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

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