Time Management

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					TIME MANAGEMENT
OBJECTIVE

•   Identify the main obstacles to effective Time
    Management in your daily role.
•   Understand a range of tools, techniques and
    concepts for Time Management.
•   Use these techniques to build an effective
    Time Management process that will enhance
    your productivity and lower your stress.
Time Management is about controlling use
of Your most under - valued resource -


               Time i.e. Money

          Once gone it is lost for ever
TASK

1.   What are the reasons for poor time
     management?




2.   What are the advantages of good time
     management?
WHAT DOES BAD TIME MANAGEMENT DO TO YOU ?


   Last minute rushes
   Chaos
   Long meetings – not on time
   Panics
   Lack of planning, delegating, organizing and
    controlling
   Fallacious beliefs ( ‘I’m too smart “)
   Thinking, “ its too hard”
WHAT DOES BAD TIME MANAGEMENT DO TO YOU ?


   No goals

   No objectives

   Bad performance

   New Problems etc.

   Lack of clarity about task

   Feeling overwhelmed
ADVANTAGES OF GOOD TIME MANAGEMENT


   It saves time

   Increased effectiveness and efficiency

   Prevents stress and anxiety

   Reduces avoidance

   Leads to more balance
THESE THINGS COME INTO OUR MIND WHEN WE START OUR DAY



   Where do I start?
   How do I prioritize?
   How much time does this take?
   What tools should I use?
   What can I automate?
   How do I stay sane?
TIME WASTING CULPRITS


One of the most important skills for
  successful time management
      is that of dealing with
           time-wasters.
TASK




   What are the most common time waster,
    thieves and culprits you encounter in your
    daily routine ???
TIME WASTER CULPRITS

   Telephone Interruptions
   Inefficient Delegation
   Extended lunches or breaks
   Cluttered workplace
   Poorly run meetings
   Socializing on job
   Misfiled information
STORY


   Every morning in Africa a deer wakes up. It
    knows that it must run faster than the fastest
    lion. Otherwise it will be killed.
   Every morning in Africa the lion wakes up. It
    knows that it must run faster than the slowest
    deer. Otherwise it will starve.

   “It does not matter if you are deer or lion but
    when the sun rises it is time to run.”
MIND TEASER!!!


Think of a situation when mentioned below have stolen time

from you and how you would change this:

   Your colleagues , Your manager , Your team

   Your customers, The telephone, Meetings , Crises

   Unproductive work
PLUGGING TIME LEAKS

Time Leak #1: Socializing


   Managers indicate “socializing” as the number- one time leak is quite
    telling. It suggests that:
   Many managers view socializing as a major drain on their employees’
    productivity.
   Socializing occurs more often than it should.
   Many workers probably feel guilty about their “goof-off” moments.
TIME LEAK #2: MISPLACING THINGS


   Next to socializing, misplacing things according to the
    poll was the greatest drain on productive time.


   One estimate: about three hours per week are wasted
    trying to find “lost” things. Of course, things don’t really
    get lost: they get misplaced.
    TIME LEAK #3: FORGETTING THINGS

    50% of all you hear or read you’ll forget within one
     minute.
    If you can’t easily re-access the information you need,
     write it down—in your organizer, on a full sheet of paper
     ,on a checklist, or somewhere else you can access quickly.
    It takes much less time to make a written note than to
     search for a lost thought
    TIME LEAK #4: READING TIME


    It’s sad when we think of reading as unproductive

    Yet its been rated high among time wasters

    Reading is an essential wellspring of useful information

    And until some other technology does it better, print
     media disseminate information like no other media
    TIME LEAK #5: MEETINGS

   These be the biggest waste of time due to poor meeting control, lack of clear outcomes
    and planning
        agree objectives & the agenda
        fix time slots & stick to them
        If someone isn’t there or prepared - move on (they will learn to be prepared next time


   Lateness to meeting is just bad manners. By doing this you exhibit
        the meeting isn’t important
        you don’t mind wasting your colleagues time
        only genuinely dealing with a “Customer” should take priority
TIME LEAK #6: EMAILS

   Have you ever sent an e-mail to someone who sits close to you, would it have
    been better to speak to them?

