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Time Management:TIME MANAGEMENT! - A smart way to meaningful life

Time is our most precious asset and yet we let it slip away

Time Management:

Time Management:Objectives:To provide you an overview about Time Management. You will learn about the need for time management, how to manage time, and some tools and tips for managing time.Take Away:Understanding Time ManagementTime Management ToolsDevelop Clear Goals & ObjectivesSchedulingChallenges in Time Management

Once

After twenty-five years in the same parish, Father O Shaunessey was saying his farewells at his retirement dinner. An eminent member of the congregation - a leading politician - had been asked to make a presentation and a short speech, but was late arriving.

So the priest took it upon himself to fill the time, and stood up to the microphone:

Why Manage Time?

Why Manage Time?Understanding Time ManagementWhy Manage Time?Understanding Time Management

Why Manage Time?Understanding Time ManagementTime Management A Paradigm ShiftTime is self-consuming resource that each one of us has in equal measure. Time management is all about controlling the way we use our time. Managing time is a paradigm shift: From being busy to achieving results From spending time to utilising itWhy Manage Time?Understanding Time ManagementTime Management A Paradigm Shift

Why Manage Time?Understanding Time ManagementNeed for Time Management Reduce stress Work in focused and effective way Enhance personal effectivenessThe need for time management can be understood from the benefits it provides. It is all about utilising our time to achieve maximum results with minimum effort. We need time management in order to: Be happier! Achieve work-life balance

How to Manage Time?Time Management ToolsThe 80 / 20 PrincipleThe Urgent / Important Matrix

Time Management ToolsThe 80 / 20 Principle Typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort. Identify Critical few and the trivial many .

Time Management ToolsThe 80 / 20 PrincipleDelegateCardio rhythm.Minimize switchoverKeep a Log of Your Task ActivityTime Management ToolsThe 80 / 20 PrincipleKeep an Active To Do List for Action PlanningDevelop an Inventory ListTrim the ListOrganize

Time Management ToolsThe Urgent / Important Matrix

CrisesDeadline-driven projects Important Meetings & ReportsPressing problemsAccidents & Medical EmergenciesPreparation, Prevention, PlanningValues clarificationPersonal GrowthRelationship BuildingHealth Initiatives, Exercise & Re-creationTrivial InformationUnnecessary reportsUnimportant meetingsRandom Phone callsUnsolicited e-mails Drop-in-VisitorsUnplanned tasksIrrelevant phone calls, mail, email Escape activitiesExcessive TV, Internet, Relaxation, OversleepingProcrastination, and Day dreamingTime Management ToolsThe Urgent / Important Matrix

1Time Management ToolsThe Urgent / Important Matrix

Project / Assignment last minute deadlineSudden Personal / Professional problemFalling SickRepairing an important device / machineUnexpected EventsTime Management ToolsThe Urgent / Important Matrix

Using The Urgent / Important MatrixPriyanka is homemaker. Her day starts with sending her kids to school. She then prepares the meals for the day, does some household chores such as dusting, and then goes for a 1-hour yoga class. By afternoon her kids are back from school. Which of the following is Quadrant 1 activity in Priyankas life?Sending kids to schoolPreparing meals for the dayPerforming household choresGoing for yoga class

Time Management ToolsThe Urgent / Important Matrix

A ringing phoneUrgent meeting with someoneDrop-in-visitorsOther peoples minor issuesSomebody interrupting your work / concentration3Time Management ToolsThe Urgent / Important Matrix

3Time Management ToolsThe Urgent / Important Matrix41.5% of peopleSpent time on urgent and unimportant activities(Quadrant 1, Quadrant 3)Time Management ToolsThe Urgent / Important Matrix

Habitually watching TVRelaxing too muchSpending too much time with friendsGossiping and socializing too muchPlaying video games, surfing internet too much4Time Management ToolsThe Urgent / Important Matrix2

Time Management ToolsThe Urgent / Important Matrix

2Is often ignored by people as the sense of urgency is missingActivities that are related to building relationships, making long-term plans, and pursuing personal goalsInsists a sense of purpose, vision, and perspectiveIs the core of effective personal managementTime Management ToolsThe Urgent / Important Matrix

Time Management ToolsThe Urgent / Important Matrix

Working SmarterDevelop Clear Goals & ObjectivesTime Management is a structured method of managing time to achieve both long-term and short-term goals.

