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TIME MANAGEMENT

Time can't be managed, time is uncontrollable. We can only manage ourselves and our use of time.

The old adage reminds us that "People don't plan to fail but a lot of people do fail to plan."

Tell me now
Why you want to manage you time?

What made you not to think of this before

Why don't people manage their time?


Despite the benefits of time management, why do so many people do not use it? This is because:

they don't know about it, they are too lazy to plan, they enjoy the adrenaline buzz of meeting tight deadlines, they enjoy crisis management.

How busy are you?


There are occasions when you are busy all day long, but nothing important gets done. You might spend the day in a frenzy of activity, but achieve very little. Why does this happen? Because we are not concentrating on the right things. To succeed, we must concentrate on: 1. The results to be achieved, not on being busy. 2. Setting priorities, which is vital. Time management aims to ensure that we concentrate our effort on the high payoff tasks.

Do not live life by accident, be encouraged to live your life on purpose.


How can I find purpose in my life? You can look for these answers in many places newspaper columns, friends' advice or new-age philosophies, but have you considered looking within yourself?

Are You Sure


Your days are never wasted. You are very organized.

You clearly know where you are going and what you are going to do

If Yes

You are in the minority

The four Ds, the four rules for mastering time management are
Desire
To become efficient at Time Management

Decision
Decide to become Organized

Determination
Keep trying to master the techniques

Discipline
Be willing to pay the price

If you are willing, you can become a master of your time !

Most people would like to get more done in a day! There are common time wasters and you need to identified.

There is no mystery about managing time.


Everyone has 24 hours each day and 168 hours each week.
We must use this time to eat, sleep, work, relax, exercise, groom, attend class, and study.

It requires planning to get the most from these hours. Planning time management requires self-discipline and control until the behavioral changes becomes an everyday habit. Remember, plans and schedules for managing time are useless if one does not follow them.

Manage yourself, not time! Time management is actually selfmanagement. What do we need to manage ourselves? The ability to: plan delegate organize direct control Time Management is a common-sense skill that help us use our time in the most effective and productive way possible.

TIME / SELF MANAGEMENT


-Using Time Effectively & Efficiently -Debunking Time-Management Myths (e.g., people work "better" under pressure) -Combating Procrastination

-Identifying & Eliminating Time-Wasting Habits or Activities


-Balancing & Prioritizing Multiple Responsibilities (e.g., school, work, family) -Understanding How We Spend Our Time Reflects/Reveals Our Priorities & Values

Some of the strategies to use in managing time are:


1. Always define your objectives as clearly as possible. Without a goal or objective people tend to just drift personally and professionally. You might not be doing what you want because your goals have not been set. Develop the ability to work out what you want to achieve by writing goals which you can review often.

SIX DYNAMICS OF GOAL SETTING


Set High but Achievable Goals Be Realistic Keep Focused on the Goal Follow-Through Expect Frustration Persevere (Despite Frustration)

5 Characteristics to establishing a useful Goal


Specific:
Names, amounts, dates, qualifiers.

Verifiable:
Observable or measurable by others.

Realistic:
Achievable with reasonable efforts and costs.

Challenging:
Not to easy; achievable with some "stretch".

Self-motivating:
What's in it for me (WHIIFM).

The 3 Phases to Accomplishing Goals are


Phase I
Benefit Statements - should be descriptive in nature. They should also be written in the first person, so that they are personalized and meaningful to the person writing the statement.

The 3 Phases to Accomplishing Goals are


Phase II
Potential Obstacles / Strategies to Overcome - It is important to look at your goals from all the angles. The best way to do this is to put any potential obstacles you anticipate down in writing.

The 3 Phases to Accomplishing Goals are


Phase III
Taking Action - Begin by listing all the things you must complete before you can realize your goal. No matter how small the task, list it. When you feel that you are finished, go over your list and ensure it is complete. As you go over your list prioritize it for action.

2. Analyze your use of time


To determine if you are spending enough time on the projects you need to do: Ask yourself "What is the most important project right now?" it will help you to focus on important tasks and not on those that carry no importance towards your goals

How to analyze use of time


Make a list of your daily activity Make a list of your weekly activity Calculate time taken for each in hourly basis Multiply sum of daily activity by 6 Add up with weekly activity sum Check whether the sum is less than 50

How to analyze use of time


If the sum is less than 50
No problem

If Not, check for the following


Get a similar list from your subordinate and check for leisure hrs Delegate appropriately Limit your activity by sum of 60 hrs If job requires more than 60 hrs, put 60 hrs of job and spend rest of time towards time saving activities

3. Have a plan
Like most people, you might know what you want, but have no plan to achieve it except by hard work.

You most make lists constantly in order to stay on top of priorities and remain flexible to changing priorities.
This should be done for both personal and business goals.

