Time management.

PROPRIETARY & CONFIDENTIAL

TimeTime ManagementManagement

Learning how to better manage your busy schedule, prioritize your work, and still

have time for fun!

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PROPRIETARY & CONFIDENTIAL 2

As we all know that TimeTime & TideTide wait for no one. We should understand the importance of time and learn the art of Time Management.

In Modern age, we have to carry out or perform many important activities in available time.

“We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever.”

Hence, it becomes very necessary to Manage your time wisely. And the art or techniques to manage time effectively is known :-

as

“ TimeTime ManagementManagement”.


We need to stop wishing for more time & start learning how to make effective utilization of available time.

ExampleExample:- All the great & successful persons have the same time as we get.

TIMETIME ISIS LIMITEDLIMITED

Those who make the best use of the time do not complain of its

shortness.

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TheThe UsualUsual TimeTime WastersWasters --- SELF --- SELF• Lack of discipline – You lack self-discipline because you don't

clearly understand what's important. People who lack discipline tend to be not in control of themselves, their time & even other people. People have goals or habits they want to achieve, but lack that discipline needed to stick with it.

• Indecisiveness – Obtain critical information in available time

Make a decision and go for it.• Personal Disorganization- It doesn’t take much “neglect” for

your workspace to fill up with things that eat at your productivity . “The average desk worker has 36 hours worth of work on their desk and wastes up to 3 hours a week just “looking” for STUFF!”

• Procrastination - Procrastination is generally triggered off by the fear of failure / success, perfectionism, wanting to do it all or incorrect priorities. But some people become so anxious about getting a job done perfectly that they never complete it.

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TheThe UsualUsual TimeTime WastersWasters --- SELF Cont.. --- SELF Cont..

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• Inability to say “NO” - Learn to say no nicely & in a polite manner. Don’t be rude.

• Poor Delegation Skills – Delegation is not dumping . Signs of poor delegations are team is confused / conflicting / tense, get questions about delegated tasks too often , late working, some employees are much busier than others, competent employees feel frustrated and bored, Employees are unsure of their authority and responsibility,Manager does not meet the deadline

• Day Dreaming

• Worry


TimeTime WastersWasters - - CausedCaused by by OthersOthers

• Telephone Interruptions -To get results and relief you must control the telephone. Use your support person to buffer you.

• Drop-In Visitors -Don't meet unknown visitors who don't have an appointment.

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TimeTime WastersWasters - - CausedCaused by by OthersOthers

• Unscheduled Meetings - If a meeting is held without a specific agenda and nothing productive comes out of it, clearly that meeting was unnecessary. Obviously, such meetings are thieves as the time is wasted and things just do not get started

• Poor Communications -Somewhere along the line, you are going to have to tell another person how to perform a task. Your ability to give good instructions will affect the speed at which they learn. Clear directions save time.

• Confused chain of Authority


InefficiencyInefficiency - - CanCan YourYour CompanyCompany AffordAfford ItIt??

• Statistics show the average worker loses at least one hour of productivity each day due to the fact that he is not organized.

• How much is this disorganization costing the company?

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Do Do thethe MathMath

•1 hour X one workers hourly salary =Rs. ____________

•5 days a week X____ Rs lost today=Rs. lost this week.

•48 weeks X Rs. lost this week+___Rs. lost this year.

•Number of employees x __Rs. lost this year =Rs. total.

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PITPIT FALLSFALLS OFOF POORPOOR TIMETIME MANAGEMENTMANAGEMENT• Stress• Reduced Performance• Tension with others• Sickness• Constant rushing• Low productivity, energy and motivation• Frustration• Impatience• Difficulty in setting and achieving goals

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PITPIT FALLSFALLS OFOF POORPOOR TIMETIME MANAGEMENTMANAGEMENT ContCont..

• Dissatisfaction in your life• Low Performance• External locus of Control• The work Desk is cluttered with papers, files, equipment• Poor or Inadequate filing system• No follow-up system to ensure completion of work• Don’t know what to do with incoming papers• Being reactive instead of proactive to the job or task at

hand• Unable to identify between the urgent, the important

and the unnecessary

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KeyKey QuestionsQuestions to to AskAsk OneselfOneself

• Am I planning tomorrow’s work today?• Am I able to dispose of unpleasant duties

out of my way as soon as possible?• Am I able to deal firmly with people who

waste my time?• Am I able to set aside a certain portion of

my time on each day to think, create, plan?• Am I able to keep my desk and other work

place/s neat and tidy?• Am I able to find what I need without

wasting time?12


TimeTime ManagementManagement MatrixMatrix

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NOT URGENT

AND

NOT IMPORTANT

URGENT

AND

IMPORTANT

Quadrant III

URGENT

BUT

NOT IMPORTANT

Quadrant II

NOT URGENT

BUT

IMPORTANT

How do I manage time?How do I manage time?

