Time Management Training PPT Final

1

Time Management

2

3

Learning Objectives

• When you have completed this module you will be able to define the key concepts associated with Time Management and you will be able to:

• Identify the main obstacles to effective Time Management in your daily role

• Understand the nature of Time Management

4

Learning Objectives

• Understand a range of tools, techniques and concepts for Time Management

• Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress

• Explain the benefits of having an effective Time Management process

5

Introduction

6

Common Problem

• I am BUSY

• I don’t have time

• I am not happy with my life

• I don’t feel I have achieved anything this year

• I don’t have control on my life

• I wish I have more than 24 hours per day so that I can get more things done

7

Balance your life

• Balance in Life is important

• Recognize each aspect of life is important

• I am not getting enough time for family/personal life because of Work

• 80% of day is spent at work

Family

Work

Health Finance

8

9

Time management : What is it?

• Doing the Right things and not doing things right (efficiency)

• Enjoying JOURNEY of life: every day of it, not a perfect day in future

• Have right balance in wheel of life

10

Goals

• “If you are not aware of the direction you are going, you will end up exactly where you are going”

• Focusing on important areas of life: Family, Work, Health, Finance

• A goal is anything you WANT to accomplish in your life.

• If you had only 6 months live: what are the things you want to do

11

Written goals

• It is not enough to have goals in mind.

• Put them down on paper

• It is an agreement with yourself that you are aware of goals and will pursue them

12

Hints to Find Goals

• What do you want to accomplish in next 5 years?

• Long term goals

• Dreams/Ambitions

• Work Goals

• Professional Goals

13

Working with TO DO Lists

• Create the list before you start the day

• 15 minutes of investment will help you everyday

• End of day: Review Status

• Status: C – Completed, T – Transferred, A – Abandoned, I – In progress

14

Obstacles

• Interruptions• Crisis Situations• Procrastination• … more

• Overcome Obstacles with simple steps• Play the Game of Basketball and shoot for

your goals by overcoming obstacles

15

Interruptions

• Intrusive interruptions: phone call, personal conversations

• Non-intrusive interruptions: e-mail• Have a no-interruption periods:

– Closed door policy– Phone off the hook– Use non-intrusive interruptions– Prioritize and don’t be reactive

16

Procrastination

• No Excuses• Prioritize• DO IT NOW• Understand how much time it takes to do a task• Not all tasks take sometime. • Understand what and why of your procrastination

tendency• Do not be a last minute decision taker• Gather information for a task in advance.• “… if we wait for the moment when everything,

absolutely everything is ready, we shall never begin.”

17

Tips

• SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats

• Get up 15 minutes early• Make time for ‘yourself’• Understand your ‘effective time zone’• Deal effectively with interruptions• Update your to do list daily• Do not over-schedule• Keep your list in sight• Delegate, if possible• Get Organized: paper, e-mail• Do difficult tasks first

18

Task Analysis

• TASK ANALYSIS FOR 3 MONTHS• Only 65-70% of planned activities were

completed during each month• 20% of planned activities are transferred at

least once. • 10-12% of activities are abandoned• On an average I take up 4-5 activities per day

in addition to work related responsibilities

19

Time Management & The Organization

• Looking at time management from the perspective of the organization what are the benefits:

– Improved productivity through improved use of time by the personnel

– Better performance in terms of on time delivery to customers

– Increased profitability through better use of the human and non-human resources

20

– Improved planning and control of business systems through time based management

– Better alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business

– Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning

Time Management & The Organization

21

Introduction

What is TimeManagement?

What is TimeManagement?

Time as a Commodity

Time as a Commodity

Essential HabitsEssential Habits

Types of TimeTypes of Time

Over & UnderEstimation of Time

Over & UnderEstimation of Time

22

What is Time Management?

• Time management has five main aspects:

– Planning & Goal Setting– Managing Yourself– Dealing with Other People– Your Time– Getting Results

– The first 4 all interconnect and interact to generate the fifth - results

23

Time as a Commodity

• Time is the most precious thing we have

• Time is ultimately the most valuable resource

• Time and how we spend it within the organization must be managed effectively

• Time is totally perishable

• Time cannot be stored up for use later

24

Essential Habits

• Essential habits for good time management are:– Know where the hours are going – Keep focused on the end result – Work to defined priorities – Schedule time for important issues – Delegate routine tasks and responsibility for them – Take the stress out of work – Keep applying the essential habits!

25

Types of Time

• Time can be categorized into two types:

– Fast time• when absorbed in, or enjoying an activity

– Slow time• when bored with an activity or having a bad

time • when scared

26

Effects of Estimating Time Incorrectly

• Under-estimation of time • Stress due to committing to too many tasks • Poor quality output• Deadlines may be missed

• Over-estimation of time• Stress due to people pressing to have activities

completed • Poor quality output• Deadlines set may not match requirements

27

Spent Time Matrix

Q1

Q3

Q2

Q4

CrisesDeadlines

PreventionRelationship BuildingPlanningRecreation

InterruptionsSome MeetingsPopular Activities

Pleasant ActivitiesBusy WorkTime WastersTrivia

Urgent Not Urgent

Important

NotImportant

28

Quadrant 1

• Being in Quadrant 1 brings

– Stress

– Burnout

– Crises management

– Firefighting

– Focus on the immediate

29

Quadrant 3

• Being in Quadrant 3 brings

– Short term focus

– Crises management

– Low value on goals

– Feeling of victimization / lack of control

– Shallow relationships

30

Quadrants 3 & 4

• Cycling between Quadrants 3 & 4 brings:

– Total irresponsibility

– High dependency on others for basics

– Short career path in the organization

31

Quadrant 2

• Being in Quadrant 2 brings:– Vision

– Perspective

– Balance

– Discipline

– Control

The Seven Habits of Highly Effective People: Covey,1989

32

Characteristics of a Quadrant 2 Person

• There are six basic criteria to allow a person to function in Quadrant 2:

– Coherence– Balance– Focus– An ability to get on with people – Flexibility – Portability

33

Time-Based Management

• Fundamentals:– Focus is on time and resources

– Pre-analysis of performance

– Analysis of goals and objectives

– Systemization of processes

34

Analysis of Goals & Objectives

• By setting goals that relate to business performance and conform to SMART criteria the organization will improve productivity:

– S -- specific and well defined objectives– M -- measurable outputs and inputs – A -- achievable in terms of resources available

and expectations– R -- relevant to the overall business strategy– T -- time bound with an operational schedule

35

Busy Work

• Just because you are busy does not mean that you are productive

• Differentiate between

– Effectiveness -- doing the right things

– Efficiency -- doing the right things correctly

36

Urgency V Importance

• Differentiating between – Urgent tasks

• assume importance as they demand immediate attention

– Important tasks• May become urgent if left undone • Usually have a long term effect

– To judge importance v urgency, gauge tasks in terms of

• Impact of doing them• Effect of not doing them

37

Summary

• Don’t procrastinate – Manage Your Time Today

• Define and use periods of quality time in your schedule

• Learn to say No in a professional manner

• Stay away from perfectionism and aim for excellence

• Build in time for personal development

38

39

“If fail to Plan, you plan to fail”

THANKS