Time Management

Shajes Puthanveettil
Date- 19-Nov-2009

Objective
To Help .

Enable You achieve your Life Goals.

Give you more control on your Work.
Improve your Performance.
Make your Job easier.
You effectively use your time.

Course Topics PART I

Focuses on overall development
Importance of Time
Smart Work need of the Day
Time Management Techniques

Topic 1
Importance of Time

Time !!!
Time is Limited
No one gets more / less
One who utilize it effectively wins!!

Time is a non renewable resource

Once it is gone it is gone
You will never see this moment again.

Time is Money - How much does your time

cost??

The 86400
Imagine this:
Each day your bank
deposits Rs 86,400 in your
bank account.
Theres just one catch.
You have to spend it all in
one day.
You cant carry over any
money to the next day.
What will you DO??

The 86400 Cont

24 hours per day
X
60 minutes per hour
X
60 seconds per minute
=

86,400 Seconds
Every Second Counts !!!
Spend every second in an efficient and productive way
If you fail to use the days deposits, the loss is yours.

To Realize the value of..

ONE YEAR, ask a student who failed a grade.

ONE MONTH, ask a mother who gave birth to a premature baby.
ONE WEEK, ask the editor of a weekly newspaper.
ONE DAY, ask a daily wage laborer with kids to feed.
ONE HOUR, ask the lovers who are waiting to meet.
ONE MINUTE, ask a person who missed the train.
ONE SECOND, ask a person who just avoided an accident.
ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.

The Present
Yesterday is History
Tomorrow is Mystery
But Today is a Gift
Thats Why We Call it

The Present

Topic 2
Smart Work: Need of the Day

Smart Work Why?

Rapidly changing technology changed the
traditional work environment.

We need to CHANGE our work habits and

styles to keep pace with the futureTODAY!

What would YOU do

if you had an extra 30 minutes a
day?
How can
you
make
that 30
min
extra?

30 Minutes/day

= 3 Weeks per Year

60 Minutes/day = 6 Weeks per Year

EFFECTIVENESS
Get more of the
right things done
in less time.

The key question

in personal efficiency is--

HOW DO YOU WORK?

Examine Your Work Habits

Topic 3
Time Management Techniques

Time Management Techniques

Costing your Time

Deciding work Priorities.
Activity Logs
Action Plans
Prioritized To do List
Pace Your Work.
Personal Goal Setting

Costing Your Time

How much Your Time Costs?.
Total Cost (TC) = X+Y+Z
Your CTC (X).
Taxes (Y)
Other Benefits (Z)

Total Hours = 200 X 8 = 1600

Work Days per year = 200
Work hours per day = 8

Your Time costs = TC /1600 Rs / Hour

Costing your Time Help You Prioritize Your

Tasks

Deciding Work Priorities

Doing What You Enjoy
You are more effective when you do things you love to.
But remember Every job has its unpleasant elements to it.

Concentrating on Your Strengths

Do a SWOT analysis to identify your strength & weakness
Focus on strengths and reduce the weaknesses

Understanding How to be excellent on Your Job

Focus on right things by discussing with your manager

What is the purpose of the job?

What are the measures?
What is exceptional performance ?
What are priorities and deadlines?
What resources are available?
What costs are acceptable?
How does this relate to other people?

Activity Logs
Keep an Activity Log.
Be committed and sincere.
Note down the things as you do it.

Learning From Your Log

Understand how you spend your time.
Gives you information about your energy levels

Actions based on the learning

Make positive changes
Change food habits to improve the energy levels.

Action Plan
What is Action Plan?
List of tasks to achieve an Object
Differs from To do list as it focus on a single goal

How to achieve the goal?

Perform the list of tasks in the Plan.

Prioritized To do List
The Pareto principle or 80:20 Rule says
In any list of tasks, 80% of the importance lies in 20% of the list.

Prioritized To do List Can help you work efficiently by

Doing the most important job first
Reduce the stress of large volume of unimportant tasks
Reminding you to carry out all the necessary tasks

Prioritized To do List Cont .

How to Prepare the To do List ?
Prepare the list of all tasks in your pool
Break down the large ones in to component elements
Prioritize the list from A to D (A is the highest)
Rewrite the list in Prioritized order

How to Use it ?
Start performing the tasks from the top of the list

Prioritized To do List Work shop .