Planning Tools Include Year - In - Sight Month - In - Sight Week - In - Sight Daily Plan

Year-In-Sight
Should be viewed as a changing and evolving document. As the year progresses, ther will and should be changes, additions, and deletions to the plan. Any positive or negative events encountered in the previous year should be considered and noted on the YIS plan.

Month in Sight
Month-In-Sight - Is derivative of the annual plan. It is based on your monthly mission letter. The position should be studied, analyzed, and discussed any concerns regarding the mission prior to developing this plan. It has to be completed prior to the beginning of the month. The planning process for the new new month has to start 3 to 4 days prior to the end of the current month

Week-In-Sight This is where the YIS and MIS are put in action. The majority of weekly plan should be full of Target/Achievement especially for Consultants.

Daily Plan
It is critical that a Consultant daily schedule is full of activity. Remember the two most important things normal consultant do is PROSPECT and SELLING

Scheduling Activity
Avoid scheduling systems that overload Schedule work in blocks of time Schedule similar tasks together Be in a hurry to get things done Dont get caught in the activity trap Schedule important tasks for peak times Block out time for fun and relaxation Schedule in breaks Dont underestimate the time the task will take Dont overestimate the time the task will take

Scheduling Activity
Tackle important work, not the urgent Resist unscheduled activities Drop the heavy cargo Be appointment savvy Make phone appointments Make an appointment with yourself Schedule meetings

SUGGESTIONS FOR THE DAILY PLANNER


Start with pre-scheduled activities Add regular/scheduled activities or practices

Insert 10 minutes before


Set aside 10 minutes at the end of the day Fill in planned time Fill in planned Breaks and Diversions Expect changes

Carry schedule with you

4. Action plan analysis


"I tried time management once and it doesn't work for me". You must be committed to build time management techniques into your daily routine. Setting goals and eliminating time wasters means extra time in the week to spend on those people and activities most important to you The value of a good plan is to: Identify early problems that might occur and seek out solutions Measure the progress towards your goals Be proactive

FOUR KEY QUESTIONS OF ACTION PLANS

WHAT? WHO? WHEN? HOW?

More on Questions of Action Plans


What needs to be done what are the steps what order of the steps who does each step who is responsible where? What resources - time, equipment, funding, data, intellectual resources (training)

More on Questions of Action Plans


What is already available? Risks - what can go wrong?; what prevention Links to other projects Consultation

Institutional Arrangements
Method of Evaluation

ABC of Risk Planning


Consider each risk and develop a strategy to manage that risk Avoidance strategies
The probability that the risk will arise is reduced

Backup strategies
The impact of the risk on the project or product will be reduced

Contingency plans
If the risk arises, contingency plans are ones that deal with risk

Tell a problem

Then tell your


A B C

Risk Monitoring
Assess each identified risks regularly to decide whether or not it is becoming less or more probable Also assess whether the effects of the risk have changed Each key risk should be discussed at Management Progress Meetings

Daily activities
Keep accurate record of daily activities Review daily time spent on each activity Enter daily hours totals for each activity
Productive Time Supportive Time Unproductive Time 60% 30% 10%

Time management will enable you to:


Manage priorities Increase work effectiveness and productivity Enjoy a more balanced lifestyle Feel more in control of their daily activities Reduce the stress, which results from a lack of effective time planning

Poor time management


It is often a symptom of: Over Confidence: You apply techniques that used to work with small projects. You cannot drive a motor bike like a bicycle, nor manage a supermarket-chain like a market stall. The Demands: The problems and the payoffs for increased efficiency are all larger as your responsibility grows; You must learn to apply proper techniques.

