Time Management

Time Management

Program Objectives Identify the value and importance of time Define and assess your time challenges Attain work-life balance and handle pressure and stress more

effectively Manage multiple demands, tasks and projects with a

proactive approach Identify goals and objectives, and prioritize your objectives Use tools and techniques to optimize your work Maximize your time and productivity working with other

people Meet more deadlines by systemizing individual tasks and

projects Handle unexpected demands with competence and confidence Understand and manage your communication options

effectively Leverage time by using technology Develop a personal action plan

Time Management

Time as an Equalizer

Time is one of life’s greatest equalizers. Everyone – no matter how rich or poor, intelligent or ignorant, accomplished or unskilled, has the same twenty-four hours a day, three sixty five days a year

Time Management

Are you a Whiner or Winner But the biggest difference between

winners and whiners is not a matter of making excuses. Neither is it an ability to work all night and go without sleep. The difference is that winners take control of their time, while whiners allow their time to be controlled by everyone and everything imaginable

Time Management

Difference between A Good and A Great Manager

The difference between a good manager and a great one is the ability to analyze the difference between activity and productivity and the difference between busy and acting busy in terms of actual contribution to organizational goals

Time Management

What is Time Management?

Time Management is about making the “EFF” words apply to you and your daily routines▪ Effective (Having a definite and desired

effect)

▪ Efficient(productive with minimum waste or effort)

▪ Effortless(seemingly without effort)

Time Management

Losing Time

Managing Time

Optimizing Time

Time Management

Losing Time The most valuable resource

available to a manager is time. It is a common complaint that “there are not enough hours in a day” yet a typical manager devotes the majority available time to low priority work. The potential to achieve more in your job and career is partly dependent upon how well you identify the prime time robbers that you face everyday

Time Management

Time Robbers can be classified into one of the

following:▪ Insufficient planning▪ Careless decisions▪ Uncontrolled conversation▪ Unfocused leading▪ Bulk paper work▪ Attitude problem▪ Trackless time

Day Dreaming Good for Planning

Losing Time – Insufficient Planning

There is an old Spanish proverb that says, “if you build no castles in the air, you build no castles anywhere”. Most of us were brought up to think that day dreaming is an unproductive use of time. But successful executives find that controlled day dreaming is an absolute must. It is called Planning. Most of your time is lost due to insufficient planning

Time Management

Losing Time – Insufficient Planning

Not prioritizing is an offspring of insufficient planning…

Without priorities, you will have trouble distinguishing between what you would like to do at the moment and what you should be doing, to meet your long-term objectives

Time Management

Losing Time – Insufficient Planning

Procrastination is an offspring of insufficient planning…

All of us have the habit of putting things on hold because other things are more important or because finances are low, or time is limited. But what we generally do not consider is that most opportunities are available only briefly

Time Management

Losing Time – Careless Decisions

Decision making is the most essential task an executive performs and also the most time consuming. Carelessly made decisions result in unwanted consequences wasting a lot of time

Time Management

Losing Time – Uncontrolled Conversation

A survey among business executives around the world concluded that the world’s most common time wasters are the uncontrolled conversations triggered by:▪ The telephone▪ Drop-in-visitors▪ Meetings

Time Robbers

Losing Time – Unfocused Leading

You can organize, motivate, direct and even do some of the work. But you can’t do all the work, and attempting to do so would be foolish and time consuming

Time Robbers

Losing Time – Attitude Problem Your attitude towards time and work are

among other prime time robbers. Most of us behave as if time was a cheap commodity. We are clock watchers or we are not committed towards work or we are more prone to reactions instead of actions while working, or think that time management takes the most important place only at the eleventh hour of a project. These attitudes infringe on our time bank

Time Robbers

Losing Time – Trackless Time

Keep track of the pennies and the pounds will take care of themselves. In the same manner, not keeping a record of how you are utilizing your time bank, amounts to being a time robber

Time Management

Managing Time How to work smarter by

segmenting your time▪ A time to plan▪ A time to decide▪ A time to converse▪ A time to lead▪ A time for paper work▪ A time for change▪ A time to take stock

