Time Management
Mar 23, 2016
Time Management. To Delay or Not To Delay. Management Areas. What is it? Concentrate on results, not on being busy. Sense of being effective Applied everywhere: personal, public, business Function well Define order in chaos; achievement in frenzy. - PowerPoint PPT Presentation
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Time Management
To Delay or Not To Delay
Management Areas
Leadership SkillsCommunic
ation Skills
Problem Solving
Information ManagementStress
Management
Decision Making
Project Management
Time Management
What is it? Concentrate on results, not on being busy
• Sense of being effective• Applied everywhere: personal, public, business• Function well• Define order in chaos; achievement in frenzy
What is it? Concentrate on results, not on being busy
• Manage time. Get things done - Beating Procrastination. • Finding out how you really spend your time - Activity Logs. • Tackling the right tasks first - Prioritized To Do Lists. • Deciding your personal priorities - Personal Goal Setting. • Planning to make the best use of your time - Effective Scheduling.
ProcrastinateAvoid Excuses
• Important vs. Urgent tasks• Lacking skillset, resources, information• Waiting for the “right” mood or the “right” time• A fear of failure or success• Underdeveloped decision making skills• Poor organizational skills • Perfectionism ("I don't have the right skills or resources
to do this perfectly now, so I won't do it at all.") • Being ineffective
ProcrastinateNot a delay
• Recognize your mistakes, be honest– Prepare a To-do List, No sense of urgency– Not completing tasks (continuously looking for comfort)– Getting stressed over little, unimportant things
• Reasons for Delaying– Unpleasant tasks– Wrong priority– Overwhelming
• Resolve and Beat it– Motivate yourself, feel good factor– Reward yourself– Ask someone to help you, keep tab– Determine risks and solutions
Effective SchedulingScheduling is the process by which you plan your use of time
Scheduling is then a five-step process:
• Identify the time you have available.• Block in the essential tasks you must carry out to succeed in your job.• Schedule in high priority urgent tasks and vital "house-keeping" activities.• Block in appropriate contingency time to handle unpredictable
interruptions.• In the time that remains, schedule the activities that address your
priorities and personal goals.
A scheduling system can be a diary, calendar, paper-based organizer, PDA or a software package like MS Outlook.
Effective SchedulingScheduling is the process by which you plan your use of time
By using a schedule properly, you can:• Understand what you can realistically achieve with your time• Plan to make the best use of the time available• Leave enough time for things you absolutely must do• Preserve contingency time to handle 'the unexpected‘ • Minimize stress by avoiding over-commitment to others.
A scheduling system can be a diary, calendar, paper-based organizer, PDA or a software package like MS Outlook.
Goal SettingTurn vision into reality
By using a schedule properly, you can:• measure and take pride in the achievement of those goals • see forward progress in what might previously have seemed a long
pointless grind • raise your self-confidence, as you recognize your ability and competence • Preserve contingency time to handle 'the unexpected'; and • Minimize stress by avoiding over-commitment to others.
Artistic:Attitude:Career:Education:Family:Financial:Physical:Pleasure:Public Service:National Service;
Goal SettingFacilitate Success
Tips:• State each goal as a positive statement• Be precise (Clarity)• Set priorities• Write goals down• Keep operational goals small (Challenge)• Set performance goals, not outcome goals (what can be controlled)• Set realistic goals (Complexity)• Feedback
Set SMART Goals Goals should be:SpecificMeasurableAttainableRelevantTime Bound
Communication Management
Thought Transfer
•Concise and Unambiguous•Two way process (open for interpretation)•Message, audience, interpretation, circumstance, cultural context•Too much information, too fast
Communication
Channels•Verbal (face-to-face meetings, telephone, video) •Written channels (letters, emails, memos and reports.)•Different channels have different strengths and weaknesses
•Not effective to give a long list of directions verbally•Not proper to give someone negative feedback using email
Empathic Listening - Going beyond active listening*Assertiveness - Working WITH people not against them*Delivering Great Presentations - Communicating effectively*Managing Presentation Nerves - Coping with the fear withinFacilitation - Guiding an event through to a successful conclusionGiving and Receiving Feedback - Keeping team member performance high*360 Degree Feedback - Encourage teamwork and improve performance* AIDA: Attention-Interest-Desire-Action - Inspiring action with your writingQuestioning Techniques - Asking questions effectivelyKeep It Simple - Avoiding confusion and complexity*Creating a Value Proposition - Clearly communicating benefits*Dealing with Unfair Criticism - Responding rationally to unwarranted criticism*Charts and Graphs - Choosing the right formatChunking - Grouping information so it's more easily understoodThe Rhetorical Triangle - Making your writing credible, appealing and logical*Role Playing - Preparing for difficult conversations and situationsPowers of Persuasion - Understanding the dos and don'ts of persuading*Communicating in a Crisis - Don't shut down communication*Communicating Internationally*Cross Culture Communication - Collaborative efforts a must!*Communicating in Your OrganizationCommunications Planning - Getting the right message over, in the right way*Concept Attainment - Reaching a shared understanding of important ideas*Jargon Busting - Communicating without creating barriers*Neuro-Linguistic Programming - Achieving excellence in communication *Delivering Bad News*