Quadrant IV Quadrant I

Every activity we do during the day can be put in one of four quadrants:

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• Quadrant I UrgentUrgent AndAnd ImportantImportant

Activities in this Quadrant are Activities of Necessity .They must be Managed

Tasks created when we find ourselves rushed to make a deadline or to accomplish a task.

Estimated that we spend 90% of our time here. Some of these crises can be avoided if time is spent addressing the task

while it is still in a non-urgent mode, or quadrant II.

Examples: a crying baby cramming for tomorrow's examination, finishing a report due today, Medical emergencies. Last minute preparations for scheduled activities Deadline-driven projects/ Urgent meetings

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• Quadrant II NotNot UrgentUrgent ButBut ImportantImportant

Activities in this Quadrant are Activities that will bring Control to your life. This should be your FOCUS

Acting on tasks in the second quadrant means focusing on goal-oriented activities.

People tend to put quadrant II activities off until they become more urgent, instead performing activities that are less important and more urgent.

Investing in this Quadrant shrinks Quadrant I

Examples:

exercise is generally considered a Q-II activity because there is no deadline by which you must exercise. However, if you neglect exercise long enough—“I'll do it when I have more time”—it may become a Q-I (urgent) activity when your health care provider tells you that you will face major health problems if you don’t start exercising regularly.

True recreation/relaxation quality time with family counseling starting to study for the final examination on the first day of class.

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• Quadrant III UrgentUrgent ButBut NotNot ImportantImportant

Activities in this Quadrant are Activities of Deception because we get deceived into believing that these activities are important because they are urgent, even though we’ve identified these activities as not important.

Tasks created by time deadlines but have little value.

• Examples: a one day sale that ends today Continuous small interruptions interruptions while you are planning or

studying priorities of a leader that do not contribute to personal goals or the

mission of the organization, some phone calls, some projects, and meetings and drop-in visitors

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• Quadrant IV NotNot UrgentUrgent AndAnd NotNot ImportantImportant

Activities in this Quadrant are Activities of Waste. When the stress level gets high enough, some people escape from reality by doing activities that do not address or resolve the problem.

These are non-productive tasks that will not help you to reach your goals and, therefore, time is lost that could be used on activities from quadrants I or II priorities.

These activities are essentially “time wasters.”

Examples: unproductive activity worthless television shows gossiping sleeping in playing video games / fairly aimless web surfing chatting on the phone

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Techniques for effective “Time ManagementTechniques for effective “Time Management”” Keep your to – do list short. Do not go beyond 6-8 things to do. When you finish ticking each item on the list, you will have a feeling of accomplishment.

At the end of the day, organize your desk and e-mails so that you do not waste time next morning

Identify time wasters- internet, emails, forwards phone calls before planning each day Learn to prioritize. Complete most important tasks first. When you have identified and prioritized your tasks, set a time limit & stick to it. Take regular breaks to get back to focus. It gets difficult to concentrate when you are something

for too long. Keep business and family separate. When at work, concentrate on it. Delegate work There are number of tasks which are repetitive. Develop a routine around them to be more

productive Allow time between tasks to re-evaluate priorities. Be Proactive Begin with the End in Mind Think Win-Win Seek First to Understand, Then to Be Understood Synergize Sharpen the Saw

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Some Tips on Time ManagementSome Tips on Time Management

1. THE PRESENT

2. 86400

3. Tick when should I Tock?

4. Am I Working MY A’s Off?

5. Conquer Procrastination

6. Pacing

7. Planner

8. Be Realistic to your Expectations

9. Is The Jar Full?

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Never get worried of tomorrow, rather Plan it, because it is going to effect your Today.

Finally you will realize that the day went away you could have passed more blissfully.

Remember Remember :-

Yesterday is history, Tomorrow is Mystery.

But Today is a Gift so why to think!” Let’s Lift”. Time is a Non Renewable Resource

Once it is gone, it is gone You will never see thismoment again.

1.1. The PresentThe Present

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It is as equal as 24 Hrs / day * 60 Mints / Hrs* 60 Sec / Mints.

Realize an importance of every second of your life. Start Planning your every second.

Utilize Leisure Quotients (Time spent in non-productive works).

2. 2. 8640086400

(THE COUNTDOWN BEGINS)(THE COUNTDOWN BEGINS)

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Realize the Value of Time:Realize the Value of Time:

ONEONE YEARYEAR, ask a student who failed a grade.

ONEONE MONTHMONTH, ask a mother who gave birth to a premature baby.

ONEONE WEEKWEEK, ask the editor of a weekly newspaper.

ONEONE DAYDAY, ask a daily wage laborer with kids to feed.

ONEONE HOURHOUR, ask the lovers who are waiting to meet.

ONE MINUTEONE MINUTE, ask a person who missed the train.