Goal The FoundationThe goal is, in a way, the means and the end for achieving success. Setting a goal can be quite challenging. Let us now look at how to set an effective goal.Working Smarter

Clear Goal Goals & Objectives - StepsSet a goalCreate a planAvoid procrastinationIdentify and acknowledge distractionsPrioritiseMonitor progressWorking Smarter

Set a GoalGoal setting is the first and most important step in time management.An effective goal helps you to determine how much and what type of effort is required to achieve it.Working SmarterSet a SMART GoalSAMRT GoalsAn effective goal should be SMART, which means it should have the following the attributes:SpecificMeasurableAction-OrientedRealisticTime-BoundA specific goal is precise, clear, unambiguous and not left open to interpretation. A measurable goal defines what will be tracked and how.An action-oriented goal is structured in terms of output and typically uses an action verb.A realistic goal is Doable and controllable. It is not easily attainable but is attainable with a stretch.A time-bound goal spells out timelines, milestones, and deadlines.Working SmarterTips for Goal SettingWhen writing a SMART goal, remember that:The goal should not contradict with any other goal that you haveIt should be something that you want and not something that sound goodYou should write down the goal statement instead of making only a mental note about itThe goal should be a positive statement and not a negative statementIt should not be too simple or easy to attainWorking Smarter

Set a SMART GoalGoal StatementWorking Smarter

Create a PlanPlanning is the second step in managing time. A plan:Turns a vision or goal in to actionGives a start to the effortHelps in allocating resources and time for each activityIs a must for achieving both short-term and long-term goalsWorking Smarter

Avoid ProcrastinationProcrastination is the tendency to delay or postpone an action or task.You can overcome procrastination by:Identifying why you are procrastinatingOvercoming the mental blocksVisualising the successful completion of the taskWorking out strategies to eliminate the reasonCommitment is the key to overcoming procrastination.Working Smarter

To manage time effectively, you must be able to:Identify distractionsEliminate distractionsTime log is a useful tool to maintain focus and reduce distractions. It is important to maintain and analyse the log regularly.Working SmarterIdentifying and Acknowledging Distractions

PrioritizePrioritising is all about assigning importance to various tasks and activities. Higher priority tasks get more time compared to lower priority tasks.Working Smarter

Monitor ProgressMonitor progress of the plan is vital to the success of the project. It gives an interim status, which helps in prioritising and reallocating the resources.Working SmarterThe Basic TenetsThe basic tenets of time management are:VisionPlanPersonal Organisation SystemsCommitmentEnergyTo achieve something, you must find a vision a larger goal. This helps minimise the shorter vision directed by your focus on the task. Narrow focus on the task may not contribute to achieving a larger goal. This is especially true for work-related goals where you are expected to see the bigger picture and align to the organisations goals. You need a plan to turn visions and goals into action. Writing things down and using some form of planning tool are keys to successful planning. Remember to review the plan and update it as required. Also, it is a good idea to plan for high payoff and low-payoff activities for high and low priorities respectively. This will help you to allocate time appropriately. Each one of us has a different way and level of organising things and systems around the activities we perform. These personal organisation systems are reflected in the way we organise our workspace, manage paperwork, connect with people, and group similar tasks. These systems contribute to the effectiveness of our time management skills. Commitment to do something on time is critical to managing time. Most of us have to a tendency to delay or procrastinate. This is the biggest roadblock in utilisation of time. If an individual can overcome procrastination, half the battle of managing time is won.It is a human tendency to be energetic at some time of the day more than other times. Everybodys energy cycle is different. While some people feel more energetic in the early hours of the day, others may have high energy levels at night. If one can identify own energy levels, it is easier to plan the day accordingly. Working Smarter

SchedulingBeing On Time Vs. Managing TimeAlways on Time

Meet Rohan Verma. A successful professional, Rohan has a track record in his office for delivering all projects assigned to him on time. He has never missed a project deadline even if that means working beyond office hours. He rarely has a pending task beyond a day.Lately, Rohan has been under stress as he hardly gets to spend time with his family as he is always busy in office. Every time a project ends, his family looks forward to his availability at home. However, every new project is the same story.

