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Time Management

for personal Sense of Achievement


Common Problem

I am very busy. The second crisis comes in


before the first has finished

I don‟t feel I have achieved anything this year

I don‟t have control on my life. Things pile one


on top of the other

I wish I have more than 24 hours per day so


that I can get more things done
The system overloads me with work. There is
no time to breathe
Objective
To help you introspect and find
clues to improve your time management
& thereby enhance effectiveness
Where are You
20% people feel they are short
of time. They feel so concerned that
they self find answers to Time Mgmt

10% people feel they are short


of time. They realise this and
are keen to get help and see
how they can improve Time Mgmt

70% people feel they are not short


of time. Though they don‟t mind
listening to someone. And then
tell him why all that is impractical
Balance your life

Family Balance in Life is


important
Recognize each
aspect of life
Finance
Health I am not getting
enough time for
family/personal life
because of Work
80% of day is spent
Work
at work
Time management : What is it?

Doing the Right things and not setting Things


right

In control of Life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not


waiting for a perfect day in future

Having right balance in wheel of life


Time Management

• To get most output within given resources

• To get time for important issues in life

• To feel fairly satisfied , secure & on top of things

• And thereby enjoy stress free life


Time Management

The issue is not Awareness but Action

The Action happens when we say

I can‟t live with this any more.


I need to find an answer fast
Managing your Time

Things to do list

Identify Priority

Making it happen

Evaluate deviations
Impact of Attitudes

Believe that your area of control is large

Do most of the things because of reason and


not mere indulgence

Believe that improvements are always possible


and at any age

Have doubts rather than objections


Written goals

Am I short of time to meet my vision & mission

It is not enough to have goals in mind. Put


them down on paper

It is an agreement with yourself that you are


aware of goals and will pursue them

Be thankful to the person who reminds you of


your goals
Creating TO DO Lists

Your daily list of tasks


Tasks that take you towards your goals
One Sheet a Day
Tasks with defined importance:
 Q1: important and urgent: deadlines, fire
fighting
 Q2: important and not urgent: Planning,
Holidays
 Q3: urgent and not important:
Interruptions, meetings
 Q4: not important and not urgent: junk mail
, time wasters
Working with TO DO Lists

Create the list before you start the day

15 minutes of investment will help you


everyday

End of day: Review Status


Status: C – Completed, T – Transferred, A –
Abandoned, I – In progress
Sample TO DO List
Date: 22-Apr-2004
Task Priorit Status Time
y needed
Prepare Slides for Q1 C 30 min
PPT
Collect Attendee Q2 I 45 min
info
Add Slides to Q3 T 5 min
network
Update Cases Q1 A 1 hour
Confirm to manager Q1 C 5 min
about tomorrow‟s
plan
Prioritizing- Scheduling

Look at your big list of To Do

Ask – Is it Important, Is it Urgent, Is it Crisis,


Will it be costly if I delay it

Subsequently schedule the day or the time

Keep some buffers


Be flexible to change but don‟t change on
small reasons
Analyzing- Planning

Analyze what all affected your schedules

Think how to reduce crises

Involve those who have say in your work, in


your time planning

Keep room for flexibilities


Interruptions

Intrusive interruptions: phone call, personal


conversations
Non-intrusive interruptions: e-mail
Have a no-interruption periods:
 Closed door policy

 Phone off the hook

 Use non-intrusive interruptions

 Prioritize and don‟t be reactive


Crisis Situations

Be proactive not reactive


 Being proactive is highly motivating

Maintain a crisis log


Nothing is worth being reactive
If you are only reactive… someone can replace
you at your job
Prevent crisis by managing important but not
urgent tasks, on time
Procrastination

“… if we wait for the moment when


everything, absolutely everything is ready,
we shall never begin.”

Understand what and why of your


procrastination tendency
Remember last time what was the gain to do it
in time
Create micro action plan
Understand how much time it takes to do a
task
Do not be a last minute decision taker
Gather information for a task in advance.
Meetings- Paperwork

Be bold to request absence from the meetings


that are not useful to you
Give feedback & suggestions to improve
effectiveness
Pre-circulate agenda if you are in charge
Don‟t accept shoddy preparation for too long
Worth spending time to create filing system-
soft & hard
Delegation- Teamwork

Have faith that the other person can do it


Convey expectations, rules & processes
Observe in the beginning. Correct &
encourage
Be keen to help some one & spread
interdependence
Be sure that you are not the weak link of the
chain
Processes & Effectiveness

Process is a defined series of steps with


responsibilities & guidelines

Try creating processes to handle repeat tasks

Make those involved aware of processes

Review processes often to improve efficiency


Time Kit
One source for everything
 Goals

 Tasks

 Expenses

 Phone Book

 Ideas/Notes

 Lists: Books to read, Checklists


Summary

Believe it is possible to get more out of


existing time
Writing down goals is the first important step
Break down goals to tasks
Understand your „most effective time zone‟
Create daily TO DO List for next 3 months
Prioritize & schedule tasks
Create processes on most of the tasks
Invest time to train someone & delegate in
steps
Leave the habit of attending to everything that
comes in front
Decide to be on top the situation
rather than be part of the mess

Wish you all the Best