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What is Time?What is Time?

Time is an inelastic resource

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Types Of Resources (M6I)

Men

Money

Material

Machinery

Metre (Space)

Minutes (Time)

Information

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Value of TimeValue of TimeYear - StudentMonth - MotherWeek - EditorHour - LoverMinute - TrainSecond - AccidentMillisecond…..

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Why Study Time Mgt?Why Study Time Mgt?

Self concept depends upon the

discrepancy between current self

image and concept of ideal self,

greater the diff, lower the self

esteem.

Effectiveness determines the extent

of discrepancy.

Effectiveness to a large extent,

depends upon Mgt Of Time.

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Real Purpose

• Prevent much stress• Creates balance in life – work, home, self• Increase in productivity• Progress in achieving your personal goals

What we gain from Time Management in

essence, is not more time, but a

better life

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Time is theTime is theScarcestScarcestResourceResource

And

Unless it is managed, nothingElse can be managed

- Peter F Drucker

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“ Yesterday’ is a cancelled cheque, ‘tomorrow’ is a promissory note

‘today’ is ready cash

Use it ”

(Anon)

Famous Sayings on TimeFamous Sayings on Time

1. Time is money.1. Time is money.

2. Time & tide wait for no man.2. Time & tide wait for no man.

3. He that will not apply new remedies must expect new 3. He that will not apply new remedies must expect new evils; for time is the greatest innovator.evils; for time is the greatest innovator.

4. To choose time is to save time.4. To choose time is to save time.

5. The grand instructor, time.5. The grand instructor, time.

6. Time will teach more than all our thoughts.6. Time will teach more than all our thoughts.

7. Know the value of time, snatch, seize, & enjoy every 7. Know the value of time, snatch, seize, & enjoy every moment of it. No idleness, no laziness; no moment of it. No idleness, no laziness; no procrastination; never put off till tomorrow what you procrastination; never put off till tomorrow what you can do today.can do today.

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Break- Up Of A 70 Years LifeBreak- Up Of A 70 Years LifeSpan According To Major ActivitiesSpan According To Major Activities

SleepSleep

Study & EducationStudy & Education

Recreation, Hobbies & HolidaysRecreation, Hobbies & Holidays

Rest/IllnessRest/IllnessTravelling/CommutingTravelling/Commuting

EatingEating

Transition TimeTransition TimeSub -TotalResidual Time Available For Effective Residual Time Available For Effective Work, Achievement & Whatever Work, Achievement & Whatever Else One Considers ImportantElse One Considers Important

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Break- Up Of A 70 Years LifeBreak- Up Of A 70 Years LifeSpan According To Major ActivitiesSpan According To Major Activities

SleepSleep 2525

Study & EducationStudy & Education 88

Recreation, Hobbies & HolidaysRecreation, Hobbies & Holidays 7

Rest/IllnessRest/Illness 66Travelling/CommutingTravelling/Commuting 55

EatingEating 4

Transition TimeTransition Time 3Sub -Total 58Residual Time Available For Effective Work, Residual Time Available For Effective Work, Achievement & Whatever Else One Considers Achievement & Whatever Else One Considers ImportantImportant

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‘‘ ‘‘ Lord, there’s never enoughLord, there’s never enough

time for everything. Help me time for everything. Help me

to do to do a little lessa little less, , a little a little

betterbetter’’.’’.

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Time ManagementTime Management

A misnomer – we cannot manage

time, we can, however, manage

ourselves so as to use available time

in a manner which satisfies all our

expectations

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COMMON SENSE….COMMON SENSE…. Eliminate wastage Be prepared for meetings Refuse excessive workloads Monitor project progress Allocate resource (time) appropriate to a

task's importance Ensure that long term projects are not

neglected Plan each day efficiently Plan each week effectively

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TIME MGT MATRIXTIME MGT MATRIX

URGENT: REQUIRING IMMEDIATE

ATTENTION- RELATED TO TIME.

