Transcript TIME MANAGEMENT

TIME MANAGEMENT
ORGANIZE YOURSELF
• Establish personally meaningful goals
• Deal with 6 enemies of peace
– Avarice, envy, excessive ambition, anger, guilt, pride
• Control self doubt
• Control ‘worry’
• Bring the ‘rainbow’ to your job
= The ‘glow’, the ‘joy’, the ‘excitement’ to do a job well
 Give everything you have got
 Give it one more try
 Own up as your job
 Tackle little jobs as if they were big ones
 Create your own style
ORGANIZE YOUR TIME
• How to get more work done:
 Get started
 Choose a pace setter
 Concentrate
 Manage your time – set deadlines, persist, use discretionary
time
 Leave it and come back to it
 Filter out the irrelevant
 Avoid clutter
 Find your own work rhythm
 Don’t be afraid to say “NO”
 Finish the job
ANNE CAMPBELL :
ON HER DAUGHTER
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You are the trip I did not take
You are the pearls I did not buy
You are my blue Italian lake
You are my piece of foreign sky
LIFE
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Sleep ( 8 hrs)
Daily routine (1 hr)
Meals (2-1/4 hrs)
Travel (3 hrs)
Work (7 hrs)
Miscellaneous (1 hr)
Personal discretion (17%)
Global average life span = 65 yrs
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22 yrs
2.5 yrs
5.5 yrs
6 yrs
15 yrs
2.5 yrs
11 yrs
----65 yrs
TIME IS PRECIOUS
• Value of one year? Ask a student who has failed the exam
• Value of one month? Ask a mother who has given birth to a
premature baby
• Value of one day? Ask a daily wage laborer who has not earned
for the day
• Value of one hour? Ask an examinee
• Value of one minute? Ask a person who has missed the train
• Value of one second? Ask a man who survived an accident
• Value of one millisecond? Ask an athlete who has missed Gold
Medal in Olympics
DEBASHIS PALIT (MTPL)
THE TOP TIME
WASTERS
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A survey of 40 sales representatives and
60 engineering managers in 14 countries
Telephone interruptions
Drop in visitors
Meetings (scheduled and unscheduled)
Crises
Lack of objectives, priorities and deadlines
Cluttered desk and personal disorganisation
THE TOP TIME
WASTERS (contd…)
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Ineffective delegation and involvement in routine
and detail
Attempting too much at once and estimating time
unrealistically
Lack of, or unclear, communication or instruction
Inadequate, inaccurate or delayed information
Indecision and procrastination
Confused responsibility and authority
Leaving tasks unfinished
Lack of self-discipline
MAJOR OFFICE
ACTIVITIES – Correspondence
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2.
Specific time for dictating
Clear instruction – steno, file no., copies,
endorsement
3. Think through it (use margin points)
4. Draft
5. Prioritize
6. Train assistant – routine letters
7. Reply on letter itself
8. E-mail
9. Hand written
10. Filing – filing system
MAJOR OFFICE
ACTIVITIES – Telephone
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Pad/pen – telephone
Identify yourself
Regular call hours
Inform people on your availability – time
Speak briefly – by points
Use STD at easy hours
Block calls – for special meetings,
counseling sessions, sensitive discussions
MAJOR OFFICE
ACTIVITIES – Visitors
1. Intelligent receptionist / secy. / steno –
check out
2. Separate space – go out – greet – take care
3. Discourage those without work –
reschedule
4. Introduce two N/S – visitors
5. Keep papers ready
6. Is there anything else? Stand up
7. Tea – essential
8. Meet outside for important discussions
MAJOR OFFICE ACTIVITIES
Conference/professional meetings
Go only if
• Protocol
• PR
• Contacts
• Knowledge
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MAJOR OFFICE
ACTIVITIES – Traveling
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Only when you must
Travel kit ready / checklist
Separate folder
Pocket diary / phone nos.
Plan in advance
Techniques of packing/unpacking
Grade work – official, PR, visits to friends/relatives,
marketing
Envelopes – vouchers
All new contacts – Name / phone Nos. / follow up /
return letter
TIME MANAGEMENT
• Practice of time management depends
on 4 D’s
– Desire
– Decision
– Discipline
– Determination
USING DISCRETIONARY
TIME
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Clean up your work space
Clarify your objectives
Establish priorities
Get through your paper work as quickly as possible
Group similar tasks together
Break up large tasks into smaller tasks
Use tidbits of time efficiently
Recognize your productive hours
Reduce interruptions and time leaks
Avoid perfectionism
Learn to say NO
Reward yourself
In Voltaire’s “Zadig a mystery of
fate” the grand magi put to Zadig
this question
“What of all things in the world is the
largest and the shortest, the swiftest
and the slowest, the most divisible and
the most extended, the most neglected
and the most regretted, without which
nothing can be done, which devours all
that is little and enlivens all that is
great.”