•Communication Skills Main Page • •Introduction to Communication Skills •Making a Great First Impression •The Johari Window - Helping people understand one-another •Business Story-Telling - Using stories to inspire •Better Public Speaking and Presentation •Speaking to an Audience - Communicate complex ideas successfully •Presentation Planning Checklist •Questioning Techniques - Asking questions effectively •Active Listening - Hear what people are really saying •Effective Email •Writing Skills •Charts and Graphs - Choosing the right format •AIDA: Attention-Interest-Desire-Action - Inspiring action with your writing •Running Effective Meetings •Ice Breakers - Easing group contribution •Facilitation - Guiding an event through to a successful conclusion •Win-Win Negotiation - Finding a fair compromise •Hofstede's Cultural Dimensions - Understanding values around the world • •Mind Tools Store •Communication Skills Tool/Resource Finder
• Be on-time• Personal presentation (clean and tidy)• Be yourself (warm and confident smile)• Project appropriate confidence and self-assurance• Be open and confident• Be positive, courteous and attentive
Communication(First Impression)
Empathic Listening - Going beyond active listening*Assertiveness - Working WITH people not against them*Delivering Great Presentations - Communicating effectively*Managing Presentation Nerves - Coping with the fear withinFacilitation - Guiding an event through to a successful conclusionGiving and Receiving Feedback - Keeping team member performance high*360 Degree Feedback - Encourage teamwork and improve performance* AIDA: Attention-Interest-Desire-Action - Inspiring action with your writingQuestioning Techniques - Asking questions effectivelyKeep It Simple - Avoiding confusion and complexity*Creating a Value Proposition - Clearly communicating benefits*Dealing with Unfair Criticism - Responding rationally to unwarranted criticism*Charts and Graphs - Choosing the right formatChunking - Grouping information so it's more easily understoodThe Rhetorical Triangle - Making your writing credible, appealing and logical*Role Playing - Preparing for difficult conversations and situationsPowers of Persuasion - Understanding the dos and don'ts of persuading*Wiio’s laws of human communication: 1 Communication usually fails, except by accident.2 If a message can be interpreted in several ways, it will be interpreted in a manner that maximizes the damage3 There is always someone who knows better than you what you meant with your message4 The more we communicate, the worse communication succeeds5 In mass communication, the important thing is not how things are but how they seem to be6 The importance of a news item is inversely proportional to the square of the distance7 The more important the situation is, the more probably you forget an essential thing that you remembered a moment ago And there is more: According to Professor Wiio, when there are two people conversing, there are actually six people in the conversation: 1)Who you think you are 2)Who you think the other person is 3)Who you think the other person thinks you are 4)Who the other person thinks he/she is 5)Who the other person thinks you are 6)Who the other person thinks you think he/she is
Communication(Improve Understanding)
•Disclosing harmless items builds trust. However, disclosing information which could damage people's respect for you can put you in a position of weakness
•In a team, expand knowledge about self and others. This allows better co-operation and understanding for improved productivity and effectiveness.
•Provide constructive feedback
Empathic Listening - Going beyond active listening*Assertiveness - Working WITH people not against them*Delivering Great Presentations - Communicating effectively*Managing Presentation Nerves - Coping with the fear withinFacilitation - Guiding an event through to a successful conclusionGiving and Receiving Feedback - Keeping team member performance high*360 Degree Feedback - Encourage teamwork and improve performance* AIDA: Attention-Interest-Desire-Action - Inspiring action with your writingQuestioning Techniques - Asking questions effectivelyKeep It Simple - Avoiding confusion and complexity*Creating a Value Proposition - Clearly communicating benefits*Dealing with Unfair Criticism - Responding rationally to unwarranted criticism*Charts and Graphs - Choosing the right formatChunking - Grouping information so it's more easily understoodThe Rhetorical Triangle - Making your writing credible, appealing and logical*Role Playing - Preparing for difficult conversations and situationsPowers of Persuasion - Understanding the dos and don'ts of persuading*Communicating in a Crisis - Don't shut down communication*Communicating Internationally*Cross Culture Communication - Collaborative efforts a must!*Communicating in Your OrganizationCommunications Planning - Getting the right message over, in the right way*Concept Attainment - Reaching a shared understanding of important ideas*Jargon Busting - Communicating without creating barriers*Neuro-Linguistic Programming - Achieving excellence in communication *Delivering Bad News*