Time Waster
Something that prevents a person from accomplishing a job or achieving a goal

Common Time Wasters


Interruptions telephone, visitors, computer chatting, etc. Meetings Tasks you should have delegated Procrastination and indecision Acting with incomplete information Crisis management Unclear communication Inadequate technical knowledge Unclear objectives and priorities Lack of planning Stress and fatigue Inability to say "No" Personal disorganization

Identifying your time stealers

Identify your Time Wasters


Interruptions

How often you get interrupted in your work


Colleagues Phone calls Chatting Net surfing & Chatting

Identify your Time Wasters


Meetings
Unnecessary Meetings Meetings with no purpose only for complaining Chat break converted into meeting What needs a chat does not require a meeting

Identify your Time Wasters


Delegation
Wrong delegation
Check whether the person is involved in the job process
Taking delegation back

Carrying other people monkeys

If you feel you had delegated and found no result

You do not know how to delegate You are over delegating You are taking credit for the work delegated depriving the person who was working on that Your performance after delegation is meagre You are not supporting your line staff intimately but supporting only for serving your purpose

Delegation
You can only delegate those tasks for which you are responsible andto clearly understand WHO is responsible, it is important to look at practice acts, standards of care, job descriptions, and policy statements Along with responsibility, you must transfer authority Authority - the right to act

Work Allocation
Work allocation differs from delegation in that with work allocation there is no transfer of authority

The Delegation Process


Define the task Determine to whom to delegate Provide clear communication regarding expectations Reach mutual agreement about the task Monitor & evaluate the results Provide feedback

Describing Expectations
Communication should be clear & complete Delegating should not be done in the middle of a crisis Encourage questions Avoid distractions

Obstacles to Delegation
Lack of trust Believe others incapable Fear of liability Fear of blame for others mistakes Fear of loss of control Fear of overburdening Insecurity Inexperience (or bad) in delegation Inadequate organizational skills

Back to Time waster

Identify your Time Wasters


Procrastination and indecision
Will be discussed later

Acting with incomplete information


Waiting for information and vexed Before starting you are not aware of the fact that you are working with incomplete information You feel there is no other go

Identify your Time Wasters


Crisis management
Running behind crisis always
Find a crisis handler Otherwise DO NOT COMPLAINT Try to believe that talent also lies beyond you scope Separate slide on the topic

Unclear communication

Use vernacular language to communicate with down line people Enquire the level of understanding

Identify your Time Wasters


Inadequate technical knowledge
Organize training programme Check for understanding Avoid delegation

Unclear objectives and priorities Lack of planning


No scope

Objectives and priorities will be next session

Identify your Time Wasters


Stress and fatigue
Stress management
This will be a separate presentation and training programme

Inability to say "No"

Personal disorganization

Learn the art of saying No Do not say No to help offered Recognize the help so offered Do not confine the compliments inter persona Learn the art of Organizing Do not delegate organizing work

Crisis Management
The problem with crisis management and tight deadlines is that, While they can be fun, often they can lead to situations such as:

High levels of stress A disrupted private life Tiredness Failure of projects

What do I learn by utilizing Time Management skills?


Determine which of the things you do are most important, and which can be dropped. Accomplish all the tasks most needed in the most effective way possible. Control the distractions that waste your time and break your flow.

Increase the time in which you can work and play.


Increase your effectiveness and reduce stress.

Stress Reduction
Once you become more effective in your use of time, you can reduce stress by: Being more in control of what you do. Being productive, and secure in your daily tasks. Enjoying what you do. Giving your-self more quality time to relax and enjoy life outside work.

Daily Schedules
There is a variety of time schedules to fit our personality:

Engagement books - DIARY, Palm Computers - ORGANISER A piece of poster board tacked to a wall - POSTER 3 x 5 index cards REMEMBER ME CARD Once you decide upon the style, the next step is construction. Allow spaces for each hour, even half-hours for a busy schedule.

First, put down all of the necessities; work, meals, etc.


Then block in your time. Schedule IMPORTANT EVENT for a time when you are most alert and energized.

Review of effective scheduling and time management:


Keep a calendar and include in it all your activities (tests, projects, appointments, work, TV shows, socials) Keep weekly and daily schedules. Plan the week ahead and review your schedule daily. Keep a long-term schedule (one yr., four yrs.) and plan ahead.

Take into account your learning style when developing a study schedule. Select the times when you are most alert and the most appropriate place for you to study.
When setting up your schedule, organize tasks in order of priority. (Get the most important things done first.) Spread work out over a week period. Performing small amounts daily works better than does cramming or pulling an "all-nighter". Plan ahead your computer access needs and avoid time of heavy user traffic.

Once scheduling becomes a habit, you will discover that:

It is easier to find something to do with extra time then to find extra time to do something. It is important that you make the schedule work for you. A time schedule that is not personalized and honest is not a time schedule at all.

