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MANAGEMENT THEORY AND PRACTICES SEMINAR PRESENTED BY GROUP NO.3
39

TIME MANAGEMENT(management)

Jan 06, 2017

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Page 1: TIME MANAGEMENT(management)

MANAGEMENT THEORY AND PRACTICES

SEMINAR

PRESENTED BY GROUP NO.3

Page 2: TIME MANAGEMENT(management)

TIME MANAGEMENT

Page 3: TIME MANAGEMENT(management)

TAKE TIME TO WORK :

IT IS THE PRICE OF SUCCESS

TAKE TIME TO THINK :

IT IS THE SOURCE OF POWER

TAKE TIME TO READ :

IT IS A FOUNTAIN OF WISDOM

TAKE TIME TO BE FRIENDLY :

IT IS THE ROAD TO HAPPINESS

Page 4: TIME MANAGEMENT(management)

Time Management refers to managing time effectively so that the right time is allocated to the right activity.

Effective time management allows individuals to assign specific time slots to activities as per their importance.

Time Management refers to making the best use of time as time is always limited.

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TIME MANAGEMENT INCLUDES

Effective Planning

Setting goals and objectives

Setting deadlines

Delegation of responsibilities

Prioritizing activities as per their importance

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The judicious use of time by an individual to succeed in all aspects of life refers to Time Management.

Time Management not only helps individuals to make the best use of time but also ensures successful accomplishment of tasks within the stipulated time frame.

It is essential to do the right thing at the right time to earn respect at work. People who do not value time fail to make a mark and are never taken seriously.

Page 7: TIME MANAGEMENT(management)

BENEFITS OF TIME MANAGEMENT

oReduce stress and frustrations

o Improves performance and job satisfaction

oMore time to enjoy life

oHave control over your life through planning

oGet a sense of achievement

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SKILLS NECESSARY FOR EFFECTIVE TIME MANAGEMENT

Stay Organized Learn to Prioritize Be Punctual and Disciplined Take Ownership of work Be a little Diplomatic More Focused Be reasonable

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EFFECTIVE TIME MANAGEMENT

First we should know the answers for these 3 questions

How have you been using your time ?

How are you wasting your time ?

How can you make better use of your time in the

future?

Page 10: TIME MANAGEMENT(management)

Hurdles to Effective Time Management

Perfectionism

Procrastination

Fear of saying ‘ No ’

Lack of planning

Phone interruptions

Unexpected visitors

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Steps in Time Management

Relax and remain composed

Construct a plan and follow it

Delegate assignments

Prioritize

Don’t procrastinate

Plan a day before

Evaluate

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TIME MANAGEMENT STRATEGIES

Goal Setting

o To avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieve.

o SMART goal setting guidelines :

• Specific - Have you clearly defined your goal?

• Measurable - How do you know if you are making progress?

Page 13: TIME MANAGEMENT(management)

• Achievable - Is your goal really achievable? Be ambitious but honest.

• Rewarding - Is your goal something you are willing to make sacrifices for?

• Timely - Is your goal achievable in a meaningful timeframe?

oWrite your goals down and be familiar with them

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Page 15: TIME MANAGEMENT(management)

STAY ORGANIZED

The workstation must be kept clean and organized. Keeping important files organized helps you retrieve

them immediately and thus saves time which goes on unnecessary searching

Keep stationery items and your personal belongings like cell phone, car keys, wallet at their proper places.

Develop the habit of using an organizer. Plan your day well in advance.

Never write on loose papers. Keep a notepad and pen handy.

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PLANNING

Write down appointments, classes, and meetings on a chronological log book or chart

First thing in the morning, check what's ahead for the day

If you fail to plan, you plan to fail and you will waste a lot of precious time while failing

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PRIORITIZED TO-DO LIST Write down all the tasks you need to complete Break large tasks into their component elements Allocate priorities from A (very important, or very

urgent) to E (unimportant, or not at all urgent) You need to differentiate between urgency and importance

Rewrite the list in priority order Take action immediately and finish them one by one This helps you to focus on the important jobs first

Page 18: TIME MANAGEMENT(management)

BE PUNCTUAL AND DISCIPLINED

Being punctual helps you complete tasks way ahead of deadline.

Avoid taking too many leaves from work. Such an attitude is completely unprofessional.

Make sure you are there at your desk five minutes before your actual time.

Strive hard to complete tasks on time. Do not keep assignments pending and wait for the last

minute.

Page 19: TIME MANAGEMENT(management)

TAKE OWNERSHIP OF WORK

Do not work only when your boss is around. Work for yourself. The dedication has to come from within.

Be responsible for your work and learn to accept your

mistakes. If you have accepted something, then it becomes your

responsibility to complete it within the allotted time slot.

Page 20: TIME MANAGEMENT(management)

BE A LITTLE DIPLOMATIC

Do not accept everything which comes your way. A polite “NO” in the beginning will save your reputation later.

The employees must be delegated responsibilities as per

their specialization and background. This way they take more interest and eventually finish

work on time.

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MORE FOCUSED

Be a little focused and concentrate on work. Do not waste time by loitering and gossiping around. Do not take long personal calls at work. Finish off work and leave for the day on time. You will have ample time to catch up with your friends

or log on to social networking sites. Playing games while you are at work is something which

is not expected out of a professional.

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BE REASONABLE

No individual can work for the whole day.

Do include some time in your daily schedule to speak to your team member sitting next to you.

Do not over burden yourself.

Page 23: TIME MANAGEMENT(management)

PROCRASTINATION What is procrastination?