How would prioritize this list of daily tasks?
Write the underlined word of the tasks
which would be on your
A List
Buy laundry detergent.
B List
Write a eight page essay for English.
C List
Prepare for a Biology quiz.
Dust the videos on the bookcase.
Review for midterm test that counts for 50% of grade.
Schedule an appointment with a Professor.
Complete a journal entry.
Email a high school friend on another campus.
Shop for a new pair of athletic shoes.
Armor-al the dashboard of the car.

Do You Have C-Fever?

A LIST
1 Midterm test that counts for 50% of grade.
2 Write a eight page essay for English.
B LIST
3 Prepare for a quiz in Biology.
4 Schedule an appointment with a Professor.
5 Complete a journal entry.
C LIST
6 Buy laundry detergent.
7 Dust the videos on the bookcase.
8 Email a high school friend on another campus.
9 Shop for a new pair of athletic shoes.
10 Armor-al the dashboard of the car.

C Fever
Have you ever noticed?
That the videos must be alphabetized before you can settle
in to review for a test.
That rumpled pile of clothes left in the corner since
Thursday night just has to get folded and put away before
you can start that English essay.

If so, you may be suffering from C Fever

Get rid of it Quickly !!!

Pacing your Work

Athletes know the
phenomenon of running with
someone ahead of them to
increase their times.
The same effect can be
achieved with work and
completing tasks.

Pacing your Work Cont

Because work expands or contracts to fit the time
allotted, make pacing work for you by doing the
following:
Estimate the time needed to complete a task.
Subtract 15% from that estimate.
Set a timer to help you reach the goal of
completing the task in reduced time.

Personal Goal Setting

Goal Setting How it helps??

Process for personal Planning

Gives you long term vision and short term motivation
Focuses your acquisition of knowledge
Helps you organize your resources
Improves the self confidence by achieving the goals
Gives you pleasure, satisfaction and a sense of
achievement

Personal Goal Setting

Goal Setting How to do it?
Find what you want to achieve in your life time.
Try to set goals in some or all of the following

Artistic
Attitude
Career
Education
Family
Financial
Physical
Pleasure
Public service

Prioritize the list till you are satisfied

How to Achieve Your Goal Plan for it !!

Set a 20 year plan of smaller Goals so as to reach your life time goal.
Set 5 year 1 year 6 month and 1 month plan of smaller goals to reach the life time
goal
Finally set a daily to do list to work towards the life time goal.

Are you in Track ? - Review the Progress

Personal Goal Setting

Goal Setting Guide Lines
State each goal as a positive statement
Be Precise
Date / Time / Amount Which is Measurable

Set Priorities
Write the Goals down
Keep operational Goals small (Progressive)
Set Performance Goals, not outcome goals
Set goals on which you have control
Base on personal performance

Set Realistic Goals

Do not set goals too low
Not too high also !!

Achieving your Goals

Enjoy the achievement
Take time in celebrating your achievement
Observe the progress towards other goals

Review the rest of the goal Plan

If you achieved the goal too easily , make your next goals
harder
If it was too tough to achieve , make the next goal a little
lighter
If you learned something that would lead to change other
goals , do so
If you identified any deficit in your skills , decide whether to
set goals to correct it

Adjust the goals to reflect your personality as you

grow

Course Topics PART II

Focuses on Work Place
How you spend Your Time
Effective Work Habits
Is Your Time Fully Occupied?
Summary

Topic 1
How You Spend Your Time ?

What do you do in a week / Work?

Time

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

06.00
07.00
08.00
09.00
10.00
11.00
12.00
13.00
14.00
15.00
16.00
17.00
18.00
19.00
20.00
21.00
22.00
23.00

Which Quadrant these belongs to ??

Sunday

What do you during Ofce ?

Time

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

09.00
10.00
11.00
12.00
13.00
14.00
15.00
16.00
17.00
18.00

Which Quadrant these belongs to ??

Time Management Quadrants

Quadrant1

Quadrant 2

Important / Urgent tasks

Important / Not Urgent

Goo
d

Quadrant 3

Quadrant 4

Not Important / Urgent

Not Important / Not Urgent

Time Management Quadrants Cont

How do you spend your time ?? Ideally
We should spending more time on Quadrant 2
But we should be ready to work in Quadrant 1 too.

Effective Time Management Helps you

work in Quadrant 2

How do you stabilize it??

Should do more
Work
Study
Family
Gossips
Relaxation
Planning
Things for others

Should do less

Just right

Topic 2
Effective Work Habits

Habit 1: Screen Information

It is as important to know what information you
dont need as it is to know what information you
do need.

Dont allow low-value information and tasks to enter your system.

DO IT NOW!!!

HABIT 2:
: DO IT NOW!
Do you put off tasks because:
You

dislike doing them?