IMPORTANT: RELATED TO

RESULTS – NOT LINKED TO TIME

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Q3

TIME MGT MATRIXTIME MGT MATRIX

URGENT

CRISES

PRESSING PROBLEMS

DEADLINE TASKS

NOT URGENT

PREVENTION

PLANNING

RECREATION

SOME MAIL

INTERRUPTIONS

SOME MEETINGS

PRESSING MATTERS

TRIVIA

SOME MAIL

SOME CALLS

SOME ACTIVITIES

IMPIMP

NOTNOTIMPIMP

REACT

HEART OF EFF TMFIND TIME!

EXPECTATIONS OF OTHERS

Q1 Q2

Q4Q3

Stephen Covey

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Misconceptions• I work better under pressure

• Too serious – takes the fun out of life

• Takes away your freedom – Discipline

• Time Management requires lot of work & I don’t have time !

We cannot control how much time we have.We can only control how we use it.

We cannot choose WHETHER to spend it, butONLY HOW.

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Realities of Time Management

• You can’t do it all

• Hurrying is not the answer

• Longer hours is not the answer

• Time is valuable

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Time WastersTime Wasters

Personal

Manegerial

Organisational

Environmental

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Personal Time WastersPersonal Time Wasters

Excessive TensionExcessive Tension

EmotionsEmotions

IndecisionIndecision

InsecurityInsecurity

PerfectionismPerfectionism

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Lack Of PlanningLack Of Planning

Lack Of PrioritiesLack Of Priorities

Unclear ObjectivesUnclear Objectives

Failure To DelegateFailure To Delegate

Over Concern With Operating DetailsOver Concern With Operating Details

Over Management Of SubordinatesOver Management Of Subordinates

Managerial Time WastersManagerial Time Wasters

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Lack Of SystemLack Of System

Over StaffingOver Staffing

MalorganisationMalorganisation

Malfunction In InformationMalfunction In Information

Organisational Time WastersOrganisational Time Wasters

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InterruptionsInterruptions

Social MythsSocial Myths

Change Of Events/PrioritiesChange Of Events/Priorities

Environmental Time WastersEnvironmental Time Wasters

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Time ThievesTime Thieves Telephone ConversationsTelephone Conversations Lack Of InformationLack Of Information Wrong InformationWrong Information Too Much InformationToo Much Information Too Much TalkingToo Much Talking Poor ListeningPoor Listening Unwillingness to CommunicateUnwillingness to Communicate Jumping to ConclusionsJumping to Conclusions Lack of SupportLack of Support Lack of Timely Decision MakingLack of Timely Decision Making Failure to Identify JobFailure to Identify Job Lack of PlanningLack of Planning Lack of DelegationLack of Delegation

(....... (.......

Contd)Contd)

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Time ThievesTime Thieves Unrealistic Expectations Lack of Resources Overlapping Responsibility Can’t Say No Reverse Delegation Failure To Set Priorities Lack of Feedback Some Meetings Lack of Agenda Failure To Follow Agenda Fatigue

(....... Contd)

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TIME THIEVES (Contd)TIME THIEVES (Contd)

Low MotivationLow Motivation Chain Of Command Chain Of Command Junk MailJunk Mail PostponementPostponement Fear of Failure Fear of Failure OthersOthers

• May Be You !!!

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Organise YourselfOrganise Yourself• PlanPlan• ConcentrateConcentrate• Take breaksTake breaks• Avoid clutterAvoid clutter• Don’t be a perfectionistDon’t be a perfectionist• Don’t be afraid to say noDon’t be afraid to say no• Don’t procrastinateDon’t procrastinate• Apply radical surgeryApply radical surgery• DelegateDelegate• Don’t be A workaholicDon’t be A workaholic

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Timemanagement ismostly about

changinghabits –

Habits relatedTo time

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HABIT

A CONSTANT, OFTEN UNCONSCIOUS INCLINATION TO PERFORM SOME ACT, ACQUIRED THROUGH ITS FREQUENT REPETITION. A HABIT IS AN ESTABLISHED TREND OF THE MIND OR CHARACTER.