Procrastination= Negative Delay


When we delay or put off a task until it is unavoidable, we are procrastinating 1. Slows achievement of current goals, 2. Restricts future opportunity as time is clogged up.

You know that you are procrastinating when observe:

Paralysis by planning The planning process is

drawn out to avoid confronting the issue. Plans are argued and polished and perfected, but implementation of the plans is delayed unnecessarily.

Perfectionism - Often tasks are fussed over long after


they have been achieved. This often serves to delay tackling other problems. Often perfection simply is not required, and is not costeffective to achieve.

-2Boredom Boring jobs are very easy to delay for spurious reasons. Thats when self-discipline is very much needed.
Hostility When you are hostile to the task or to the person giving the task, there is a strong temptation to delay. The Deadline High Coming up against a tight deadline and meeting it is immensely satisfying. It can be associated with strong rushes of adrenaline. The problems with this are that you may find that: 1)You have delayed the job precisely to get the adrenaline rush, and 2) occasionally jobs may fail because they have been left too late.

Set deadlines by which goals should be achieved.

How to tackle procrastination?

How to avoid Deadline High procrastination?


Set intermediary goals which must be achieved.

Tips to avoid procrastination:


Are you putting things off because of your fear of failure? If so, Identify the fear and determine its causes. Rationally analyze your situation. Do a task analysis - If the task seems to be overwhelming,
break it down into smaller pieces, set goals for each segment and achieve them one by one until you cross the finish line.

Weigh the consequences - What if I put this off? I might not


be able to finish this before its due, then I will not get a passing grade. I might fail in this course...

Create a deadline Work with the deadline set by your professor, and create sub
deadlines along the way.

Prioritizing

Results of Living in Quadrant I (Urgent/Important)


Stress Burnout Crisis Management Always putting out fires

Results of living in Quadrant III (Urgent/Not Important)


Short-term focus Crisis Management Reputation-chameleon character See goals and plans as worthless Feel victimized, out of control Shallow or broken relationships

Results of living in Quadrants I, III and IV

Total irresponsibility Fired from jobs Dependent on others or institutions for basics

Maxwells Three Rs
What is required? Your list of priorities must always begin with what is required of you. What gives the greatest return? Spend most of your time working in your areas of greatest strength. What brings the greatest reward? The things that bring the greatest reward are the fire lighters in a leaders life.

So.. how could you use your time in the most effective way possible?
Evaluating your use of time Focusing on your priorities Planning for effective use of time Using time to work for you Creating more time Avoiding distractions

Keep in mind that: The main reason for managing time is to: provide structure to one's life and, in turn, piece of mind. Managing time is just something one does for: one's own psyche, to make one's days easier.

TIME MANAGEMENT PRINCIPLES


1.Identify "Best Time" for Working:
Everyone has high and low periods of attention and concentration. Are you a "morning person" or a "night person"? Use your power times to do hard jobs; use the down times for routines.

2.Study Difficult Jobs First:

When you are fresh, you can process information more quickly and save time as a result.

3.Use Distributed Work and Practice:

Work in shorter time blocks with short breaks between. This keeps you from getting fatigued and "wasting time." This type of work is efficient because while you are taking a break, the brain is still processing the information.

4.Make Sure the Surroundings are Conducive to Work:

This will allow you to reduce distractions which can "waste time." For E.g. If there are times in the residence halls or your apartment when you know there will be noise and commotion, use that time for mindless tasks.

TIME MANAGEMENT PRINCIPLES


5.Make Room for Entertainment and Relaxation:
Office is more than Job. You need to have a Career, yet, you need to have a balance in your life.

6.Make Sure you Have Time to Sleep and Eat Properly: Sleep is often used by so called professionals as
their time management "bank." When they need a few extra hours, they withdraw a few hours of sleep. Doing this makes the time they spend is less effective because they will need a couple hours of clock time to get an hour of productive time. This is not a good way to manage yourself in relation to time.

7.Try to Combine Activities: Use the "Twofer"

concept. If you are spending time at the client place, bring your planning notes for completion. If you are waiting in line for tickets, bring your flashcards to memorize new concepts in place.

Principles of Time Management in Nut Shell


Goal setting Time analysis Priority determination Daily planning Delegation Interruption control Evaluation

Remeber
Half our life is spent trying to find something to do with the time we have rushed through life trying to save.

Will Rogers

Sowing and Reaping


Sow an act,

Reap a habit,
Sow a habit, Reap a lifestyle, Sow a lifestyle, Reap a DESTINY

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