Time Management

Managing Time – A Time to Plan

One of the keys to effective time management is determining in advance how you want to use segments of your time. This means planning exactly how you intend to use every minute of your time over the next several days

Planning cuts down on unproductive activity

When you don’t have a plan, making decisions about how to spend your time forces you to stop, think, figure things out, and then get started again. With a plan, your options are laid out for you; there’s no need to figure them out every time you have to make a decision

Time Management

Managing Time – A Time for Contingency Planning

No plan is perfect. Thus, you should have a contingency backup plan to tell you what to do if your original intentions don’t work out, or you may find yourself not knowing how to adjust to unforeseen circumstances

Time Management

Managing Time – A Time to Procrastinate

While procrastinating, be careful, as most opportunities are available only briefly. So delay only those tasks that have least importance

Time Management

Managing Time – A Time to Prioritize

What we do not realize is that while we can postpone some things without suffering a loss or making a sacrifice, some others we can’t. we must be able to tell which is which, and be willing to rank the importance of each

Managing Time – A Time to Decide

Spontaneous short-term decisions, conceptual long-term decisions, and perplexing managerial problems are some of the acts of decision making that every executive undertakes

To make optimum use of your decision-making time, decide wisely and smartly by weighing:▪ Problem▪ Solution▪ Consequences

Time Management

Managing Time – A Time to Converse on Telephone

The telephone, drop-in visitors, and meetings are time displacers. But we say they are time wasters only when they displace a disproportionate amount of time

Time Management

Managing Time – A Time to Converse on Telephone

The telephone has been described as “The greatest nuisance among conveniences and the greatest convenience among nuisances”

You can use people or machines to screen calls, and you can be selective in how you converse with different callers. In other words, take control of the telephone instead of letting it control you

Time Management

Managing Time – A Time to Converse with Drop-in-Visitors

Drop-in-Visitors are both a boon and bane

To make them a boon, listen attentively, and identify the reason behind the conversation, but always remember to keep it short, if you want to save time

Time Management

Managing Time – A Time to Lead Your time management strategy may be

brilliant, but it will fail if it does not include motivating the right people in the right ways

Identify your subordinate’s waste time. Idling, absenteeism, tardy attitudes result in poor output and thus waste valuable work time

Try to eliminate time wastage by setting an example yourself and thus motivating your employees

Time Management

Managing Time – A Time to Lead

Motivate your employees by giving them:▪ Work that challenges them▪ Opportunity to contribute to organizational

goals▪ Occasion for having skills and talents

recognized▪ A chance to be involved in decisions that

affect them▪ Recognition for work well done▪ Opportunity to get ahead

Managing Time – A Time to Lead

DelegateDelegation is a method of stopping the displacement flow of your executive time on non-executive concerns. It is not about getting rid of a task by giving it to a subordinate, but a method for developing your staff’s self-esteem and support

Managing Time – A Time to Do Paperwork..

Always schedule a block of your time to work on accumulated paperwork. You accomplish much more in a block of time than you can in bits and pieces of time

Time Management

There are three simple activities that will help us optimize our time bank:▪ Using an organizer

▪ Charting time norms

▪ Avoiding traps

Optimizing Time

Use organizer to record, manage and consolidate time

There are various tools available in the market to help you such as:▪ Diaries and planners▪ Wall charts▪ Digital pocket organizer

Time Management

Time Traps to Avoid

Health is wealth, and ill health is one of the biggest time wasters for executives

Executives who manage time wisely devote some time every day to keeping fit

Time Management

Optimizing Time – Time Traps to Avoid

Tension, stress, and worry are the feelings encountered when one is stretched in all directions

To fight them, learn to accept the things you cannot change and always count your blessings, not your problems. Above all suppress worry, the greatest stress builder and time stealer

Time Management

Optimizing Time – Time Traps to Avoid

A vague restless feeling of being down and disappointed is an emotional time trap most of us experience occasionally called the “blues”

Loosen up a little and it will go away

Thank you