Workshop of Time Management.pptx

1

Siddique Ansari

Hina Ejaz

Mahrukh Zeba

Junaid SaeedFahad

Mustaneer Noor

Name Topic Slides Time

Siddique Ansari Introduction/Concept of TM

3-19 Slides 25mins

Fahad Ahmed Attributes of Time

20-27 Slides 15mins

Mahrukh Zeba Importance of TM

27-48 Slides 25mins

Hina Aijaz Procrastination

49-59 Slides 20mins

Mustaneer Noor

Principles of TM

60-78 Slides 25mins

Junaid Saeed Tools, Techniques and Strategies of TM

79-91min 30mins

Program of Work

This Learning Session will Help You Understand myths about time

management Identify your personal attitudes toward

time management Discuss key steps in

planning/prioritizing Recognize internal/external time

wasters Utilize time management tools such as

“to do” lists and time diaries to optimize your time management skills

What is Time

A fundamental structure of the universe, a dimension in which events occur in sequence, and time itself is

something that can be measured

We have no control over time!

Think About?

24 hours per day

X60 minutes per hour

X60 seconds per minute

=

86,400 Seconds

Every Second Counts

Spend every second in an efficient and productive way

What is Time Management

• Time management is the act of taking conscious control over the amount of time spent on specific activities. • You exercise time management to increase productivity, effectiveness and efficiency.

• You practice skills and use tools and techniques to aid you when accomplishing tasks, projects or are working toward goals and deadlines.

Why Time Management ?

Self-assurance and self satisfaction Purposeful living Efficiency Effectiveness Development

Why don't People Manage their Time?

Despite the benefits of time management, very many people do not use it, because:-

They don't know about it They are too lazy to plan They enjoy the buzz of meeting tight

deadlines They enjoy crisis management

Time Management Process

•Set your Priorities.•Determine Goals for each Priority.•Plan the steps for Goal Attainment.•Allocate Time appropriately for each step.•Use time management tools/techniques

Set Priorities

• Are you unsure what is important to you? Think about what you would do if you only had one more year to live

• You can’t do everything:

– Think about what you would like to accomplish

– Think about what regrets you might have for not accomplishing something

Set Goals for Each Priority

Personal priority: Spend more time with family– Goal: Spend additional ½ hour with family at dinner– Goal: Spend one afternoon every three months with

parents

Professional priority: Achieve Promotion– Goal: Learn to use MS Project Management software– Goal: Take one course each semester toward

certificate in Construction Management

Plan for Goal Attainment

“Planning is bringing the future into the present so you can do something about it now” (Alan Lakein)

Obstacles to Planning Work

• Unfortunately we often encounter a number of obstacles in planning our work:– Time required for good planning– Lack of solid planning skills – Others’ plans and priorities– Pressure of other works– Time wasters such as procrastination– Interruptions

Try to anticipate obstacles, so you can work around them before they become problems.

Poor Planning Consequences

Despite obstacles, we must make planning a priority, to avoid: Decreased productivity Dissatisfaction among coworkers Misunderstandings and confusion Pressure from others Poor work quality, accidents, errors Wastage of time/resources

Plan to Allocate Time

Visualize the end result, your ultimate goal

Estimate the time required Break the whole into pieces Develop a schedule Check your progress against your time

estimate Refine the schedule if needed Anticipate/allow for possible problems

Attributes of Time

Attributes of Time

• It is a unique resource

• Time is most scarce resource in the universe

• Time cannot be accumulated like money

Continued…

• Time cannot be turned on and off like machine

• Time cannot be stock piled like raw materials

• Time passes at a pre-determined rate whatever happens

Continued…

• Everybody is equally gifted with the same amount of it, irrespective of his position

• Time like any other meager resource must be managed and used judiciously

CHARACTERISTICS OF EFFECTIVE TIME PLANNER

CHARACTERISTICS OF EFFECTIVE TIME PLANNER

• They break projects into realistic tasks with manageable dead lines• Generate realistic deadlines and work to meet these deadlines• They write tasks down and cross off activities

Continued…

• They use both calendars and action lists to plot out activities according to due dates

• They have daily objectives to move them toward the completion of multiple tasks • They continually review long term goals

Continued…

• They give themselves the time and freedom to brainstorm about the best alternatives to accomplish their objectives

• They are honest with themselves

• They Seek advices from others

Why Time Management is Important

Ask Your Self

Do you usually punctual or late ???

Do you finish task with in the time ???

Do you able to accomplish what do you want to do before deadlines???

Poor Management

Symtoms of Poor Time Management

Lack of focus

Disorganized Poor Performance

Saying ‘Yes’ to everything

Lack of energy

Why care about time management?

“Time Management shouldn’t take your time, but rather make extra time for you.”

