCESTSCARCESTRESOURCERESOURCE

AND

UNLESS IT IS MANAGED, NOTHINGELSE CAN BE MANAGED

- PETER F DRUCKER

Misconceptions

• I work better under pressure

• Too serious – takes fun out of life

• Takes away your freedom – Discipline

• Time Management requires lot of work & I don’t have time !

We cannot control how much time we have.We can only control how we use it.

We cannot choose WHETHER to spend it, butONLY HOW.

Realities of Time Management

• You can’t do it all

• Hurrying is not the answer

• Longer hours is not the answer

• Time is valuable

REAL PURPOSE

• Prevent much stress• Creates balance in life – work, home, self• Increase in productivity• Progress in achieving your personal goals

What we gain from Time Management inessence, is not more time, but a

better life

Get these traits under control, if

They are hindering in managing your time

TIMEMANAGEMENT IS

MOSTLY CHANGINGHABITS –

HABITS RELATEDTO TIME

HABIT

A CONSTANT, OFTEN UNCONSCIOUS INCLINATION TO

PERFORM SOME ACT, ACQUIRED THROUGH ITS

FREQUENT REPETITION. A HABIT IS AN ESTABLISHED

TREND OF THE MIND OR CHARACTER

ANYTHING WEREPEAT CAN

BECOME A HABIT

Habits are powerful factors in

our lives. Because they are

consistent, often unconscious

patterns, they constantly,

daily, express our character

and produce our Effectiveness

or Ineffectiveness

WRITE DOWN THE HABIT YOU WANT TO CHANGE

WRITE YOUR GOAL IN FINISHED FORM

MAKE YOUR RESULTS MEASURABLE

LIST ALL THE PROBLEMS YOU CREATE WITH YOUR HABIT

TO BUILD MOTIVATION FOR CHANGING, LIST ALL THE BENEFITS OF BREAKING THE HABIT

EXAGGERATE THE RESULTS – DO THIS FOR THREE WEEKS UNTIL YOU HAVE ESTABLISHED THE NEW PATTERN

TIME WASTERS

• Not properly planning

• Interruptions

• Personal disorganization

• Inability to say no

• Procrastination

• Poor Delegation

PLANNING

• It is a process that precedes everything we do either on our own or with others

• Formal process by which specific objectives are set and detailed ways of accomplishing these objectives are established

• SETTING OBJECTIVES

• DETERMINE PRIORITY OF OBJECTIVES

• IDENTIFYING RESOURCES

• EXECUTING ACTION PROGRAMMES

• MAINTAINING CONTROL

Planning your day, rather than allowing it to unfold at the whim of others, is the single most important piece in the

Time Management puzzle

1. Start with long range goals & objectives

2. Relate the day’s activities to those goals

3. Assign priorities to the day’s tasks according to their contribution to your overall goals

4. Schedule tasks according to priority and to the degree of concentration required

5. Stay on track, using the plan to guide you through crisis and interruptions

1. GET IN THE HABIT OF WRITING A TO-DO LIST EVERY DAY

2. BE REALISTIC & AWARE OF LIMITATIONS OF YOUR TIME

3. DON’T OVER SCHEDULE

4. ALLOW A TIME CUSION

5. REVIEW YOUR LIST EVERY MORNING

6. ADD MORE ITEMS AS YOU DO THEM

7. BEFORE DOING EACH ITEM, ASK “WHY ME?” – DELEGATE WHEN POSSIBLE

INTERRUPTIONS

SELF OTHERS

DAY DREAMING, TAKING A BREAK, TURNING OUR ATTENTION TO SOMETHING ELSE

ONE MINUTE

• SELF DISCIPLINE

• SET DEADLINES

• ASK BEFORE SAYING YES

• SET A TIME LIMIT

• STAND UP

• GO TO THE OTHER PERSON’S OFFICE

Chronically disorganised people are a serious liability to their organisation

Self-discipline is the key

SELF DISCIPLINE IS A HABIT AND LACK OF IT IS A HABIT TOO!

Come out of this attitude !

DIN – DO IT NOW

Never do to-day what youCan postpone tomorrow !

• Make a conscious effort to develop a DIN attitude

• Set deadlines for yourself

• Set deadline for starting• Commit deadline to some one

• Develop a clear mental image (Positive) of finishing the work, and of how you will feel when everything is done

• Single most powerful strategy

• Double benefit: you & staff

• General rule: Never perform a task that someone else can effectively do

• Remember the 3 concepts - Responsibility - Authority - Accountability

• I can do it better - you are not developing staff

• I can do it faster - not doing is fastest

• I am insecure - no promotion if no successor

• I don’t want to give up - delegate first what you do best

• It is a dirty job - every job has its share - some want to prove

• I want to keep control - not an effective way of using your time

We become better managers of people & time

• Have lower expectations initially

• Accept less than perfection

• Train your staff

• Give feedback, Positive & Negative

Set few goals and achieve (most people give up a maddening five feet from the goal !)

No one ever achieved a goal by being interested – one must be committed

Gain momentum by DOING