THIS IS ZADIG’S
ANSWER
TIME
• Nothing is larger, since it is the measure of eternity. Nothing is
shorter, since it is insufficient for the accomplishment of your
projects.
• Nothing is more slow to him that expects, nothing more rapid to
him that enjoys.
• In greatness it extends to infinity, in smallness it is infinitely
divisible
• All men neglect it, all regret the loss of it. Nothing can be done
without it.
• It consigns to oblivion, whatever is unworthy of being
transmitted to posterity, and it immortalizes such actions that are
great.
• TIME IS MAN’S MOST PRECIOUS ASSET
SOME QUOTES
• “Nothing really belongs to us but time, which even he
has who has nothing else.” (Baltasar Gracian)
• “Time wasted is existence used in life.”
(Edward Young)
• “It is not possible to hold the day, it is possible not to
lose it.” (Sundial, 1695)
• He slept beneath the moon
He basked beneath the sun
He lived – a life of going-to-do
And died with nothing done
A ZEST FOR LIVING
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 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
TIME MANAGEMENT
MATRIX
URGENT
IMPORTANT
* Crises
NOT IMPORTANT
I
III
* Interruptions, some
calls
* Small mail, some
reports
* Some meetings
* Popular activities
* Pressing Problems
* Deadline driven
projects
NOT URGENT
II
* Prevention
* Relationship building
* Recognizing new
opportunities
* Train subordinates
* Planning
* Self development acitivites
* Recreation
IV
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Trivia
Some mail
Some phone calls
Time wasters
Pleasant activities
Let us remember the Important but Nor Urgent
matters which often become casualities
Stephen Covey
CHAIRING A MEETING –
AIM
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Start on time
Outline purpose clearly
State problem, situation, reason
Define constraints and limitations
Establish task(s) of meeting
CHAIRING A MEETING –
GUIDE
• Ensure effective discussion
• Introduce topic(s) for discussion
• Draw out opinions, viewpoints and
experiences
• Develop group interest and involvement
• Keep discussion within states task(s)
CHAIRING A MEETING –
CRYSTALLIZE
• Establish conclusions
• Recognize degrees of feelings and
changes of opinions
• Summarize points of agreement /
disagreements
• State intermediate conclusions as they
are reached
• Check understanding and acceptance
CHAIRING A MEETING –
ACT
• Gain acceptance and commitment
• Summarize and state conclusions
clearly
• Gain commitment to action plan
• State responsibility for action /
timeframe
• Make sure that everybody understands
• End on time
EFFECTIVE MEETING
CONTRIBUTIONS
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Be prepared
Keep your contributions short
Avoid interrupting and being interrupted
Keep non-verbal behavior assertive
Time your contribution
Changing your mind
Falling or not with majority (apparent)
Helping the meeting to improve its
effectiveness
THE COST OF A
MEETING … 1
• Managers spend much time in meetings of all
kinds. Consequently meetings are expensive
• The next chart gives a ‘cost idea’ based on
– A working day of 238 days
– A working day of 7 hours (overheads left out)
– 20 participants
THE COST OF A
MEETING … 2
Salary/annu
m (Rs.)
5 minutes.
15 minutes.
1 hour
1 day
80 lacs
400
1200
4800
33600
70 lacs
350
1050
4200
29400
60 lacs
300
900
3600
25200
50 lacs
250
750
3000
21000
40 lacs
200
600
2400
16800
30 lacs
150
450
1800
12600
THE COST OF A
MEETING … 3
If so costly time wasting is at
meetings, at various levels, should we
not ask before every such meeting –
IS THIS MEETING REALLY
NECESSARY ??
KINDS OF TIME
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Biological time
Family time
Work time
Personal time (Hobbies, recreation, selfdevelopment, reflection, meditation,
etc.)
