Post on 12-May-2015
Effective Time Management
Preview of Presentation
Preamble
Stages of time management
Stress and time management
Tools and techniques
More effective time management
Preamble
-It’s not the hours we put into a day
-But what we put into the hours
Why Manage your time ?
The benefits Time saved More Achievements Successful Results Less stress Greater satisfaction
Time as a resourceNature of time resource
Fixed amount
Total perishable
No substitute
Same amount for all
Lost Time Money
Rs. 1000 per month = 11 ps. Per minute lost
With employment cost:22ps. Per minute lost
22ps per minute per Rs. 1000
A salary of Rs. 50,000/- and 60 Minutes lost is
.22x60x50=Rs. 660 per day per employee
660x5=Rs. 3300/week/employee
3300x45=Rs. 148,500/ year/employee
Preamble concluded
• Save time, get more achievements and be satisfied
• Once time passed, will never come again• Time is a fixed amount of money
Key stages in time management
Knowing where you should OBJECTIVES
spend time on
Identifying the barriers preventing PRIORITIES
you spending time on right things
Planning to eliminate the SELF DISCIPLINE
barriers
Identifying barriers/Main time thieves
Lack of clear objective
Lack of effective planning
Lack of self discipline
Ineffective communication
Too many interruption
Ineffective delegation
Time Planning Process
Identify key task
Set priorities
Access time needed
Allocate time
Check realism
Conclusion for time management stages
• Objectives should be set first at all. • Identify barriers/main time thieves• Remove barriers• Plan the time accordingly
Stress and Time Management
Definition
Pressure or tension created on a material object
Demand on physical or mental energy
Distress caused by this
Cause of stress
Work overload
Lack of information
Conflicting demand
Unsatisfactory relationships
Result of StressBody
Tired SleeplessBlurred visionHeart disease
MindLack of concentrationPessimisticConfused thinking
FeelingImpatienceDepressionIrritabilityApathy
Managing Stress
Be aware of your values and beliefs
Manage your time
Be positive
Seek support
Learn to relax
Stress and time management concluded
• Mismanaged work leads to tension/stress• Results of stress are vital • Stress should be managed carefully
Tools and Techniques
Time planner
Time Log Analysis
Management Matrix
Time planner
Year planner – broad-brush approach
Month planners also broad-brush approach
Desk diaries – good for allocating blocks of time, but not flexible
Pocket diaries – nice and portable but with limited space
Time Log Analysis
Identify
Key Areas of our job
Time planned or unplanned
Who controls us?
Controllable time
Time Management Matrix
Urgent Not urgent
Important
1.Activities • Crisis • Pressing problems• Deadlines
2.Activities• Planning• Production capability• Relationship building• New opportunities
Not Important
3.Activities• Interruption• Some mails/ calls• Meetings, reports• Pressing matters• Popular activities
4.Activities• Busy work• Time waster• Some mails/Calls• Pleasant activities
Urgent Not urgent
Important
1.Results• Stress• Burn out• Always putting out fires
2.Results• Vision• Balances• Discipline• Control• Few Crisis
Not Important
3.Results• Short term focus• Crises management• See goals/plans as worthless• Feel victimized
4.Results• Total irresponsibility• Fired from job• Dependent on others
Tools and Techniques illustrated
Different tools are helpful to manage your time
Priorities should be analyzed
Important work should not be done in urgency
More Effective Time Management
Speed Reading
Controlling Interruptions
Delegations
Speed Reading
Don’t move lips/pronounce words
Keep eyes moving forward, avoid rereading
Develop a wider eye open
Skim the text
Controlling Interruptions
Key ways to avoid interruptions
Do what you promise
Stay in touch
Delegate and delegate more
Learn to say ‘NO’
Delegation
Training
Systematic
As a substitute
As a in charge of a small section
As project in charge
What can and what can not be delegated?
After Delegation
On going follow up
Monitoring
Reviewing
Coaching/Counseling
Measurement of deliverable
More effective Time Manag. concluded
Different subjects can be make effective to save time in different ways
Learn to say ‘NO’
Delegate to progress in new jobs
THANKS FOR
YOUR PATIENCE