   How much of your e-mail is

      For information only

      Requires replies

      Is junk?

   Do you have folders set up to make it easier to find

   Do you know all the useful bits you can do with “outlook”
TIME LEAK # 7 : THE TELEPHONE


 We allow telephones to rule………… They can be time stealers…….
   Consider…..If you don’t have the information to hand, call them back rather than
     look for it straight away

   If you have several calls to make, do them in a row.
FIVE MINUTES STRATEGY….

What can you accomplish in five minutes? Sometimes, important things:


        Return an e-mail.
        Make an appointment.
        Leave a voicemail message.
        Write a page of text.
        Create an agenda for a meeting.
        Research a point.
        Write a thank-you note.
        Locate a missing source.
        Ask a colleague a question you need the answer to.
        Read a short message.
        Clarify something you were unclear about.
FOR EVERY WORKING PERSON, THE FOLLOWING ARE OFTEN PITFALLS


    Forgetting Appointments

    Forgetting Deadlines

      Being Unable to meet deadlines
      Being late for meetings and Appointments
      Forgetting Names
      Forgetting Telephone Numbers
      Forgetting to take important documents ad things along
      Misplacing Objects and so on
TIME MANAGEMENT TYPES


The Fireman
   For you, every event is a crisis. You're so busy putting out fires
    that you have no time to deal with anything else - especially the
    boring, mundane things such as time management. Tasks pile up
    around you while you rush from fire to fire all day.
TIME MANAGEMENT TYPES

 The Over-Committer
    Your problem is you can't say 'No'. All anyone has to do is
     ask, and you'll chair another committee, take on another
     project, or organize yet another community event. You're so
     busy you don't even have time to write down all the things
     you do!
TIME MANAGEMENT TYPES

The Aquarian

   There is such thing as being too "laid-back" - especially when it
    starts interfering with your ability to finish tasks or bother to
    return phone calls. Getting to things when you get to them isn't
    time management; it's simple task avoidance
The Chatty Kathy

   Born to socialize, you have astounding oral communication skills
    and can't resist exercising them at every opportunity. Every
    interaction becomes a long drawn out conversation - especially
    if there's an unpleasant task dawning that you'd like to put off.
The Perfectionist

   You have a compulsion to cross all the "t's" and dot all the "i's",
    preferably with elaborate whorls and curlicues. Exactitude is
    your watchword, and you feel that no rushed job can be a good
    job. Finishing tasks to your satisfaction is such a problem you
    need more time zones, not just more time
We all know what time
 management type are we ……

Sowe need to be assertive and
 honest about our time….
BE ASSERTIVE ABOUT YOUR TIME..

 Your colleagues will react positively if you explain
 you are working to a tight deadline
 Remember it’s not what you say, it’s the way you
 say it
 Learning to say “NO” can be difficult, most of the
 stressed people you see can’t say it….
BE ASSERTIVE ABOUT YOUR TIME..

 Don’t automatically accommodate those of us that ask for
  5 mins…, offer a slot in your diary.
 Ask yourself, am I the right person to be dealing with this,
  if not redirect them to someone else.
 As a Team Manager, you may need to do something that
  needs peace and quiet. Be realistic, if you sit at your desk,
  you won’t get it done.
MANAGE YOUR MANAGER


   Have you ever been given a vague instruction to do something by

    your manager?

   If you don’t clarify what they want you to do, you may waste a lot

    of time not doing what they want, then having to redo it.

   In extreme cases present alternatives, “I can get this done, but

    which of these others takes a lower priority

             Clarify >>>>> Agree >>>>>> Prioritise
ASSERTIVENESS ROLE PLAY

Role play :

Ask for 2 volunteers. Ask one of them to play the BOSS
and the other as a subordinate, where BOSS gives
vague instructions about a task and the subordinate
tries to get clarifications to save time and give quality
work thru his assertive approach.
SPENT TIME MATRIX

   The Spent Time Matrix is an important tool that will
    help you make better your use of time

   By understanding what are the implications of being
    within any one of the quadrants you will be able
    avoid the pitfalls of inefficient use of time

