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 Dont be afraid to say NO Finish the job

ANNE CAMPBELL : ON HER DAUGHTER

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
Sleep ( 8 hrs) Daily routine (1 hr) Meals (2-1/4 hrs) Travel (3 hrs) Work (7 hrs) Miscellaneous (1 hr) Personal discretion (17%) : : : : : : : 22 yrs 2.5 yrs 5.5 yrs 6 yrs 15 yrs 2.5 yrs 11 yrs ----65 yrs

Global average life span = 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

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

1. 2. 3. 4. 5. 6.

THE TOP TIME WASTERS (contd)

7.
8.

9. 10. 11. 12. 13. 14.

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

1. 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

1. 2. 3. 4. 5. 6. 7. 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

MAJOR OFFICE ACTIVITIES Traveling

1. 2. 3. 4. 5. 6. 7.
8. 9.

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 Ds
Desire Decision Discipline Determination

USING DISCRETIONARY TIME

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 Voltaires 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 ZADIGS 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 MANS 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 NOT URGENT
II
* Prevention * Relationship building * Recognizing new opportunities * Train subordinates * Planning * Self development acitivites * Recreation

IMPORTANT

* Crises
* Pressing Problems * Deadline driven projects

III * Interruptions, some calls * Small mail, some reports * Some meetings * Popular activities

NOT IMPORTANT

IV * * * * * 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

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

1. 2. 3. 4. 5. 6. 7. 8. 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.) 80 lacs 70 lacs 60 lacs 5 minutes. 400 350 300 15 minutes. 1200 1050 900 1 hour 4800 4200 3600 1 day 33600 29400 25200

50 lacs
40 lacs 30 lacs

250
200 150

750
600 450

3000
2400 1800

21000
16800 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
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 (Paretos 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
Paper clutter is Postponed decision 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: LACK OF INFORMATION 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 worlds economic wealth is owned by 20 percent of the population. 80 percent of an organizations 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 organizations 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
1. 2. 3. 4. 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

1. 2. 3. 4. Dont 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 youre 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, dont 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, youll be motivated to continue. Half the fun of accomplishing a goal is rewarding yourself once its 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?