1 UNIT 4 MANAGEMENT OF HUMAN AT WORK 2 TIME MANAGEMENT.
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Transcript of 1 UNIT 4 MANAGEMENT OF HUMAN AT WORK 2 TIME MANAGEMENT.
1
UNIT 4
MANAGEMENT OF HUMAN AT WORK
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TIME MANAGEMENT
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NATURAL RESOURCE
LAND
AIR
WATER
TIME
Time is also a natural resource
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RESOURCES FOR PRODUCTIVITY
Machine
Method
Material
Men
Money
Minute
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Difference between time and other resources
Other Resources
Can be earned
Quantity is different from person to person
We can get back
Usage rate of resources can be controlled by individual
Can be accumulated
Time
Cannot be earned
Quantity is constant for all 24 hrs/day
We cannot get back
Usage is constant for all I.e. 1hr/hr for all
Cannot be accumulated
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What is Resource Management?
Manage to increase the resourceManage to consume the resource the way we requireAccumulate the resource for future requirementKeep the resource under our control.
But Time is not in our control
If so, What is TIME MANAGEMENT ?
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Definition
Time Management is self management for effective time use
Time management is the art of managing our time by performing value added activities and eliminating time wasters
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When I accept others as part of my life, I feel most of my time is under other’s control
Your time is under your control. Others cannot control your time without your acceptance
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Knowledge / Skill
KNOWLEDGE IMPROVEMENT byREADING, HEARING, VIEWING
SKILL IMPROVEMENT byPRACTICING, PRACTICING,PRACTICING
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You
Profession
Society
FamilyHobbies
Knowledge
Health
IDENTIFY YOUR ROLEEACH ROLE NEEDS YOUR TIME
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GOALS OF YOUR ROLES
PROFESSIONTo become Manager within 5 yearsTo start my own industryTo involve in politics
FAMILYTo get a plot / FlatSister / Daughter marriageSelf / Children education.Similarly for Social activity, Health, Knowledge and Hobbies etc
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Setting Your Goal
Is it in line with your core values
Do you have the core competency for the goal
Is the goal realistic and clear
Consequences of reaching the goal
Do you desire the goal
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Set Priority
Always vital few activities will give major resultsApply 80/20 rule
ie. 80% of results achieved from 20 % of activities Eg. 80% of customer returns from 20% of defects 80% of sales from 20% of customers 80% of absentees from 20% of employees 80% of questions asked by 20% of participants
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Quick Crisis
Waste Planning or Comfort
- Important+ Urgent
+ Important- Urgent
- Important- Urgent
+ Important+ Urgent
IMPORTANT1,1
9,9HIGH
HIGH
9,1
Low
1,9
URGENT
JOHARIO’S WINDOW
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CRISIS ZONE
Creating Stress / TensionPoor quality of workProne for customer complaintsNo peace of mind or satisfactionSpoiling health. Fire fighting
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COMFORT ZONE
Sufficient time for PDCAEffective and efficient performanceAchieving as per planGood quality of workSatisfaction in the jobComfortable to workTry to be in this zone always
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C1 B1 A1
C2 B2 A2
C3 B3 A3
LOW Low Medium High HIGH
HIGH HIGH
High
Medium
Low
IMPORTANT
URGENT
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Priority Setting
A High Important 1 High Urgent
B Medium Important 2 Medium Urgent
C Low Important 3 Low Urgent
PRIORITY IMPORTANT URGENT
1 A1 HIGH HIGH
2 A2 HIGH MEDIUM
3 B1 MEDIUM HIGH
4 A3 HIGH LOW
5 B2 MEDIUM MEDIUM
6 C1 LOW HIGH
7 B3 MEDIUM LOW
8 C2 LOW MEDIUM
9 C3 LOW LOW
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Important principles of Time Management
Set your goals in various roles
Prepare daily ‘to do’ list
Prioritize the activities
Start with high pay off activity
Handle each paper / job only once
Do it now.
Right now, use the time in best way
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To do High pay off activities
Use prime time
Schedule with high pay off
Set special dead line
Breakup the task
Reward and motivate yourself
To do low pay off activity
Delegate
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Time Wasters
Telephones/Mobile phonesAdditional urgent jobs from bossTaking all activities yourself without delegationDoing less pay back jobWorking without time estimation, no PDCA on timeSlippage over time scheduleDoing others job Waiting for decision or delaying decisionProcrastination (Delaying and wasting time)
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Time pressure on Organisation
Conflicting priority
Lack of team work
Lack of discipline
Lack of appreciation on others time
Waiting for decision
Lack of proper feedback
Poor planning
Lack of role clarity
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Time saving action plan
Control the telephones
Control your real available time (50-90%)
Increase the extent of your delegation
Avoid low pay-off activities
Check your time estimates
Expect a slippage (10%) in most time schedules
Don’t over commit your time
Make the habit of deciding quickly on small matters
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Major Performance Skills
Conceptual
Human
Technical
Top Mgmt.
Middle Mgmt.
First Line Supervisors
TECHNICAL: The ability to work with methods, processes, procedures & techniquesHUMAN:The ability to work effectively with people.CONCEPTUAL:The ability to develop ideas… to deal with abstractions… to view the organisationWhole … to recognize how decisions in one area affect other areas.
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“You are the creator of your own destiny. All the strength you want is within you”
“Winners win, not because they are allowed to win but because they decided to win”
Therefore make your own future.
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Check list for identifying self-imposed(decided by yourself)Time Wasters
YES NO
I do not plan sufficiently
Many times I fail to anticipate
My goals are not clear
I am not able to estimate time limits realistically
I Procrastinate too much
Many times I attempt to do too much
My mistakes are one of my major time wasters
I am too involved in details
I do not delegate effectively
I exercise over control
I socialise excessively which is counterproductive
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Check list for identifying self-imposedTime Wasters
YES NO
I am unable to terminate visits
I am too much preoccupied
My emotional upset is one of my time wasters
I lack general discipline
I suffer from inability to say No
I waste lot of my time in arguing
I am a poor listener
I am a poor reader
Any other (Please mention)
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Check list for identifying Organisation –imposed Time Wasters
YES NO
There is poor or no planning by others
The company policy is not clear or non existent in some / all areas
There is inconsistency between values and practices within the company and departments
There are conflicting priorities between departments
The priorities from senior management are shifting periodically
The roles are unclear and ambiguous
There are no adequate authorities at various levels
Meetings take lot of our time
There is generally a delay at every stage in adhering to deadlines
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Check list for identifying organisation- imposed Time Wasters
YES NO
There are too many distractions in the organisation
There is too much paper work in the organisation
Any other (Please mention)