Effective

Time Management

V.V.S. Shiv Prasad

vshivprasad@gmail.com

1 of 20 © Boardworks Ltd 2004

 Deposit

– Each day your bank

deposits $ 86,400 in your
checking account.
– You have to spend it all in
one day.
– You can’t carry over any
money to the next day.

What would we do ???

We would spent it all! Right ?

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 Deposit

Time is a non renewable resource,

Once it is gone, it is gone. You will
never see this moment again.

Yesterday is history. Tomorrow is

mystery. But to day is gift.
24 X 60 X 60
86,400 Sec
If we fail to use
the days deposit,
the loss is ours.
That’s why it is
called as
PRESENT
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 Stephen Covey’s Time Management Matrix
Urgent Not Urgent

I II
. Crisis . Preparation
Important

. Deadlines . Prevention
. Planning
. Relationship
building
. Stress, Burnout . Vision,
. Firefighting Perspective,
Balance,
Discipline and
III IV Control
Not Important

. Interruptions, . Pleasant Activities

some . Time Wasters
phone calls . Television
. Some mail, some
reports
. Some meetings
. Many popular
activities
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 Time Management

Time Management is a set of skills and tools to help us more

efficiently control the events of our Lives. The following are
key factors for effective time management.

 Benchmarking
 Leadership
 Motivation
 Delegation
 Planning
 Evaluation

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 Benchmarking

Benchmarking is the process of comparing the business

processes and performance metrics including cost, cycle
time, productivity, or quality to another that is widely
considered to be an industry standard benchmark or best
practice .
INDIVIDUAL ORGANIZATION
Set your own  Set the
goals and organizational goals,
Targets. mission and vision.

Benchmarking can be effective for identifying

and adopting best practices.

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 Leadership

The capacity to establish direction and to influence & align

others towards a common goal, motivating and committing
them to action and making them responsible for their
performance.
INDIVIDUAL ORGANIZATION
Involve in the  Establish
job. leadership in all
the key areas of the
organization
When you are washing the dishes!! Simply
wash the dishes!!!

If our actions inspire others to dream more,

learn more, do more, and become more, then
WE ARE LEADERS.
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 Motivation

Motivation is a communication that leads a person to a

particular thought process an action or reaction. Motivation
can be positive or negative.
INDIVIDUAL ORGANIZATION
Reading  Job Design
motivation  Goal Setting
Quotes  Recognition
Listening  Participation
music.  Job Enrichment
Reading  Efficiency based
success incentives.
stories.
Positively motivated employees are more
productive and creative !!!
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 Delegation

Delegation is the assignment of authority and responsibility to

another person to carryout specific activity.

INDIVIDUAL ORGANIZATION
Delegate  Identify the team
appropriate time Training
in professional Monitoring
& personal life. Action.
Balance Accountability.
Effective delegation is a great motivator. It enriches
jobs, improves performance, enhances the staff
morale, improves the productivity, organization
success & development !!!

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 Planning

Planning is the process of setting goals, developing

strategies and out linking tasks and schedules to accomplish
the goals.
INDIVIDUAL ORGANIZATION
Plan each day in  Goal setting.
advance Training & change
Things to do controls
Notes and checklist Annual budgeting &
Calendar &
schedules control.
 Prioritization Technology
 Self management
Do the most difficult
first! Strategic Planning Simulates the Future !!!
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 Evaluation

Evaluation is a formal and systemic approach to analyze the

operations and categorizing them in regard to their relative
worth in a organization.
INDIVIDUAL ORGANIZATION
Daily review .  Job Evaluation
360º review
 Internal Auditing.
Corrective &
preventive
actions.
20% changes can
bring
80% results.
Evaluation determines the Efficiency !!!
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 Key notes…

Feel the Difference What can stop us!!

 Follow ship Vs Leadership
 Reactive Vs Proactive
 Efficient Vs Effective
 Hard work Vs Smart Work
 Corrective Vs Preventive
 Busy Vs Productivity
 Low Self-Esteem
 Fear of Failure
 Fear of Rejection / Criticism
 Negative Thoughts
 Negative People

Being successful doesn’t make us manage our time well.

Managing our time well makes us successful.

SMART is Simple Measures that Ascertain

Resourceful usage of Time
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 Benefits…

The benefits of time management are many and varied, but

some of the most important include greater productivity,
confidence, the ability to meet goals, the opportunity to have
fun and gain control over one’s life.

People achieve their goals with their knowledge,

skills, attitude, team work, hard work and
effective time management.

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 Realize the value of ...

ONE SECOND, ask a person who just avoided

an accident.

ONE MILLISECOND, ask the person who won a

silver medal in the Olympics

Yesterday is a cancelled cheque. Tomorrow is a

promissory note. Today is ready cash !!!

We can make money. We cannot make time.

An inch of GOLD cannot buy an inch of TIME.

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 Oh God! Give us 25 hours in a day.

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