TIME MANAGEMENT

Does everybody likes

to manage time ?

YES

Five years back Try and answer these question!

How old were you five years ago?What did you look like at that time?What did you do then?What has changed ever since?What have you achieved in this time?

And…….How quickly do you think has the time passed?

No hesitation in accepting that TIME has passed very quickly!

TIME is a mystery phenomenon

It passes very quickly and no one seems to know how!!

& Nothing can be done about the past.

Five years back

Five years aheadHow old will you be 5 years from now?What do you think you will look like at that time?What do you think you will be doing then?What would have changed by then?What do you wish to achieve in this time?

And…….How quickly do you think would the time pass now?

Would it be slower or faster than the last 5 years ???

The time would neither be faster nor slower.The clock would move at the same speed, onesecond at a time.This has never changed and will never change!

NONE OF THESE

What matters is how well YOU keep pace with this speed!

24 hours is what all have in common.Yet some achieve SO MUCH in this time and some achieve NOTHING.

Does everybody likes

to manage time ?

NO

Those who would like to

Take Lead from others, would use their time efficiently

others will give

ExcusesNot having Enough Time

I am very busy. The second crisis comes in before the first has finished

Unable to keep balance between office work schedules, family responsibilities, and other social engagements.

I wish I have more than 24 hours per day so that I can get more things done

The system overloads me with work. There is no time to breathe

Time Management - Common Issue

There does not seem to be enough time for everything I want to do.

I don’t feel I have achieved anything this year

I don’t have control on my life. Things pile one on top of the other

Mostly people think that time Management as scheduling

appointments and making things to-do lists.

Time Management - Common Issue

Time management is actually self-management. Its interesting that the skills we need to manage others are the same skills we need to manage ourselves, the ability to plan, delegate, organize, direct and control.

Time ManagementTime Management

The moment you decided to improve your personal time management skills, you have touched a new dimension of solutions to many of your life's problems.

The Clock is Always Ticking!!!!!!

TIME STEALERSInability to say NO

Unclear Objectives & Priorities

Lack of Planning

Unclear Communication

Stress & FatigueActing with incomplete information

Dealing with team members

Interruptions - personal visitors

Interruptions - telephone

Desk management and personal disorganization

MANAGING YOUR TIME

OrganizingPrioritizingDelegatingProcrastinating

MANAGING YOUR TIMEOrganizing

Put your to-do list in writing and prioritize it.Put your to-do list in writing and prioritize it.Be realistic about how long it takes to get things Be realistic about how long it takes to get things done. Block out a reasonable amount of time on done. Block out a reasonable amount of time on your planneryour planner

Schedule time with yourself, without interruptionsSchedule time with yourself, without interruptions

Focus on one task at a time, rather than Focus on one task at a time, rather than constantly juggling a dozen different projects at constantly juggling a dozen different projects at onceonce

MANAGING YOUR TIMEOrganizing

Are you a “yes” person? Learn to say no. Ask Are you a “yes” person? Learn to say no. Ask yourself if you really have the time and yourself if you really have the time and energy to handle one more taskenergy to handle one more task..

Try to combine like tasks. Do similar activities to Try to combine like tasks. Do similar activities to save time. save time.

Keep all your contacts in one place, Keep all your contacts in one place, within easy reachwithin easy reach

4 QUADRANTS4 QUADRANTSQ2

Not Urgent / ImportantQuality Time

Q3Urgent/Not Important

Distractions

Q4 Not Urgent / Not

ImportantTime Wasters

Q1 Q1 Urgent /Important Urgent /Important Internal/ExternalInternal/External

IMPORTANTIMPORTANTANYTHING THAT TAKES US ANYTHING THAT TAKES US

TOWARDS TOWARDS OUR "OUR "WORTH WHILEWORTH WHILE" GOAL IS " GOAL IS IMPORTANT & ANYTHING THAT IMPORTANT & ANYTHING THAT

TAKES US TAKES US AWAY AWAY

FROM IT IS NOT IMPORTANTFROM IT IS NOT IMPORTANT

URGENTURGENTANYTHING THAT HAS TO ANYTHING THAT HAS TO BE DONE BE DONE NOW NOW AND IF AND IF DELAYED CANNOT BE DELAYED CANNOT BE DONE AGAIN OR WILL DONE AGAIN OR WILL LOSE ITS RELEVANCELOSE ITS RELEVANCE