Benefits of Time Management

Less Stress Get more done

Less rework More opportunity

Remember special events

There are several benefits of time management, such as follows:

Even More Benefits

Have advance preparation time

Work smarter not harder

Enjoy peace of mind Open up free time for family,

friends and fun

Important

Urgent

The Urgent/Important Matrix

Urgent and

Important

Important, But Not Urgent

Urgent, But Not

Important

Not Urgent and Not

Important

How to become Time Management Role Model for others

•Clean focus – focus on one thing and one thing only at a time •Be punctual -makes you feel stressed out and leaves others questioning how reliable you are

•Create Routines – same thing , same time, everyday •Do first thing first •Doing thing right is effectiveness

•Doing thing in proper order increased your efficiency

Our Role Models

Miss Hoorulain

Sir Salman Abbasi

“Time is free, but PRICELESS.

You can’t own it, but you can use it .

You can’t keep it, but you can spend it

Once you’ve lost it, you can never get it “

Quotation

Procrastination…What is it? The act of replacing high priority actions

with tasks of lower priority , or doing something from which one drives enjoyment, and thus putting off important tasks to a later time

Procrastination makes easy things hard, hard things harderMason Cooley

Cycle timeline

I II III IV

False Sense of Security

“I have plenty

of time.”

“I will get started soon,

I only work well under

pressure.”

“Oh no! The assignment is due tomorrow!

”

Panic & Stress Set In

Time Passes

“There are 2 weeks until

the assignment is

due.”

Deadline is Set

Wasted Time Poor Performance

Missed Opportunit

ies

Increased Stress

Procrastination Leads To….

perfectionism • “IF you can’t do it

right don’t do it all’’• May delay starting a

project

You Find The Unpleasant Job• You might be bored• Unsure how to

handle situation

Why We Procrastinate…?

Forgetting meetings /Events

Missing deadlines

Don’t have resources

Don’t have a time

What type of procrastinator you are?

BREAK It Down And Take First Step

ABC MethodEat The Ugliest

Frog!

Prepare thoroughly before you begin

Reward15 minute rule

Six Ways To Overcome Procrastination

Brian'smain point is that you eat your most ugliest frog first, the nextugliest, and so on, until all your

frogs are done.

Eat That Frog!

Principles of Effective TM

BAD NEWS

GOOD NEWS

PLANNING

What is Planning?

Failing toPlanis Planning toFail

ORGANIZING

Setting priorities Time allocated to set priorities Time space for the unexpected One project at a time Be a productive thinker Separate duties properly Work according to your temperament Do not develop impossible systems Focus on results.

RESPONSIBILITY

Leads to Empowerment and accountability

Being responsible for who you are….

Being responsible for what you can do....

Being responsible for what you have received….

Being responsible to those that you lead.

Accountability & Integrity

Objective Achievement Analyze and evaluate performance Identify the gaps

ESTABLISHING TIME WASTERS

VISITORS

Unnecessary visits by outsiders (Friends, Family)

Divert the attention Compromising the assign task

PAPER WORK

Work delayed is work denied Mix important documents Miss important papers Non separation of important papers

PROCRASTINATION

Deliberately delaying Non attention Reduce credibility

GOSSIP

Do not encourage gossip Avoid talking about people

INDISCIPLINE

Work disturbance Loss of productivity Leads to failure

Obedience to rules and focus on goals leads to success.

TELEPHONE CALLS

Discussing irrelevant material Unofficial things

Should have screened calls through operator

UN-NECESSARY MEETINGS

Huge time wasters Meeting is necessary Limit the attendance More participants may distract and

divert the attention

DISTRACTION

Drawing someone attention away from something

An obstacle to attention

Leads to poor decision making

CONFUSED RESPONSIBILITY

Clear understanding what is important and what is not

TIME MANAGEMENT TIPS

1- Write things down2- Prioritize the list 3- Plan your week4- Carry a notebook5- Learn to say no6- Think before acting7- Continuously improve yourself8- Think about what you are giving up

for doing regular activities

Continued…

9- Use a time management system10- Identify bad habits11- Don’t do other people’s work12- Keep a goal journal13- Don’t be a perfectionist 14- Beware of “filler” task15- Avoid “Efficiency Traps”.

“Activity”Assessing your Time Management

skills

Result

The higher the total, the more you need to work on time management skills.

If your total is over 10, you probably need to adjust your priorities and begin to take more responsibility for managing your time.

Tool , Techniques & strategies of Time

Management

Use a Time Planner and Create a Master List

Organize By Priority

Using Calendars

Organize tasks Identify patterns Improve workflow

Organize Your Time

Work out how much time you have available, and when.

Work out priorities between these tasks.

pieces of work into smaller, less daunting tasks.

Make decisions about how long to spend on each task.

When to Say “No”

Set deadlines

Avoid Multi-tasking

Delegate responsibilities

Reward yourself

“To Begin with the End” -Stephen covey

The 80/20 Rule

80%

Chunk, Block, and Tackle

Ready, Fire, Aim

Do not over plan

Just take action

Adjust your aim

The Glass Jar: Rocks, Pebbles, Sand

Rocks Pebbles

Sand

Conclusion

ADVANTAGES OF TIME MANAGEMENT Efficiency

Punctuality

Productivity

Health

Effectiveness

Professionalism

GOLDEN WORDS

“Being successful doesn’t make you manage your time well. Managing your time well makes you successful.”