Time Managementfor personal Sense of Achievement

Common Problem

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

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

I wish I have more than 24 hours per day so that I can get more things doneThe system overloads me with work. There is no time to breathe

Objective

To help you introspect and find clues to improve your time

management & thereby enhance effectiveness

Where are You

20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt

10% people feel they are short of time. They realise this and are keen to get help and see

how they can improve Time Mgmt

70% people feel they are not short of time. Though they don’t mind listening to someone. And then

tell him why all that is impractical

Balance your life

Balance in Life is importantRecognize each aspect of life I am not getting enough time for family/personal life because of Work80% of day is spent at work

Family

Work

Health Finance

Time management : What is it?

Doing the Right things and not setting Things right

In control of Life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future

Having right balance in wheel of life

Time Management

• To get most output within given resources

• To get time for important issues in life

• To feel fairly satisfied , secure & on top of things

• And thereby enjoy stress free life

Time Management

The issue is not Awareness but Action

The Action happens when we say

I can’t live with this any more. I need to find an answer fast

Managing your Time

Things to do list

Identify Priority

Making it happen

Evaluate deviations

Impact of Attitudes

Believe that your area of control is large

Do most of the things because of reason and not mere indulgence

Believe that improvements are always possible and at any age

Have doubts rather than objections

Written goals

Am I short of time to meet my vision & mission

It is not enough to have goals in mind. Put them down on paper

It is an agreement with yourself that you are aware of goals and will pursue them

Be thankful to the person who reminds you of your goals

Creating TO DO Lists

Your daily list of tasksTasks that take you towards your goalsOne Sheet a DayTasks with defined importance: Q1: important and urgent: deadlines, fire

fighting Q2: important and not urgent: Planning,

Holidays Q3: urgent and not important:

Interruptions, meetings Q4: not important and not urgent: junk

mail , time wasters

Working with TO DO Lists

Create the list before you start the day

15 minutes of investment will help you everyday

End of day: Review StatusStatus: C – Completed, T – Transferred, A – Abandoned, I – In progress

Sample TO DO List

Task Priority

Status

Time needed

Prepare Slides for PPT

Q1 C 30 min

Collect Attendee info

Q2 I 45 min

Add Slides to network

Q3 T 5 min

Update Cases Q1 A 1 hour

Confirm to manager about tomorrow’s plan

Q1 C 5 min

Date: 22-Apr-2004

Prioritizing- Scheduling

Look at your big list of To Do

Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it

Subsequently schedule the day or the time

Keep some buffersBe flexible to change but don’t change on small reasons

Analyzing- Planning

Analyze what all affected your schedules

Think how to reduce crises

Involve those who have say in your work, in your time planning

Keep room for flexibilities

Interruptions

Intrusive interruptions: phone call, personal conversationsNon-intrusive interruptions: e-mailHave a no-interruption periods: Closed door policy Phone off the hook Use non-intrusive interruptions Prioritize and don’t be reactive

Crisis Situations

Be proactive not reactive Being proactive is highly motivating

Maintain a crisis logNothing is worth being reactiveIf you are only reactive… someone can replace you at your jobPrevent crisis by managing important but not urgent tasks, on time

Procrastination

“… if we wait for the moment when everything, absolutely everything is ready,

we shall never begin.”

Understand what and why of your procrastination tendency Remember last time what was the gain to do it in timeCreate micro action planUnderstand how much time it takes to do a taskDo not be a last minute decision takerGather information for a task in advance.

Meetings- Paperwork

Be bold to request absence from the meetings that are not useful to you Give feedback & suggestions to improve effectiveness Pre-circulate agenda if you are in charge Don’t accept shoddy preparation for too long Worth spending time to create filing system- soft & hard

Delegation- Teamwork

Have faith that the other person can do itConvey expectations, rules & processes Observe in the beginning. Correct & encourage Be keen to help some one & spread interdependence Be sure that you are not the weak link of the chain

Processes & Effectiveness

Process is a defined series of steps with responsibilities & guidelines

Try creating processes to handle repeat tasks

Make those involved aware of processes

Review processes often to improve efficiency

Time Kit

One source for everything Goals Tasks Expenses Phone Book Ideas/Notes Lists: Books to read, Checklists

Summary

Believe it is possible to get more out of existing time Writing down goals is the first important stepBreak down goals to tasksUnderstand your ‘most effective time zone’Create daily TO DO List for next 3 monthsPrioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in front

Decide to be on top the situation rather than be part of the mess

Wish you all the Best