TIME MANAGEMENT C.RAGHAVA RAO HOW DO WE SPEND OUR TIME? Sleep 22 years Daily routine- 2.5 years Meals 5.5 years Commuting Work 16 years (including unproductive.

TIME MANAGEMENTC.RAGHAVA RAO

HOW DO WE SPEND OUR TIME?

Sleep 22 years

Daily routine- 2.5 years

Meals 5.5 years

Commuting 5.5 years

Work 16 years (including unproductive work, gossip etc.)

Miscellaneous 2.5 years

Personal discretion 11 years

Total 65 years

Distribute your time Between

Tighter side of life Lighter side of life

Discipline, Fun, Strict routines, Jokes, timely food, Humorsleep, punctuality Brighter side of life Learning, thinking, Reading Have a Balance

VALUE OF TIME

To realize the value of one year

Ask a student who failed a grade• To realize the value of one month

Ask a mother who gave birth to a premature baby

• To realize the value one week

Ask the editor of a weekly newspaper• To realize the value of one hour

Ask the lovers who are waiting to meet

THE VALUE OF TIME

To realize the value of one minute

Ask person who missed the train• To realize the value of one second

Ask a person who just avoided an accident• To realize the value of fraction of a second

Ask the person who won a silver medal in the Olympics.

Pareto’s Principle (80/20 Rule)

80% of Work gives 20% Results & 20% of Work gives 80% Results

One Rs.500/- v/s Hundred Rs.5/-

Effective v/s Efficient

Smart work v/s Hard work

. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment

. Interruptions, some phone calls

. Some mail, some reports

. Some meetings

. Many proximate,pressing matters

. Many popular activities

. Trivia, busywork

. Some phone calls

. Time wasters

. “Escape” activities

. Irrelevant mail

. Excessive TV

I II

III IV

Urgent Not UrgentIm

port

ant

Not

Import

ant

Stephen Covey’s Time Management Matrix

Quadrant I

Represents things that are both “urgent” and “important” – we need to spend time hereThis is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning

Quadrant II

Includes activities that are “important, but not urgent”- Quadrant of QualityHere’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skillsIgnoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by itInvesting in this Quadrant shrinks Quadrant I

Quadrant III

Includes things that are “urgent, but not important” - Quadrant of Deception.

The noise of urgency creates the illusion of importance.

Actual activities, if they’re important at all, are important to someone else.

Many phone calls, meetings and drop-in visitors fall into this category

You can delegate for some activities

Quadrant IV

Reserved for activities that are “not urgent, not important”- Quadrant of Waste

We often “escape” to Quadrant IV for survival

Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

Get start immediately

Start your important task immediately

Without wasting any time

List of things contribute to TM

Prioritization,

Concentration and focus,

Scheduling,

Goal setting and

Self-motivation

Identifying and setting priorities is the most important skill in time management.

Time Management is a skill that one must learn and develop through habit.

Creating a “to do” list

The benefit of making to do list is that you do not have to remember the things that you want to do Today , so you can move mind free to concentrate and to know exactly what you want to do today.

Use check list

For every task you will need a check list before to start that you are capable to that job and have all the items to start that

particular task.

De clutter

Remove every thing from your work area which is not related to your task. It will help you to concentrate on your current task.

Working on computer

Delete all the unnecessary e-mails that are not related to your job and keep only e-mails which are necessary to take action.

You can also create a folder for your important or business emails

To Focus at one task in hand

Plan Ahead

Plan your tomorrows work today so that you have plenty of time to gather and prepare the material for the next task.Doing this helps us to sleep better.

Plan ahead for any problem you encounter.Don’t panic-Once you realize that urgency is not necessarily synonymous to priorityFormulate contingency plans-In uncertain outcomes plan the alternative.Procrastination leads to several negative outcomes like depression, stress and the task remaining incomplete.

Allocate timeslot to your task

For each and every task allocate the approx time for that job to be done. After that you have finished your work do not spend more time on it.

Limit online time stealers

It is very easy to waste your time

People spend most of their time on social web site , it is waste of time until you are using these website for marketing purpose.

Select a time to check your e-mails

Much of the time is wasted during checking e-mail and replying e-mails. So allocate a time frame for checking and replying emails or browsing to the net are some times time wasting factors.

Avoid interruptions / phone calls

When you are working on task given avoid interruptions and phone calls by setting voice message options or delegate your phone calls to some one in your office. You can also choose a time for visitors and phone calls to come.

Telephone abuse

Phone has turned to be the biggest time waster of all. The danger lies in over use.

How much time you are spending on phone? It breaks your train of thought and your work flow.

Cutting Telephone Time

Call log-Record incoming /outgoing calls, length of calls, time of the day etc. Non productive calls- How much you are spending?

Block out a period of the day for receiving or making a call.

Jot down the points to talk, pay attention and keep a scribbling pad and pen within the reach to note down the things which you need.

If you are thinking ‘NO” say it immediately without hesitating. Do not give chance to other person a chance to apply pressure.

Find alternative ways of helping others with their problems rather doing to yourself, like referrals of suggestions on how they might go about solving the problem.

Don’t get defensive and make excuses. Be nice but be firm.

ABC method assigns "A" to tasks to be done within a day, "B" a week, and "C" a month.

A daily list of things to do, numbered in the order of their importance, and done in that order one at a time until daily time allows,

Tasks (group A) is to put the most unpleasant one first. When it’s done, the rest of the list feels easier. Groups B and C can benefit from the same idea, but instead of doing the first task (which is the most unpleasant) right away, it gives motivation to do other tasks from the list to avoid the first one

To Do ListActivities to be done (in order of priority)

Time of dayFrom To

1.

2.

3.

4.

5.

6.

7.

8.

Time wasters Strategies to overcome

First set your goals and plan accordingly.

Set long term goals for your personal life, professional life and social life.

Divide each of them to short term goals.

These further get broken down to planned daily activity.

Time TableACTIVITY TIME

Prayer, Meditation, According to your age

Physical, energizing Exercise 40 minutes

Reading educative books Two hours of studying for every one credit hour of the class

Work in institution

Socializing, listening music, entertainment

Watching T.V

Introspection at the end of the day

Avoid doing activities which do not lead to your goals.

Study how you are spending your time and apply corrections.

Take time to work, play, read, love and laugh.

Have control on your time. Do not allow others to control your time.

Prioritize. Have a ‘To do’ list.

DISCIPLINE

TIME:

That man is always trying to kill,

But

Which ends killing him

Time and tide waits for none-

Make use of it well

All the best