Work-life BalanceMeeting all official timelines at the expense of ones personal time, regularly, is not time managementPeople who manage time effectively balance their work and their personal lifeBeing On Time Vs. Managing TimeScheduling

The Pickle Jar Theory

Being On Time Vs. Managing TimeSchedulingWhy Manage Time?Being On Time Vs. Managing TimeTime Management A Happier Life!

Family:The majority of us tend to take our family time for granted. Mismanagement of time at the workplace often leads to family time being cut. Effective time management can help us prevent this. Work:Almost all working professional spend close to 50% of their day on work-related activities. If this time is not managed well, it may spill over into your personal time. This very often leads to work life imbalance.Health:Undoubtedly the most ignored aspect of our lives, health is the most important aspect next to family, but we take ourselves for granted when it comes to devoting time to our health. Better management if time can surely help us find the time to exercise, play, or visit the doctor for preventive checkups.Finance:This area of our lives is critical for survival, success, and sustenance. However, many of us do not end up doing the needful in this area as we simply do not find time from work and family. However, managing ones time can help find little time needed to address this aspects as well.Long Term Goals:Each one of us has some aspirations and goals, or just some things that we want to do in our lives. In the rut of everyday routine, these goals and aspirations get ignored as they never get priority in the list of things that we need to do. If we can manage our time well and prioritise these things, we will get a way to allocate resources and achieve these goals.Barriers to Time ManagementOvercoming Barriers to Time Management

Time Management, though not very difficult, runs into some barriers when we practise it. Let us learn about these barriers and how to overcome them.Telephone ConversationsE-mailsDrop-In VisitorsLack of priorities

Overcoming Barriers to Time ManagementTelephonic Interruptions

Barrier to Time ManagementTelephone ConversationsCreate a No Phone Time in your day. Keep the mobile on silent. However, do glance at the missed calls long later and return the callsInform the people around you that appreciate keeping friendly conversations for the post work time slotIn case you attend the call and realise it just a connecting call, inform the person politely that you are doing something and will call later. Remember to call backIn office, when you are doing something urgent, you can work in an area where there is no landline phone. Remember to divert your calls to a colleague who can attend to important communicationBarriers to Time Management

Overcoming Barriers to Time ManagementE-mails

Barrier to Time ManagementE-mailsIn the mail setting, set the mail preview option. This will help you identify the contents and decide if the mail needs immediate attention or if you can read and reply to it laterTurn off the new mail announcement settings. This will help as you will not get these announcement and so you can check your inbox only when requiredDo not keep the mail application open at all times, especially when you have to complete something important on your computerAlways give a relevant subject to the e-mails that you send and insist that others do the same when they send you a mailBarriers to Time Management

Overcoming Barriers to Time ManagementDrop-in Visitors

Barrier to Time ManagementFix Open Door and Time Out timings and inform people around you about theseDevelop the art of saying No, when appropriate. This will help you manage the breaks during office hoursDrop-in VisitorsBarriers to Time Management

Overcoming Barriers to Time ManagementLack of Priorities

Barrier to Time ManagementDefine your objectives and priorities with deadlines in a daily planner or To Do listEstimate effort for each activity correctlyIn case the actual time taken for an activity is more that the estimate, spend a while on re-planning instead of making mental notesDo not include too many unplanned tasks in your plannerLack of PrioritiesBarriers to Time ManagementThank You..!!