Time Management PPT

TIME MANAGEMENT

WHERE DO WE NEED TO SPEND OUR TIME?Reading Books/MagazinesPhysical ExerciseActive HobbiesChildren/FamilyWriting Letters to Relatives/FriendsSocialising & Social Work

SETTING GOALS & PRIORITIES

CareerStatus / respectMaterial possessionsRelationshipsLeisureLearningSpiritual Growth

THE REQUIREMENTS

1. Decide on Importance

2. Check Attainment

3. Minimise Conflict

4. Review Priority

5. Ensure ‘S M A R T’ Criteria

6. Enlist Support from Others

7. Plenty of Self-Confidence

WRITING “SMART” GOALS

SSpecific

MMeasurable

AAttainable

RRealistic

TTime bound

THE PROCESS

1. Formulate Vision

2. Identify Strengths & Weaknesses

3. Research Opportunities & Threats

4. Select Key Goals

5. Make Action Plans

6. Have Contingency Plan

7. Determination to Implement

HOW EXECUTIVES SPEND TIME

Reading, Writing, Dictating Discussions with boss, subordinates, colleagues Customers/Visitors with or without appointment Incoming/Outgoing telephone calls Meetings Travel & movement time Waiting time Searching for papers

HANDLING TELEPHONES

Educate callers Plan / Consolidate Calls May I help you? Take notes while talking Avoid ping-pong Use e-mail or call-back Screen appointments Have phone discussion meets Learn to terminate calls

HANDLING VISITORS

Quiet Hour Schedule Appointments Go to Them/Stand up Change environment (ODP) Be candid with “gottaminits” Say ‘no’ tactfully and firmly Use verbal/non-verbal cues Meet at reception/special room Make office optionally comfortable

HANDLING PAPERWORK/MAIL

Action, Information, Reading Do, delegate, delay, dump Read - Swap, Speed, Selective Write - Think, Condense, Summary Standardise Letters & Reports Manage by Exception Use Technology & Trust Telephone, Personal Contact Stop Irrelevant Mail/Subscriptions

MANAGING MEETINGS

Decide Objectives Circulate Agenda Select Participants Be on Time Conducive Environment Prepare Thoroughly Professional Chairmanship Action every Item Distribute “Minutes”

IMPORTANT Vs URGENT MATRIX

1 2

3 4

I. URGENT &IMPORTANT

II. NOT URGENT BUT IMPORTANT

III. URGENT BUT NOT IMPORTANT

IV. NOT URGENT

NOT IMPORTANT

Things which matter most must never be at the mercy of things which matter least

Things which matter most must never be at the mercy of things which matter least

Goethe

Put First Things FirstPut first things first!!!

Organizing YourselfOrganizing Yourself

Start with a Yearly Calendar Don’t forget to schedule in time to satisfy all rolesConsistently Develop Weekly and Daily Plans

ORGANISE YOURSELF

Have a daily ‘To-do’ List Focus on ‘A’ not ‘C’ priorities Understand boss’s/organisation’s priorities Consult goals for allocation for time/energy Schedule for week/month – advance planning Look for “Do” instead of “Due” date Prepare ‘PERT’ for large assignments Manage relationships/network for support Decide priority based on need, not sycophancy

MANAGING BOTTLE-NECKS

Be a squeaking wheelBypass the systemAnnounce that you will take actionMake it a matter of honourUse positive reinforcement

AVOIDING CRISES Start early enough Clear communication – no misunderstandings Periodic status reports for early warning Follow-through after delegating Make a contingency plan

ENDING YOUR WORK-DAYTidy upEvaluate your day

Was I proactive or reactive?

Did I establish & accomplish my major goal?

Did others intrude unduly on my time?

Was I guilty of wheel spinning activities?

If I were to live this day over, what would I do?

Plan the next day’s activities

ASSERTIVENESS

Assertiveness is the ability to communicate your needs, feelings, opinions, and beliefs in an open and honest manner without violating the rights of others

ASSERTIVENESS

1. Is not the same as aggressive behaviour

2. Aggressive behaviour enhances self at the expense of others

3. Assertiveness produces positive outcomes for all; Aggressive acts result in negative outcomes

WHAT WILL IT DO

1. Increases self-confidence

2. Elevates self-esteem

3. Gain respect of others

4. Improves communication

5. Enhances decision-making ability

Examples of Passive Behaviour

Avoiding eye contact Quiet, strained voice Sentences not finished Nervous movements - fiddling with objects Physically backing away Apologising a lot Agreeing without questioning

Examples of Aggressive behaviours

Glaring/staring Loud voice Lots of interruptions Finger wagging Hands on hips Physically moving towards the other person Blaming Stating opinions as facts

HOW TO BE ASSERTIVE

1. Be honest & direct about your needs & feelings

2. Express yourself firmly & directly

3. Be reasonable in your requests

4. State your viewpoint without being apologetic

5. Be honest when giving or receiving feedback

6. Learn to say “no” to unreasonable expectations

7. Paraphrase what others have stated to you

HOW TO BE ASSERTIVE

8. Recognise & respect the rights of those around you

9. Use appropriate tome of voice

10. Be aware of body posture and body language

11. Maintain eye contact

12. Use “I” statements to express self

13. Don’t let others impose their values/ideas on you

14. Encourage others to be clear and direct

15. Take ownership

What Is Stress?Stress

Psychological, Emotional, Physiological Response

Stressors Threatening Environmental

Conditions

Why Is StressManagement Important?