ONEONE SECONDSECOND, ask a person who just avoided an accident.

ONEONE MILLISECONDMILLISECOND, ask the person who won a silver medal in the Olympics.

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3. 3. Tick when I should Tock?Tick when I should Tock?

Am I trying to Tick when my Body Wants to Tock?

Feel an importance of your Body. As how your body clock is reacting.

Read your Circadian rhythm.

Allow proper rest to your body as and when required.

Whether you are a “Morning Person” or a “Night Owl” is determined by these cycles.

Maximize your Efficiency

Work With Your Body Cycles-not Against Them

AsAs HealthyHealthy MindMind survivessurvives inin a HealthyHealthy BodyBody

Tick

Tock

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4. 4. Am I Working MY A’s Off?Am I Working MY A’s Off?

We can easily find people who always use to replan their schedules because they do nothave priorities in their life or they are prettyconfused about their priorities.

In any list of tasks, 80% of theimportance lies in 20% of the list.

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5. 5. ConquerConquer ProcrastinationProcrastination

It has been analyzed that we humans always plan a lot but most of the time fail to meet the same or we postpone it for next time. It results to frustration and depression. – Always plan positively and execute the same.– Appreciate yourself once after executing the Plan. To identify & set priority is the most important skill

and is known as:-

“TIME MANAGEMENT”.

Do important jobs before they become urgent because,' Procrastination’ is the thief of time.

The habit of putting off important tasks can rob you off your hours of achievements and success.

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Conquer Procrastination Conquer Procrastination Fear of Success and FailureFear of Success and Failure

We procrastinate because we fear FAILUREFAILURE.

– It is easier to accept that we failed because we didn’t even attempt a project than to fail at doing

the project.

We procrastinate because we fear SUCCESSSUCCESS.– If I get all “A’s” this semester, everyone will expect the same next

semester.– If I do an outstanding job on this project, my boss will just pile on

more work

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6. 6. PacingPacing• 555555555555555555555555555555555555

There will never be enough time to get everything done, But there will always be enough time to get the most important things done.

Always estimate your Daily Tasks and try completing them within -15% of estimated time.

Set Timer and calculate your time Consumption. It will help you reach the goal of completing the task in reduced time.

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7. PLANNER7. PLANNER

Does this sound familiar?

You urgently need to write down something important - a telephone number or details of an important meeting - so you use whatever you can lay your hands on: a piece of paper, a scrap of newspaper or the first computer text file you come across.

The future is something which everyone reaches at the rate of sixty minutes an hour, whatever he does, whoever he is.

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8. Be Realistic to your Expectations8. Be Realistic to your Expectations

A leader’s realistic expectations are those doubts and concerns about the ability of others to perform. Realistic expectations help you see personal blocks that prevent a person from solving problems or learning how to operate equipment

Examine your schedule. Be realistic about what you can accomplish. Don’t try to juggle too many things. Don’t set yourself up for failure.

"If you don't see yourself as a winner, then you cannot perform as a winner.“

"Always expect the worst, and you will never be disappointed.“

"You were born to win, but to be a winner, you must plan to win, prepare to win, and expect to win."

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9. 9. Is Your Jar Full?Is Your Jar Full? When things in your life seem almost to much to handle, when

24 hours in a day are not enough, remember the mayonnaise jar......and the beer.

+ + +

The point is this: Put the Big Rocks in First

There is always some space for your WANTS but think, do you really need it?

LEARN to distinguish between “Wants" and “Needs". 31


SUMMARYSUMMARY

• Time is one of your most valuablevaluable assetsassets.• PlanningPlanning & OrganizationOrganization are the keys to the time

management.• EliminatingEliminating timetime wasterswasters allow you to accomplish

essential tasks.• ControlControl youryour scheduleschedule instead of being controlled by

it.• Have a greatgreat planningplanning system and use it• SetSet & agreeagree prioritiespriorities to distinguish between urgent

and important tasks.• Build in some flexibilityflexibility to cope with anything

unexpected32



Categorize the listed activities in the four quadrants

Popular activities Skill improvement Hobbies Relationship building Winter repair work Deadline-driven project Time wasters Planning Prevention Last-minute financing Paying past-due bills Interruptions Recognizing new opportunities Some meetings 34

TIME MANAGEMENT EXERCISE -1 TIME MANAGEMENT EXERCISE -1


TIME MANAGEMENT EXERCISE -1 TIME MANAGEMENT EXERCISE -1


Hobbies

Time Wasters

Deadline driven projectLast minute FinancingPaying past-due bills

Popular Activities

Interruptions

Some meetings

Skill Improvement

Relationship Building

Winter Repair work

Planning

Prevention

Recognizing new opportunities

ANSWER


CONCLUSIONCONCLUSION

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L,

Lets put our time to good use from now on…..

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Date post:	19-Sep-2014
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