Putting off things that we should be doing Avoid high priority, challenging tasks Seek comfort in doing tasks you know you're capable of

completing

Causes of procrastination: Have doubt on your skills or resources Do not know where to begin Waiting for “right time” or “right mood” Underestimate the difficulty of the task Perfectionism

Page 24: TIME MANAGEMENT(management)

OVERCOME PROCRASTINATION

Recognize that you are procrastinating

Work out why you are procrastinating

Ways to overcome: Find a small part of the task you can do right now Identify the emotion associated with doing it Finish an incomplete Delete it and move on Face your fears and the risks head-on

Page 25: TIME MANAGEMENT(management)

GET ORGANIZED Time is saved if you prepare your work environment and

equipment beforehand

Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand

Having your appointments, tasks and key notes in one place

Helps you find information faster and also helps prevent stress

Page 26: TIME MANAGEMENT(management)

DELEGATION

Assign task responsibility and authority to others

Delegate to the right person

You are still responsible for the completion of the task

Give objectives or expected outcome, not procedures

Page 27: TIME MANAGEMENT(management)

EVERY ORGANIZATION WORKS ON DEADLINES

Time Management helps individuals to finish work within the assigned time and stay stress free and relaxed through out the day. Time Management helps you plan specific time slots for all your day to day tasks at workplace.

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TIME MANAGEMENT HELPS AN INDIVIDUAL TO PRIORITIZE THINGS It is important for an employee to understand what is

important and urgent at the moment. Staying overburdened at work leads to frustration and eventually one loses interest in work. You can’t do anything and everything. Pick up all that is important and urgent at the start of the day and finish it off first before starting with something which can be done a little later. Know what is important for you. Allocate specific time slots to activities as per their relevance and make sure you stick to the same.

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EFFECTIVE TIME MANAGEMENT MAKES YOU A FAVOURITE AMONGST YOUR SUPERIORS, CLIENTS AS WELL AS FELLOW WORKERS

Do not keep work pending from your end. Finish off tasks as and when required. Ignoring critical issues is pointless. You have to do it in any case. Discuss with your co workers or immediate reporting boss and find out a solution. Keeping a check on your time helps you complete task just when it is needed.

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TIME MANAGEMENT MAKES YOU AN ORGANIZED INDIVIDUAL.

One needs to keep things at their respective places. Avoid keeping heaps of paper and stacks of files on your desk. Not only it gives a cluttered look to your workstation but also wastes half of your time in searching important documents, files, folders and so on. Individuals should prefer writing on notepads instead of loose papers.

Page 31: TIME MANAGEMENT(management)

EFFECTIVE TIME MANAGEMENT HELPS AN INDIVIDUAL TO IDENTIFY THE TIME WASTERS AT THE WORKPLACE

It is foolish to waste time on unproductive things which yield no results. No one expects you to work at a stretch for the whole day. Assign some time in your daily schedule to check updates on social networking sites or calling up your friends but do know where to draw the line. Your office does not pay you for gossiping and loitering around.

Page 32: TIME MANAGEMENT(management)

ROLE OF MANAGERS IN INCULCATING TIME MANAGEMENT SKILLS IN EMPLOYEES

Managers and superiors play an important role in inculcating time management skills in employees:

Managers must lead by example If you expect your team members to reach office on time, you

yourself have to be disciplined. Almost everywhere superiors are given some liberty but one should not misuse his power.

The rules and regulations of an organization are not only meant for subordinates but also for team leaders and superiors. Managers must adhere to guidelines of the organization for their team members to respect company’s policies.

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ASK YOUR EMPLOYEES TO KEEP THEIR WORK STATIONS ORGANIZED

Go to each of their desks and check whether files and folders have been arranged properly or not? Make sure there are no heaps of paper on their desks. Instruct your employees to clean their drawers at least once in a week.

Page 34: TIME MANAGEMENT(management)

ASK YOUR ADMINISTRATION SUPERVISOR TO ISSUE NOTEPADS, REGISTERS, PENS, FOLDERS ETC TO ALL YOUR EMPLOYEES

Point them out if they write on loose papers. As managers, it is your responsibility to tell them their mistakes so that they manage things well. Personally check their drawers once in a while.

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DELEGATE THEM RESPONSIBILITIES AS PER THEIR SPECIALIZATION, EDUCATIONAL QUALIFICATION AND BACKGROUND

Design their key responsibility areas after discussing what they are best at for them to take interest in work and complete assignments on time. Convey them their targets and deadlines from the very beginning. Make them aware of the goals and objectives of the organization.

Page 36: TIME MANAGEMENT(management)

PROMOTE VARIOUS TRAINING PROGRAMS

Promote various training programs to instil time management skills in employees. Conduct various workshops where employees can be given certain tasks apart from their daily work. Ask them to finish off activities within the assigned time slots. Reward them suitably.

Page 37: TIME MANAGEMENT(management)

BE A GOOD LISTENER Employees must have an easy access to their Boss’s

cabin. Proper coordination between employees and their team leaders is essential for effective time management. Do not keep tasks pending at your end. Give approvals on time and make sure your team members do not indulge in unproductive tasks.

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CONCLUSION Time is a valuable resource that cannot be stored for later use. Time Management is the key available to all of us to make the

most effective use of our resources. such that they last us long and can be capitalized on a in the bet possible manner.

Time management is not only a basic management technique, it is also an essential life skill.

Our presentation will enable every one to be more productive in less time

Covered issues such as goal setting, beating procrastination, activity logs, scheduling , to-do-list and action plans will maximize your achievement and quality of life

Time Management helps to determine the priorities. Everybody has at their disposal the equal amount of time, it

once lapsed cannot be retrieved.

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THANK YOU...