   It will assist you in prioritizing your time
    SPENT TIME MATRIX
                          URGENT                  NOT URGENT
IMPORTANT




                    IMPORTANT DEADLINES        RELATIONSHIP BUILDING
                            CRSIES            PERSONAL DEVELOPMENT
                PRESSING IMPORTANT MEETINGS      EMPLOYEE TRAINING
                         EMERGENCIES            EXERSIZE AND HEALTH
                    LAST MINUTE MEETINGS      PREVENTION & PLANNING
NOT IMPORTANT




                SOME EMAILS AND PHONE CALLS           TRIVIA
                   MANY INTERRUPTIONS           SOME PHONE CALLS
                  SOME POPULAR ACTIVITIES          EXCESSIVE TV
                      SOME MEETINGS               TIME WASTERS
SPENT TIME MATRIX
Quadrant 1                                   Quadrant 2

Stress & Burnout                             Vision
Crises management                            Perspective
Fire-fighting                                Balance
Focus on the immediate                       Discipline

Quadrant 3                                   Quadrant 4

Short term focus
Crises management                            Total irresponsibility
Low value on goals                           High dependency on others for basics
Feeling of victimization / lack of control   Short career path in the organization
Shallow relationships
     12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY


1.   Never keep doing the same task for two long

2.   Try to take breaks every half an hour. Get up and walk
     or do some stretching exercises

3.   Try to alternate between two boring tasks. This will
     reduce the boredom in both tasks by 50%

4.   If you have someone else with you who is doing the
     same job, try exchanging jobs with the person
12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY


   Talk about your job to a sympathetic listener who can give you
    encouragement
   Reward yourself once you have done a job well
   If you have an uninteresting job left to do, write it down and pin it
    somewhere in your work station so that you can see it and get
    constantly reminded about it till you do it.
   Try to make your work environment more attractive by pinning up
    some motivating words or some pleasant wall posters, preferably
    something that can make you smile
12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY

    You are allowed to, try playing some soft music while you work.
    Write down a list of not-so-interesting tasks that you have
     done and pin it up. It just tells you that if you have done it
     before, then you can surely do it again.
    If possible keep a small potted plant near your work station;
     watching it grow is a wonderful source of inspiration
    Take time to relax, just sit back and close your eyes and hum a
     favorite tune for a minute or two. But do not fall asleep!
TIME MANAGEMENT TOOLS AND TECHNIQUES

1.   Use “to do” lists for planning

2.   Create a time diary to track where your time
     actually goes

3.   Become aware of your external and internal
     timewasters and avoid them

4.   Pulverize paperwork
DEALING WITH INDECISION OR DELAY

   When faced with a task - decide to deal with it according to one
of the following actions:

     Do it

     Delegate it

     Dump it

     Deadline it

     Dissect it
DELEGATION
                       •   Give a chance to learn
                       •   Train the person
                       •   To check the capability
                       •   Add variety to work
                       •   Motivate people



             •   Someone who has product knowledge, skills, shows
                 willingness, is capable, responsible,




             • Initially give simple and routine jobs
             • NO delegation of confidential work
SUMMARY
Successful Time Management is based on CONSISTENTLY applying
a few simple techniques to how we approach work and the lives we
lead.


   HAVE A GREAT PLANNING SYSTEM AND USE IT

   TAKE ON REALISTIC GOALS AND SCHEDULE ACCURATELY

   DO NOT OVER-COMMIT

   SET AND AGREE PRIORITIES TO DISTINGUISH BETWEEN
    URGENT AND IMPORTANT TASKS

   BUILD IN SOME FLEXIBILITY TO COPE WITH UNEXPECTED
   Control your documents, workspace and phone
   Don’t procrastinate – Manage Your Time Today
   Define and use periods of quality time in your
    schedule
   Learn to say No in a professional manner
   Stay away from perfectionism and aim for
    excellence
   Build in time for personal development
THANK YOU



 A journey of a thousand miles must
       begin with a single step.
              Lao-Tzu
				
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Description: Time Management Training workshop will learn to Achieve better results through effective planning and clarifying objectives , Spend more time working toward your high-value goals, Refuse unreasonable requests and Understand the needs of different personality styles and how to work with them.