Time mgmt 1
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Transcript of Time mgmt 1
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What is Time?What is Time?
Time is an inelastic resource
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Types Of Resources (M6I)
Men
Money
Material
Machinery
Metre (Space)
Minutes (Time)
Information
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Value of TimeValue of TimeYear - StudentMonth - MotherWeek - EditorHour - LoverMinute - TrainSecond - AccidentMillisecond…..
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Why Study Time Mgt?Why Study Time Mgt?
Self concept depends upon the
discrepancy between current self
image and concept of ideal self,
greater the diff, lower the self
esteem.
Effectiveness determines the extent
of discrepancy.
Effectiveness to a large extent,
depends upon Mgt Of Time.
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Real Purpose
• Prevent much stress• Creates balance in life – work, home, self• Increase in productivity• Progress in achieving your personal goals
What we gain from Time Management in
essence, is not more time, but a
better life
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Time is theTime is theScarcestScarcestResourceResource
And
Unless it is managed, nothingElse can be managed
- Peter F Drucker
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“ Yesterday’ is a cancelled cheque, ‘tomorrow’ is a promissory note
‘today’ is ready cash
Use it ”
(Anon)
Famous Sayings on TimeFamous Sayings on Time
1. Time is money.1. Time is money.
2. Time & tide wait for no man.2. Time & tide wait for no man.
3. He that will not apply new remedies must expect new 3. He that will not apply new remedies must expect new evils; for time is the greatest innovator.evils; for time is the greatest innovator.
4. To choose time is to save time.4. To choose time is to save time.
5. The grand instructor, time.5. The grand instructor, time.
6. Time will teach more than all our thoughts.6. Time will teach more than all our thoughts.
7. Know the value of time, snatch, seize, & enjoy every 7. Know the value of time, snatch, seize, & enjoy every moment of it. No idleness, no laziness; no moment of it. No idleness, no laziness; no procrastination; never put off till tomorrow what you procrastination; never put off till tomorrow what you can do today.can do today.
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Break- Up Of A 70 Years LifeBreak- Up Of A 70 Years LifeSpan According To Major ActivitiesSpan According To Major Activities
SleepSleep
Study & EducationStudy & Education
Recreation, Hobbies & HolidaysRecreation, Hobbies & Holidays
Rest/IllnessRest/IllnessTravelling/CommutingTravelling/Commuting
EatingEating
Transition TimeTransition TimeSub -TotalResidual Time Available For Effective Residual Time Available For Effective Work, Achievement & Whatever Work, Achievement & Whatever Else One Considers ImportantElse One Considers Important
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Break- Up Of A 70 Years LifeBreak- Up Of A 70 Years LifeSpan According To Major ActivitiesSpan According To Major Activities
SleepSleep 2525
Study & EducationStudy & Education 88
Recreation, Hobbies & HolidaysRecreation, Hobbies & Holidays 7
Rest/IllnessRest/Illness 66Travelling/CommutingTravelling/Commuting 55
EatingEating 4
Transition TimeTransition Time 3Sub -Total 58Residual Time Available For Effective Work, Residual Time Available For Effective Work, Achievement & Whatever Else One Considers Achievement & Whatever Else One Considers ImportantImportant
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‘‘ ‘‘ Lord, there’s never enoughLord, there’s never enough
time for everything. Help me time for everything. Help me
to do to do a little lessa little less, , a little a little
betterbetter’’.’’.
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Time ManagementTime Management
A misnomer – we cannot manage
time, we can, however, manage
ourselves so as to use available time
in a manner which satisfies all our
expectations
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COMMON SENSE….COMMON SENSE…. Eliminate wastage Be prepared for meetings Refuse excessive workloads Monitor project progress Allocate resource (time) appropriate to a
task's importance Ensure that long term projects are not
neglected Plan each day efficiently Plan each week effectively
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TIME MGT MATRIXTIME MGT MATRIX
URGENT: REQUIRING IMMEDIATE
ATTENTION- RELATED TO TIME.