Theyre

too big?

Theyre

not your priority?

Its

unclear whats wanted?

Youre

not sure how to begin?

DO IT NOW SAVES TIME

IN FIVE WAYS:

Handle things once

When you first read it, either ...

Do It
Designate It
Delegate It
Dump It
Always ADD VALUE to
anything you touch.
Faster Response Time

Handle little things & reduce distractions

Knowledge work requires

concentration & focus

Handle things while small & reduce crises

Procrastination risks letting small problems

become large, costly problems.

Reduce interruptions
caused by your need to give status reports

Spend less time explaining to others when work

that affects them will be done.

DO IT NOW!

Tips for Reducing Interruptions

Place dates and times on
all requests and emails
Determine and meet deadlines
Knowledge-workers
need to concentrate

BUILD A
CULTURE
OF RESPECT

Clean up backlogs so
youre not dealing with
their consequences

DO IT NOW
Support and create
a culture with fewer
interruptions

Negotiate
uninterrupted
time per week

Request others to
leave detailed
messages

INTERRUPTIONS
State requirements clearly to
reduce clarification requests

COMMUNICATE
IT RIGHT
Give full information
when leaving messages
to reduce telephone tag

Use Hot files for

urgent issues
Batch things to discuss
with staff (Speak to file)

DO IT RIGHT
Meet requirements completely
to reduce re-do requests

Use communication
methods which do not
interrupt current work
e.g. email or voice mail

Set up one-on-one meetings

or phone calls to take care of
batched communications

BATCH
COMMUNICATIONS
AND TASKS

Stop procrastinating & reduce stress & anxiety

Work we put off seems

more difficult than it is.
Do It Now and relieve
stress.
DO IT NOW!

Procrastination Effects
Stress
Increases

Concentration
Decreases

PROCRASTINATION
CAUSES...

Production
Decreases

Backlog
Increases

Advantages of Conquering Procrastination

Increase
Production
Improve
Concentration

Apply
DO IT NOW
and you will...

Reduce
Stress

Decrease
Backlog

Habit 3: Batch Work BALANCE

DO IT NOW

BATCHING

Reduce Interruptions

BATCH
Group similar tasks (calls, email, etc.)
Batch items to discuss with team
Hold regular one-on-one meetings

Habit 4: Work Clutter Free

CLEAN OUT CLUTTER and IMPROVE FOCUS

How Many are there ??

How Many are there ??

Topic 3
Is Your Time Occupied Fully?

Is the Jar Full ?

Stephen Covey in his book, First
Things First, shares the following
story experienced by one of his
associates:
I attended a seminar once where
the instructor was lecturing on
time. At one point, he said, "Okay,
time for a quiz." He reached under
the table and pulled out a widemouthed gallon jar. He set it on the
table next to a platter with some
fist-sized rocks on it. "How many
of these rocks do you think we can
get in the jar?" he asked.

Is the Jar Full ?

After we made our guess, he
said, "Okay. Let's find out."
He set one rock in the jar . . .
then another . . . then
another. I don't remember
how many he got in, but he
got the jar full. Then he
asked, "Is this jar full?"
Everyone looked at the rocks
and said, "Yes."

Then he said, "Ahhh" He

reached under the table and
pulled out a bucket of gravel.
Then he dumped some gravel
in and shook the jar and the
gravel went in all the little
spaces left by the big rocks.
Then he grinned and said
once more, "Is the jar full?"

By this time the class was

on to him. "Probably not,"
we said. "Good!" he
replied. He reached under
the table and brought out a
bucket of sand. He started
dumping the sand in and it
went into all of the little
spaces left by the rocks and
the gravel. Once more he
looked and said, "Is this jar
full?" "No!" we roared.

He said, "Good!" and he

grabbed a pitcher of water
and began to pour it in. He
got something like a quart
of water in that jar. Then
he said, " Well, what's the
point?" Somebody said,
"Well, there are gaps, and
if you work really hard you
can always fit some more
things into your life."

"No," he said, "that's not really

the point.
The point is this:

Put the

Big Rocks
in First

Topic 7
Summary

Summary

Time is money Dont waste it

Smart Work is the need of the Day
Plan for your time management
Avoid Procrastination
You are never fully occupied; keep going!
Delegation of work is important
Time management needs to be practiced and
not learned.

Remember it

An important part of making these

strategies work is the daily
reminder.
Take the time to place a number of
Post-its in conspicuous places such
as your alarm clock, work place
and bathroom mirror to serve as a
constant reminder.

Thank You !!!