• Travel time
• Miscellaneous time (Get ready)
EFFECTIVE TIME
MANAGEMENT
• To make lists of things to be done – a new one daily
• To use ‘quiet hour / prime time’ – long periods of continuous time
for thinking, planning, and doing major tasks (Pareto’s principle
– 80% of real productive creative work is done in 20% of our
time)
• To group together similar / related tasks to save starting and
stopping time
• To set goals – long term & short term and set dead lines for
every goal
• Set priorities on a daily basis, rank tasks in order of priority &
importance
• Control interruptions during critical periods by accepting no
visitors / phone calls
TIME …1
• An unique – precious – irreplaceable –
irreversible – nonrenewable
• A dimension (like space) in which change
happens
• Every one has same allocation (24 hours) but
uses differently
• Time is a personal experience – varying with
age/situation – is relative
• It cannot be saved – but can only be spend
wisely
TIME …2
• What can we do it – is our personal choice
• Unless time is managed, nothing else can be
managed (Drucker)
• Time is the stuff of which life is made
• Practice of time management is a HABIT
which can be learned – it means CHANGING
HABITS
• Time management is self management
• Most time management ideas are common
sense but not common practice
TIME …3
• It means
– Working smarter not harder
– Being effective – doing right things
– Being efficient – doing things right
• Time is money
• Time can be maximized – ‘quality’ of it
• Time can be wasted – costing productivity, frustration,
stress, & anxiety
• Get more out of life both at work & private life – we
need simply need to:
– Decide clearly on what areas we need to spend time on
– Make sure we spend time/energy on these things only
DO
TO FOLLOW
PRINCIPLE
DELEGATE
DELAY
DUMP
• To organize the paper work requiring
– Action
– To be read & passed on or filed
– To be thrown out
• To avoid procrastination, do unpleasant, distasteful or dreaded
tasks first
• To move fast on reversible decisions and slower on those
irrevocable
• Reserve / prepare mentally for – an amount of time for
unanticipated crisis
• Danger
• Opportunity
• To audit the utilization
3 SECRETS OF TIME
MANAGEMENT
• VALUE OF TIME
• TIME BUDGETING
• CONCENTRATION
AN AD
• An advertisement in ‘lost and found’
column of a newspaper – “Lost between sunrise and sunset
yesterday two golden hours.
Each set with sixty diamond minutes
No reward will be offered to the finder for,
They are gone for ever
CHARLES KETTERING
“MY INTEREST IS N THE FUTURE,
BECAUSE I AM GOING TO SPEND
THE REST OF MY LIFE THERE”
MANAGING PAPER
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Paper clutter is “Postponed decision”
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Paper management is “Decision making”
ASK FOUR QUESTIONS – FUNDAMENTAL
1. Do I really need to keep this?
2. Where should I keep it?
3. How long should I keep it
4. How can I find it?
DECISIONS ARE PROBLEMS BECAUSE OF:
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LACK OF INFORMATION
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FEAR OF FAILURE
5 BASIC REASONS FOR
WRITING A LETTER
• To inform – tell someone about something
• To instruct – get someone to do something
• To influence – persuade someone to do
something
• To interpret – reply to their communication
• To interest – get someone interested in your
product
• To enquire
• To record
THE 80-20 RULE
• This rule states that 80 percent of the
value comes from 20 percent of the
resources – the “vital few” – while the
remaining 20 percent of the value
comes from 80 percent of the resources
– “trivial many.”
EXAMPLES OF 80-20
RULE
• 80 percent of the world’s economic wealth is owned
by 20 percent of the population.
• 80 percent of an organization’s sales revenues
comes from 20 percent of its product line.
• 80 percent of sales comes from 20 percent of the
total customer base.
• 80 percent of an organization’s productivity comes
from 20 percent of its workforce.
• 80 percent of your productivity comes from 20
percent of the things you do.
CLUTTER
Clutter refers to hanging on to
unnecessary things that can
– Lead to working in a state of chaos
– Create an uncomfortable and depressing
work area
– Cause you to waste time searching for
misplaced items
– Hamper organizing efforts.
ANTICLUTTER
PRINCIPLES
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Set Limits
Analyze Use
Avoid Oversentimentalizing
Give Items with Value to Someone
Who Can Use Them
5. Handle Things Only Once
MAIL AND THE 4-D
METHOD
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Don’t open it.
Discard it.
Designate for action
Direct it
WHY DO YOU
PROCRASTINATE?
• All the excuses and rationalizations
people use for putting off high-payoff
activities generally stem from two
beliefs:
– The task is unpleasant, and you would be
happier if you avoided it.
– The task is too difficult, and you will be
unable to complete it.
ANTI PROCRASTINATION
PRINCIPLES
Principle – 1 – Just Do It! Remember this:
• Your avoidance of an important task will not
make it any easier to do when the time comes
that you can avoid it no longer.
• Avoiding the task will not make it go away.
• Avoiding the task will often cause you to feel
guilty while you’re doing something else.
• Most of the time you are better off doing the
dreaded task first.
ANTI PROCRASTINATION
PRINCIPLES
Principle – 2
Break One Major Task into Several
Minor Ones. When you think about
doing the task, don’t think of the whole
task; just think about doing one small
portion of it. There are several
advantages to this approach.
• You will be more motivated to start a
smaller project.
• Your fear of failure will diminish
• Once you start, you’ll be motivated to
continue.
• Half the fun of accomplishing a goal is
rewarding yourself once it’s completed.
SIMPLE SYSTEMS FOR
YOUR DESK
• Is it simple? An organized desk will not demand a great deal of
your time to maintain.
• Are items placed in the location closest to where they will be
used?
• Do you keep the most-used items in the easiest-to-get-at
locations?
• Do you group materials or equipment needed to complete
common tasks all in one place?
• Where appropriate, do you use alphabetizing, color-coding, or
numbering systems to set up a simple system.
• Have you and your fellow workers shared information among
yourselves about the simple systems that each of you is using?