IMPORTANT: RELATED TO
RESULTS – NOT LINKED TO TIME
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Q3
TIME MGT MATRIXTIME MGT MATRIX
URGENT
CRISES
PRESSING PROBLEMS
DEADLINE TASKS
NOT URGENT
PREVENTION
PLANNING
RECREATION
SOME MAIL
INTERRUPTIONS
SOME MEETINGS
PRESSING MATTERS
TRIVIA
SOME MAIL
SOME CALLS
SOME ACTIVITIES
IMPIMP
NOTNOTIMPIMP
REACT
HEART OF EFF TMFIND TIME!
EXPECTATIONS OF OTHERS
Q1 Q2
Q4Q3
Stephen Covey
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Misconceptions• I work better under pressure
• Too serious – takes the fun out of life
• Takes away your freedom – Discipline
• Time Management requires lot of work & I don’t have time !
We cannot control how much time we have.We can only control how we use it.
We cannot choose WHETHER to spend it, butONLY HOW.
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Realities of Time Management
• You can’t do it all
• Hurrying is not the answer
• Longer hours is not the answer
• Time is valuable
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Time WastersTime Wasters
Personal
Manegerial
Organisational
Environmental
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Personal Time WastersPersonal Time Wasters
Excessive TensionExcessive Tension
EmotionsEmotions
IndecisionIndecision
InsecurityInsecurity
PerfectionismPerfectionism
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Lack Of PlanningLack Of Planning
Lack Of PrioritiesLack Of Priorities
Unclear ObjectivesUnclear Objectives
Failure To DelegateFailure To Delegate
Over Concern With Operating DetailsOver Concern With Operating Details
Over Management Of SubordinatesOver Management Of Subordinates
Managerial Time WastersManagerial Time Wasters
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Lack Of SystemLack Of System
Over StaffingOver Staffing
MalorganisationMalorganisation
Malfunction In InformationMalfunction In Information
Organisational Time WastersOrganisational Time Wasters
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InterruptionsInterruptions
Social MythsSocial Myths
Change Of Events/PrioritiesChange Of Events/Priorities
Environmental Time WastersEnvironmental Time Wasters
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Time ThievesTime Thieves Telephone ConversationsTelephone Conversations Lack Of InformationLack Of Information Wrong InformationWrong Information Too Much InformationToo Much Information Too Much TalkingToo Much Talking Poor ListeningPoor Listening Unwillingness to CommunicateUnwillingness to Communicate Jumping to ConclusionsJumping to Conclusions Lack of SupportLack of Support Lack of Timely Decision MakingLack of Timely Decision Making Failure to Identify JobFailure to Identify Job Lack of PlanningLack of Planning Lack of DelegationLack of Delegation
(....... (.......
Contd)Contd)
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Time ThievesTime Thieves Unrealistic Expectations Lack of Resources Overlapping Responsibility Can’t Say No Reverse Delegation Failure To Set Priorities Lack of Feedback Some Meetings Lack of Agenda Failure To Follow Agenda Fatigue
(....... Contd)
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TIME THIEVES (Contd)TIME THIEVES (Contd)
Low MotivationLow Motivation Chain Of Command Chain Of Command Junk MailJunk Mail PostponementPostponement Fear of Failure Fear of Failure OthersOthers
• May Be You !!!
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Organise YourselfOrganise Yourself• PlanPlan• ConcentrateConcentrate• Take breaksTake breaks• Avoid clutterAvoid clutter• Don’t be a perfectionistDon’t be a perfectionist• Don’t be afraid to say noDon’t be afraid to say no• Don’t procrastinateDon’t procrastinate• Apply radical surgeryApply radical surgery• DelegateDelegate• Don’t be A workaholicDon’t be A workaholic
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Timemanagement ismostly about
changinghabits –
Habits relatedTo time
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HABIT
A CONSTANT, OFTEN UNCONSCIOUS INCLINATION TO PERFORM SOME ACT, ACQUIRED THROUGH ITS FREQUENT REPETITION. A HABIT IS AN ESTABLISHED TREND OF THE MIND OR CHARACTER.
