time management - training and development

Road to Success

Prepared By

Manu Melwin Joy

Assistant ProfessorIlahia School of Management Studies

Kerala, India.

Phone – 9744551114Mail – manu_melwinjoy@yahoo.com

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1001 SkillsMMJ’s Management Skills Archive

Importance

• Time management is

life management.

• Time is limited.

• Time is irreversible.

Steps to effective time management

1. Long term vision. 2. Prioritization. 3. Scheduling. 4. Delegation. 5. Improve concentration. 6. Being well organized. 7. Avoid Procrastination8. Reduce Interruptions. 9. Efficient Meetings.10. Effective communication. 11. Avoid perfectionism12. Be assertive.

Long term vision

• Compass and clock – Efficiency and effectiveness.

• Maslow’s need hierarchy.

• Locke’s goal setting theory.

• Treasure mapping.

• Chunking.

• Backward goal setting.

Maslow’s need hierarchy

Locke’s goal setting theory

• In 1990, Dr Edwin Locke and Latham publishedtheir seminal work, "A Theory of Goal Settingand Task Performance." The five characteristicsof successful goal setting are

– Clarity. (SMART) (Specific, Time bound)

– Challenge. (SMART) (Realistic and relevant)

– Commitment. (SMART) ( Agreed).

– Feedback. (SMART) (measurable).

– Task complexity (SMART) (Attainable)

Treasure mapping

• Clarify your SMART goals

– long term goals.

– Mid term goals.

– Short term Goals.

• Use visualization to remind these goals.

Backward goal setting

• Write down your ultimate goal.• Ask yourself what milestone you need to

accomplish just before that, in order to achieveyour ultimate goal.

• What do you need to complete before thatsecond-to-last goal?

• What do you need to do to make sure theprevious goal is reached?

• Continue to work back, in the same way, until youidentify the very first milestone that you need toaccomplish.

Chunking

• Eating the elephant.

• Break It Down.

• Henry Ford, credited with

designing the first production

line, once maintained,

“Nothing is particularly hard if

you divide it into small jobs.”

Prioritization

• Pickle jar theory.

• Pareto’s principle.

• Eisenhower Matrix.

Pickle Jar theory

• Big rocks.

• Small rocks.

• Pebbles.

• Sand.

• Water.

Pareto’s Principle

Eisenhower Matrix

Managing time effectively, and achieving thethings that you want to achieve, meansspending your time on things that areimportant and not just urgent.

– Important activities have an outcome that leadsto the achievement of your goals.

– Urgent activities demand immediate attention,and are often associated with the achievement ofsomeone else's goals.

1. Crisis management,

Deadline driven

producers.

2. Planning, Prevention,

learning, exercise,

relationships.

3. Day dreaming,

procrastination, TV.

4. Phone calls, visitors,

small talks.

Scheduling

Scheduling is the process bywhich you look at the timeavailable to you, and planhow you will use it to achievethe goals you have identified

Scheduling

• Activity logs.

• To do list.

– ABCDE Method.

– Leak proof Clustering.

• Not to do list.

• False deadline strategy – Parkinson’s Law.

Activity logs

• Activity Logs are useful tools for analysing how you use your time.

• To keep an Activity Log, set up the following column headers:– Date/Time.

– Activity description.

– How I feel.

– Duration.

– Value (high, medium, low, none).

To do list

• To-Do Lists are prioritized

lists of all the tasks that

you need to carry out.

• By keeping a To-Do List,

you make sure that your

tasks are written down all

in one place so you don't

forget anything important.

• Think on paper.

ABCDE Method

1. A – Must do.

2. B – Should do.

3. C- Nice to do.

4. D – Delegate.

5. E - Eliminate

Leak proof Clustering

• The activity of organizing and assembling a groupof tasks that have something in common.

• For example, tasks might be grouped togetherbecause they’re all small, requiring little timeand/or effort.

• Gathering together documents that need to bephotocopied and copying them all at the sametime is an example of clustering. So is returningall phone calls

• during the same hour or researching severaltopics at the same time.

Not to do list

• Author Michael LeBoeuf offers a fascinating idea to create a “not-to-do” list which includes

– All low-priority items.

– To be delegated.

– Minimal consequence.

Parkinson’s law

• Work expands so as

to fill the time

available for its

completion.

• False deadline

strategy.

Delegation

• Myths about delegation.

• One minute manager.

• Situational leadership model.

• Direction of delegation.

Five myths of delegation

• I must do it myself to shield the company frommistakes.

• It’s quicker to do it myself.

• I’d prefer to retain tasks I enjoy.

• If I delegate, I’ll lose touch with the details,and with my current contacts.

• Nothing less than my level of perfection willsuffice.

One minute manager

• One minute goals.– Teach the Task.– Demonstrate the Steps Yourself.– Elicit Questions as You Go.– Let Learners Demo and Play Back

• One minute praising.– Don’t Interrupt to Correct Errors

• One minute reprimands. – Set Mutual Checkpoints.– Create Standard Tracking Methods.– Provide Access as Needed.– Assign and Announce Authority

Situational leadership

by

Hersey and Blanchard

Direction of delegation

Improve concentration

• Chronos and Kairos.

• Tips to improve concentration.

• Avoid multitasking.

• Flow model.

Tips to improve concentration.

• Find your prime time.

• Environment– Make sure that you're comfortable .

– Shut out distractions as much as possible.

• Nutrition.– Drink water.

– Eat breakfast.

• Take short breaks.

• Switch between high- and low-attention tasks

Avoid multitasking

• Multitasking can actually

result in us wasting around

20-40 percent of our time.

• Multitasking lower the

quality of our work.

• Multitasking increases our

stress levels.

Flow modelIn flow means beingcompletely involved in anactivity for its own sake.– Having a clear understanding of

what you want to achieve.

– Being able to concentrate for asustained period of time.

– Losing the feeling ofconsciousness of one's self.

– Finding that time passes quickly.

– Being completely absorbed in theactivity itself.

Being well organized

• 5 S systems.

• Art of filing

– 43 folder method.

5 S

Art of filing

• Avoid saving unnecessary documents .• Follow a consistent method for naming your files

and folders.– Organize documents by dates.

• Store related documents together, whatever theirtype

• Separate ongoing work from completed work• Avoid overfilling folders.• Make digital copies of paper documents with a

scanner• Use tickle files – 43 folder.

Thank you

Prepared By

Manu Melwin Joy

Assistant ProfessorIlahia School of Management Studies

Kerala, India.

Phone – 9744551114Mail – manu_melwinjoy@yahoo.com