•Communication Skills Main Page • •Introduction to Communication Skills •Making a Great First Impression •The Johari Window - Helping people understand one-another •Business Story-Telling - Using stories to inspire •Better Public Speaking and Presentation •Speaking to an Audience - Communicate complex ideas successfully •Presentation Planning Checklist •Questioning Techniques - Asking questions effectively •Active Listening - Hear what people are really saying •Effective Email •Writing Skills •Charts and Graphs - Choosing the right format •AIDA: Attention-Interest-Desire-Action - Inspiring action with your writing •Running Effective Meetings •Ice Breakers - Easing group contribution •Facilitation - Guiding an event through to a successful conclusion •Win-Win Negotiation - Finding a fair compromise •Hofstede's Cultural Dimensions - Understanding values around the world • •Mind Tools Store •Communication Skills Tool/Resource Finder
Communication(Writing Skills)
Tips:• Avoid the use of slang words • Try not to use abbreviations (unless appropriately defined)• Steer away from the use of symbols (e.g., &)• Brackets are used to play down words or phrases• Great care should ALWAYS be taken to spell the names of people and companies correctly• Numbers should be expressed as words when the number is less than 10 or is used to start
a sentence• Quotation marks should be placed around any directly quoted speech or text and around
titles of publications.• Keep sentences short
• Writing – more concrete than verbal communication• Clear and concise• Style and actual working are important
•Communication Skills Main Page • •Introduction to Communication Skills •Making a Great First Impression •The Johari Window - Helping people understand one-another •Business Story-Telling - Using stories to inspire •Better Public Speaking and Presentation •Speaking to an Audience - Communicate complex ideas successfully •Presentation Planning Checklist •Questioning Techniques - Asking questions effectively •Active Listening - Hear what people are really saying •Effective Email •Writing Skills •Charts and Graphs - Choosing the right format •AIDA: Attention-Interest-Desire-Action - Inspiring action with your writing •Running Effective Meetings •Ice Breakers - Easing group contribution •Facilitation - Guiding an event through to a successful conclusion •Win-Win Negotiation - Finding a fair compromise •Hofstede's Cultural Dimensions - Understanding values around the world • •Mind Tools Store •Communication Skills Tool/Resource Finder
Communication(Effective Email)
• Short and concise (too many of them)• Effective Subject• Relevant contact information (phone number)• Clear response (follow up phone call, email)• Quick response (receipt, acknowledge?)• Content relevant to subject• It can be forwarded (be mindful!)• Avoid mixing too many topics in one message• Number paragraphs for multiple points• Manage your inbox (instant action, no delay)• Don’t let other wait for your decisions
•Communication Skills Main Page • •Introduction to Communication Skills •Making a Great First Impression •The Johari Window - Helping people understand one-another •Business Story-Telling - Using stories to inspire •Better Public Speaking and Presentation •Speaking to an Audience - Communicate complex ideas successfully •Presentation Planning Checklist •Questioning Techniques - Asking questions effectively •Active Listening - Hear what people are really saying •Effective Email •Writing Skills •Charts and Graphs - Choosing the right format •AIDA: Attention-Interest-Desire-Action - Inspiring action with your writing •Running Effective Meetings •Ice Breakers - Easing group contribution •Facilitation - Guiding an event through to a successful conclusion •Win-Win Negotiation - Finding a fair compromise •Hofstede's Cultural Dimensions - Understanding values around the world • •Mind Tools Store •Communication Skills Tool/Resource Finder
Project Management
Bringing Elements Together
• Defining Objectives •Time, Cost, Quality•Planning
Project Management the Elements
•Resources, Effort•Documentation• Risk Reduction
• Have an objective, set goals• Tackle timelines, resources, skillset• Communication Tools, Overcome Physical Barriers• Work Distribution, Team Work• Get it done!• Be positive, courteous and respectful• Provide feedback, keep everyone involved in a loop• Relax and enjoy
Project BuildWhatever it takes
• Time Management, Communication• Co-ordination Skills• Creativity, Initiative• Social Interaction and Selfless Attitude• Knowledge• Broader Vision
Case Study: Conducting a ShakhaRhythm, Commitment, Development
Knowledge, Confidence Vision
Personal, Groups, Networks
Team Work, Personal Discipline
• Awareness about Surya Namaskar• Commitment to improving mental and physical health• Improve Team Work• Generate Samparka• National Campaign
SNY 2010Yoga for health, Health for Humanity
Phone, Email, Social Networks
Web, Print, Physical
Personal, Groups, NetworksTeam Work,
•Build a SNY Team across Canada •Prepare Flyer, Web Site, Flow •Setup email account and direct to•Prepare email circular•Print Flyers •Prepare list of addresses and phone numbers for different institutions •Add to the list above
•Develop contacts across Canada
•Develop a FaceBook Wall, Twitter Feed
•Send Reminders•Manage Feedback, Counts, Help
SNY 2010 (Tasks)Yoga for health, Health for Humanity
Email Print PersonPhone
Individual Groups Network
Team
Attitude
Yogi The Bear
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