Organizational Costs

Individual Costs Health Impairment Job Burnout Performance

Decline

Exhibit 6.1: Relationship BetweenStress and Job Performance

Experiencing stress

STRESSORSAnticipatory,

Encounter,Time, Situational

REACTIONSPhysiological,

Psychological

RESILIENCYPhysical

Psychological

Social

Exhibit 6.2: Model of the Stress Management Process

Potential Stressors

Personal FactorsFamily problemsFinancial problemsHealth problems

Organizational FactorsHigh stress occupationJob roleOverloadUnder-utilizationRole ambiguityRole conflictResponsibility for others

Job EnvironmentPoor working conditionsOrganizational politicsPoor work relationships

Environmental FactorsEconomic UncertaintyTechnological ChangePolitics

Consequences

PsychologicalHeart DiseaseUlcersHeadaches

EmotionalAnxietyDepressionBurnout

BehavioralAggressionProductivityAvoidance

Successful CopingHigh self esteemGoal accomplishmentFeeling of well being

Stress Management

IndividualSeek helpTime managementChange jobsBuild resiliencyPersonalityCompanionship ExperienceHealth (Exercise, diet)RelaxationRecreation

OrganizationalJob DesignSelection & PlacementTraining & MentoringTeam BuildingEmployee AssistanceCommunicatingWellness Promotion

Experienced Stress(SYMPTOM AWARENESS)

Managing Stress: Objectives Becoming Aware of Negative Stress

SymptomsDetermining the SourcesDetermining the CauseAnd then…

Cope temporarily with the stress Eliminate stressors Develop resiliency

How Can Awareness of Stress Symptoms Be Enhanced?

Physical SymptomsPsychological Substitutes

Never Rarely Sometimes Often Always

Constant fatigue [] [] [] [] []

Low energy level [] [] [] [] []

Recurring headaches [] [] [] [] []

Gastrointestinal disorders [] [] [] [] []

Bad breath [] [] [] [] []

Sweaty hands or feet [] [] [] [] []

Dizziness [] [] [] [] []

High blood pressure [] [] [] [] []

Pounding heart [] [] [] [] []

Types of Stressors: CausesTimeEncounterSituationalAnticipatory

Managing Stress

Eliminate Stressors

Develop Resiliency

Temporary coping

mechanismsPermanent

effects

Long term Short term

Enactive approach

Proactive approach

Reactive approach

Long time required

Moderate time required

Immediate

Resiliency:Physiological

Cardiovascular conditioning

Proper dietSocial

Supportive relations Mentors teamwork

Psychological–Balanced lifestyle

–Hardy personality

–Small wins strategy

–Relaxation techniques

Short term strategiesReframing Imagery

Types of stressors and what we can do about themTime Stressors

Work overload Lack of control

Elimination Strategies Principles of time management Delegation

Eliminating time stressors:Time management “Effective time management can enable

managers to gain control over their time and organize their fragmented, chaotic environment.”

Effective time management means…Spending time on important, not just

urgent mattersDistinguishing clearly between

importance and urgencyFocusing on results not methodsNot feeling guilty when saying no

Effective time management

URGENCY

High Low

IMP

OR

TA

NC

E

Low

High

80/20 Rule

Activities Time Spent Results

Trivial 80% 20%

Vital 20% 80%

Efficient time managementToo little time; too much to doHow do I get more done?

Schedule

Schedule Activities• Horizontal Scheduling• Vertical Scheduling• Directing and Controlling

Rules Read selectively Make lists Everything in its place Prioritize Multitask the routine Discretionary task jar Divide up the big jobs Critical 20% Best time for important jobs Arrange non-interrupted time

Don’t procrastinate Keep track of time Set deadlines Use waiting time Designate time for busy

work Closure on one thing a day Schedule personal time Limit worry time Long term objectives Continuous improvement

Tips for managers

Hold routine meetings at end of day Set time limit Hold meetings only if needed Agendas, minutes Start on time Paper work decisions Organize Limit interruptions

DelegateEmpowerment: allow for initiativeGive credit to those who deserve it

Types of stressors and what we can do about them Encounter Stressors:

Role Conflicts Issue Interaction

Elimination Strategies: Delegation Interpersonal skills

Conflict resolution

Resilience Social support; Collaboration

Self awareness EQ

Types of stressors and what we can do about themSituational Stressors:

Unfavourable working conditions Rapid change

Elimination Strategies: Work redesign Changing jobs

Short term Strategies resiliency

Work redesignLevel of task demandLevel of autonomy (individual control &

discretion)Level of interestFeedback

Types of stressors and what we can do about themAnticipatory Stressors:

Unpleasant expectations Fear

Elimination Strategies: Time management

Priorities; planning

Short term strategiesResiliency

Stress and Self awarenessValuesAttitude towards changeCognitive style Interpersonal orientation

“There is more to life than increasing its speed.”

Mahatma Gandhi

Thank you