MANAGING YOUR TIMEPrioritizing

Know your goal & Identify activities that help you achieve your goal.

Keep a schedule. Write a Higher Priorities FirstHighlight deadlines in a calendar or day planner

Keep a schedule in a visible place

Do difficult jobs first, when you are at your best.

Fix deadlines for all jobs and stick to them.

MANAGING YOUR TIMEPrioritizing

Fix deadlines for all jobs and stick to them.

Mark the priority level for each item on the list of activities that you created for e.g. High, Low, Medium

Remember that priorities can change.You need to re-visit your priority ratingsoften

Task Priority Time StatusMeeting at HBFC High 10:00 a.m.

Follow-up with Imran Low 11:30 a.m. (next day)

Prepare Marketing Plan for Q-3

Medium 12:30 p.m.

Meeting with Project Manager

High 3:00 p.m.

Attending Presentation

Medium 5:30 p.m.

THINGS TO DO TODAY

MANAGING YOUR TIMEDelegating

A management techniquewhereby you get others toaccomplish a task or project bygiving them the challenge andauthority to do so.”

MANAGING YOUR TIMEDelegating

WHY Delegating

????

Multiply your productivitywithout working more.

Train your managementteam to be self sufficient. Motivate your team byAllowing creativity &broadened experiences.

MANAGING YOUR TIMEDelegating

Decide what to Delegate???Decide what to Delegate???Find the right person to Find the right person to delegate to.delegate to.Explain the Purpose of the Explain the Purpose of the Job and What You Expect.Job and What You Expect.Then let it Go!!Then let it Go!!Give help and coach when Give help and coach when requested.requested.Only Accept Back Good Only Accept Back Good Quality Work Quality Work If Appropriate, Reward the If Appropriate, Reward the EffortEffort

HOW

MANAGING YOUR TIMEProcrastinating

To put off doing something, especially out of habitual carelessness or laziness.

To postpone or delay needlessly.

If you have to eat a frog,

Be sure you don’t stare at it

too long

Why do we ProcrastinateWhy do we Procrastinate??Fear of Success or FailureFear of Success or Failure

Don’t know where to start.Don’t know where to start. To avoid an unpleasant task.To avoid an unpleasant task. Waiting for go ahead from Waiting for go ahead from Superior to move on. Superior to move on. Waiting for more information.Waiting for more information. You may think if you put it off You may think if you put it off

someone else will do it. someone else will do it. You’re over-committed. You’re over-committed.

Fear of FailureAnxiety/Negative ThoughtsPeople with Negative AttitudeLack of ConcentrationLack of direction/goalsFear of Rejection/Criticism

Reasons for Reasons for ProcrastinationProcrastination

Avoiding ProcrastinationAvoiding Procrastination Divide project into small, Divide project into small,

schedulable stagesschedulable stages Do collaborative workDo collaborative work Ask for helpAsk for help Don’t be a perfectionistDon’t be a perfectionist Take a break at the endTake a break at the end

A Simple Time A Simple Time Management PlanManagement Plan

Spend time planning and organizingSet goals & PrioritizeBe flexibleConsider your biological prime timeDo the right thing rightEliminate the urgentAvoid being a perfectionistConquer procrastinationLearn to say “no”Reward yourself

Get “SMART” with TIME

SMART is Simple Measures that Ascertain Resourceful

usage of Time

Q&A

THNAK YOU