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