ANYTHING WEREPEAT CAN
BECOME A HABIT
STRANDSTRAND
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Habits are powerful factors in
our lives. Because they are
consistent, often unconscious
patterns, they constantly,
daily, express our character
and produce our effectiveness
or ineffectiveness
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Write down the habit you want to change
write your goal in finished form
make your results measurable
list all the problems you create with your habit
to build motivation for changing, list all the benefits of breaking the habit
exaggerate the results – do this for three weeks until you have established the new pattern
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Get in the habit of writing a to-do list every day
Be realistic & aware of limitations of your time
Don’t over schedule
Allow a time cushion
Review your list every morning
Add more items as you do them
Before doing each item, ask “why me?” – Delegate when possible
To Do List
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TIME LOGTIME LOG
TIME ACTIVITY INTERRUPTIONS ANALYSIS
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Chronically disorganised people are a serious liability to their
organisation
Self-discipline is the key
SELF DISCIPLINE IS A HABIT AND LACK OF IT IS A HABIT
TOO!
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Come out of this attitude !
DIN – DO IT NOW
Never do to-day what youCan postpone to tomorrow !
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• Make a conscious effort to develop a DIN attitude
• Set deadlines for yourself
• Set deadline for starting• Commit deadline to some one
• Develop a clear mental image (Positive) of finishing the work, and of how you will feel when everything is done
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• Single most powerful strategy
• Double benefit: you & staff
• General rule: Never perform a task that someone else can effectively do
• Remember the 3 concepts - Responsibility - Authority - Accountability
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• Have lower expectations initially
• Accept less than perfection
• Train your staff
• Give feedback, positive & negative
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Ten Steps Towards Better Time Management
Develop A Personal Sense Of Time Identify Long-term Goals Make Middle -Term Plans Plan The Day Make Best Use Of Your Best Time Organise Office Work Manage Meetings Delegate Effectively Make Use Of Committed Time Manage Your Health
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TAKE TIMETAKE TIMETAKE TIME TO TAKE TIME TO THINKTHINK- IT IS THE SOURCE OF POWER.- IT IS THE SOURCE OF POWER.
TAKE TIME TO TAKE TIME TO READREAD – IT IS THE FOUNDATION OF WISDOM. – IT IS THE FOUNDATION OF WISDOM.
TAKE TIME TO TAKE TIME TO PLAYPLAY- IT IS THE SECRET OF STAYING - IT IS THE SECRET OF STAYING
YOUNG.YOUNG.
TAKE TIME TO TAKE TIME TO BE QUIETBE QUIET – IT IS THE OPPORTUNITY TO SEEK – IT IS THE OPPORTUNITY TO SEEK
GOD.GOD.
TAKE TIME TO TAKE TIME TO LOVELOVE AND BE LOVED; IT IS GOD’S GREATEST AND BE LOVED; IT IS GOD’S GREATEST
GIFT.GIFT.
TAKE TIME TO TAKE TIME TO LAUGHLAUGH – IT IS THE MUSIC OF THE SOUL. – IT IS THE MUSIC OF THE SOUL.
TAKE TIME TO TAKE TIME TO WORK WORK – IT IS THE PRICE OF SUCCESS.– IT IS THE PRICE OF SUCCESS.
TAKE TIME TO TAKE TIME TO PRAYPRAY – IT IS GOD’S GREATEST POWER ON – IT IS GOD’S GREATEST POWER ON
EARTH.EARTH.
“THERE IS TIME FOR EVERYTHING”“THERE IS TIME FOR EVERYTHING”
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“If you want to enjoy one of the greatest luxuries in life, the luxury of having enough time, time to rest, time to think things through, time to get things done and know you have done them to the best of your ability, remember there is only one way. Take enough time to think and plan things in the order of their importance. Your life will take on a new zest, you will add years to your life, and more life to your years. Let all your things have their places. Let each part of your business have its time.”
Benjamin Franklin
THOSE WHO MAKE
THE WORST USE OF THEIR
TIME
ARE THE FIRST TO COMPLAIN
OF ITS
BREVITY
-LA BRUYERE-LA BRUYERE