10/31/2015

Time Management
• What is Time ?
• 365 and 6 hours in a year
• 12 months in a year
• 4 weeks in a month
Time Management • 7 days in a week
• 24 Hours in a day
BY: Magnifico Training and Consulting • 60 minutes in an hour
• 60 seconds in a minutes

Time is our most precious resource

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Time Management Time Management

• We have very little time • And we do not want
We are running out of for work but have lot of time to run faster than
time……… time for activities other us……..
than work……….

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Time Management Common Problem

• How do you spend your time each day? • I am very busy. The second crisis comes in before the
first has finished
Busy
So- So • I don’t feel I have achieved anything this year
Free • I don’t have control on my life. Things pile one on
Routine top of the other
Something extra/ different • I wish I have more than 24 hours per day so that I
A lot can get more things done
Very busy • The system overloads me with work. There is no
time to breathe

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If you won’t plan…. Time Management

• What if you are not spending time as per your • Time is money , know how to spend
planning or your wish? • If you have more/ extra time it means you are
• You will get stressed not using time but wasting it
• You will loose energy • If you have less time then you will try to use as
• You will loose TIME much as possible
• You will loose interest • You can preserve money but not the time
• You will loose discipline
• There is no bank in the world where you can
• Etc.
park your extra time
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Time Management
Time management : What is it?
• Now understand how can we plan our time
• Doing the Right things and not setting Things right
• If we can plan our money then why not time
• In control of Life, not driven by circumstances
• Remember how you plan your money
• Enjoying JOURNEY of life: every day of it, not waiting for a
• Same way you will have to plan your time perfect day in future

• Having right balance in wheel of life

Benefits of time management

Benefits of time management

• Efficient
• Successful
• Healthy

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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

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Managing your Time

• Things to do list

• Identify Priority

• Making it happen

• Evaluate deviations

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Creating TO DO Lists Working with TO DO Lists

• Your daily list of tasks
• Tasks that take you towards your goals
• Create the list before you start the day
• One Sheet a Day
• Tasks with defined importance:
• 15 minutes of investment will help you everyday
– Q1: important and urgent: deadlines, fire fighting • End of day: Review Status
– Q2: important and not urgent: Planning, Holidays
• Status: C – Completed, T – Transferred, A –
– Q3: urgent and not important: Interruptions, meetings
Abandoned, I – In progress
– Q4: not important and not urgent: junk mail , time wasters

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Obstacles to effective time management Obstacles to effective time management

Unclear objectives Interruptions

More interruptions
Disorganization

Inability to say “no” Periods of inactivity

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Obstacles to effective time management

What can we do?

Too many things at once

Stress and fatigue

Recognize that obstacles exist
Identify them
All work and no play
Employ strategies to overcome
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Set goals
Prioritize
• Specific
• Do
• Measurable
• Delegate
• Achievable
• Delay
• Realistic
• Delete
• Time-based

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Prioritizing- Scheduling Prioritize

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 1. Address the urgent
• Subsequently schedule the day or the time 2. Accomplish what you can early
• Keep some buffers 3. Attach deadlines to things you delay
• Be flexible to change but don’t change on small
reasons
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Interruptions Procrastination
“… if we wait for the moment when everything,
• Intrusive interruptions: phone call, personal conversations absolutely everything is ready,
we shall never begin.”
• Non-intrusive interruptions: e-mail
• Have a no-interruption periods: • Understand what and why of your procrastination
tendency
– Closed door policy • Remember last time what was the gain to do it in time
– Phone off the hook • Create micro action plan
• Understand how much time it takes to do a task
– Use non-intrusive interruptions • Do not be a last minute decision taker
– Prioritize and don’t be reactive • Gather information for a task in advance.

Meetings- Paperwork Delegation- Teamwork

• Be bold to request absence from the meetings that

are not useful to you
• Have faith that the other person can do it

• Give feedback & suggestions to improve • Convey expectations, rules & processes

effectiveness • Observe in the beginning. Correct & encourage

• Pre-circulate agenda if you are in charge • Be keen to help some one & spread

• Don’t accept shoddy preparation for too long interdependence

• Worth spending time to create filing system- soft & • Be sure that you are not the weak link of the chain

hard

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Processes & Effectiveness Organize

• 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

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Learn when to say “NO” Use your waiting time

• You can’t do everything

• On public transportation
• Don’t undertake things
you can’t complete • At the doctor’s office
• Remain consistent to • Waiting for your plane
your goals • On hold
• When you are early

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Use your waiting time Concentrate on the task at hand

Correspondence
• Focus on your goal
Letters or memos • Tune out interruptions

Books or tapes

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Celebrate your success

Consider your personal prime time

• Morning?
• Evening?
• Late night?

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Review
• Set goals
• Prioritize
• Organize
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success

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The Big Rocks of Life

THANKS FOR YOUR

PATIENCE

From : Magnifico Training and Consulting

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