ANYTHING WEREPEAT CAN

BECOME A HABIT

STRANDSTRAND

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Habits are powerful factors in

our lives. Because they are

consistent, often unconscious

patterns, they constantly,

daily, express our character

and produce our effectiveness

or ineffectiveness

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Write down the habit you want to change

write your goal in finished form

make your results measurable

list all the problems you create with your habit

to build motivation for changing, list all the benefits of breaking the habit

exaggerate the results – do this for three weeks until you have established the new pattern

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Get in the habit of writing a to-do list every day

Be realistic & aware of limitations of your time

Don’t over schedule

Allow a time cushion

Review your list every morning

Add more items as you do them

Before doing each item, ask “why me?” – Delegate when possible

To Do List

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TIME LOGTIME LOG

TIME ACTIVITY INTERRUPTIONS ANALYSIS

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Chronically disorganised people are a serious liability to their

organisation

Self-discipline is the key

SELF DISCIPLINE IS A HABIT AND LACK OF IT IS A HABIT

TOO!

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Come out of this attitude !

DIN – DO IT NOW

Never do to-day what youCan postpone to tomorrow !

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• Make a conscious effort to develop a DIN attitude

• Set deadlines for yourself

• Set deadline for starting• Commit deadline to some one

• Develop a clear mental image (Positive) of finishing the work, and of how you will feel when everything is done

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• Single most powerful strategy

• Double benefit: you & staff

• General rule: Never perform a task that someone else can effectively do

• Remember the 3 concepts - Responsibility - Authority - Accountability

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• Have lower expectations initially

• Accept less than perfection

• Train your staff

• Give feedback, positive & negative

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Ten Steps Towards Better Time Management

Develop A Personal Sense Of Time Identify Long-term Goals Make Middle -Term Plans Plan The Day Make Best Use Of Your Best Time Organise Office Work Manage Meetings Delegate Effectively Make Use Of Committed Time Manage Your Health

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TAKE TIMETAKE TIMETAKE TIME TO TAKE TIME TO THINKTHINK- IT IS THE SOURCE OF POWER.- IT IS THE SOURCE OF POWER.

TAKE TIME TO TAKE TIME TO READREAD – IT IS THE FOUNDATION OF WISDOM. – IT IS THE FOUNDATION OF WISDOM.

TAKE TIME TO TAKE TIME TO PLAYPLAY- IT IS THE SECRET OF STAYING - IT IS THE SECRET OF STAYING

YOUNG.YOUNG.

TAKE TIME TO TAKE TIME TO BE QUIETBE QUIET – IT IS THE OPPORTUNITY TO SEEK – IT IS THE OPPORTUNITY TO SEEK

GOD.GOD.

TAKE TIME TO TAKE TIME TO LOVELOVE AND BE LOVED; IT IS GOD’S GREATEST AND BE LOVED; IT IS GOD’S GREATEST

GIFT.GIFT.

TAKE TIME TO TAKE TIME TO LAUGHLAUGH – IT IS THE MUSIC OF THE SOUL. – IT IS THE MUSIC OF THE SOUL.

TAKE TIME TO TAKE TIME TO WORK WORK – IT IS THE PRICE OF SUCCESS.– IT IS THE PRICE OF SUCCESS.

TAKE TIME TO TAKE TIME TO PRAYPRAY – IT IS GOD’S GREATEST POWER ON – IT IS GOD’S GREATEST POWER ON

EARTH.EARTH.

“THERE IS TIME FOR EVERYTHING”“THERE IS TIME FOR EVERYTHING”

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“If you want to enjoy one of the greatest luxuries in life, the luxury of having enough time, time to rest, time to think things through, time to get things done and know you have done them to the best of your ability, remember there is only one way. Take enough time to think and plan things in the order of their importance. Your life will take on a new zest, you will add years to your life, and more life to your years. Let all your things have their places. Let each part of your business have its time.”

Benjamin Franklin

THOSE WHO MAKE

THE WORST USE OF THEIR

TIME

ARE THE FIRST TO COMPLAIN

OF ITS

BREVITY

-LA BRUYERE-LA BRUYERE