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Learning Objectives Student will be able to :
Identify importance of Time Management
Describe the elements of effective time management
Use Planning techniques
Identify Prioritizing process
Understand Procrastination
Identify Barriers to Effective Time Management
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“We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever.”
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Why Do We Need Time Management?
What can Time
Management do for you?
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Times Flies
So Stop Wasting It!
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Time Management = Self Management
We Don’t Manage Time…
Ourselves Other
s and Work
What Do We Manage?
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Ten Myths about Time
1) Myth: Time can be managed.
2) Myth: The longer or harder you work, the more you accomplish.
3) Myth: If you want something done right, do it yourself.
4) Myth: You aren’t supposed to enjoy work.
5) Myth: We should take pride in working hard.
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Ten Myths about Time
6. Myth: You should try to do the most in the least amount of time.
7. Myth: Technology will help you do it better and faster.
8. Myth: Do one thing at a time.
9. Myth: Handle paper only once.
10. Myth: Get more done and you’ll be happier.
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Time Target ...
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I II
III IV
Urgent Not UrgentIm
port
ant
Not
Import
ant
Stephen Covey’s Time Management Matrix
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Quadrant I Represents things that are both
“urgent” and “important” – we need to spend time here
This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges.
Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning
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Quadrant II Includes activities that are “important,
but not urgent”- Quadrant of Quality Here’s where we do our long-range
planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills
Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it
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Quadrant III Includes things that are “urgent, but
not important” - Quadrant of Deception.
The noise of urgency creates the illusion of importance.
Actual activities, if they’re important at all, are important to someone else.
Many phone calls, meetings and drop-in visitors fall into this category
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Quadrant IV Reserved for activities that are “not
urgent, not important”- Quadrant of Waste
We often “escape” to Quadrant IV for survival
Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters
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What are the elements of effective time management?
Evaluate how you are using your time
Determine your priorities
Create a weekly schedule
Maintain a to-do list
Eliminate barriers to effective time management
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Evaluating your use of time The first step of effective time
management is identifying how you are using your time.
Make a list of the activities that you spend time on.
Identify how much time the activities consume.
Take note of activities you are keeping up with versus activities you are falling behind on.
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Tips on evaluating your time Be systematic. Start in the
morning and go through the day when thinking of your activities.
Don’t overlook activities like commuting (change), taking care of yourself, and relaxing. These activities may not be work or work related, but they consume time too.
Be realistic. People often fail to allow enough time for activities.
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The "Three Ps" of Time Management
1) Planning
2) Priorities
3) Procrastination
(postpone)
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Planning
Failing to Plan is Planning to Fail
Plan Each Day, Week, Month & Year
You Can Always Change a Plan, but ….
Only Once You Have One! 19
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List Your Tasks List Your Tasks
Prioritize the Tasks
Save Easiest Tasks For End of Day
List (Needed) Resources
Set Deadlines
Break Large Tasks Into Smaller Parts
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Eliminate Unnecessary Tasks
What’s the worst that can happen if you don’t do it?
Are you the only person who can do it?
Must it be done now?
Is there an easier way to do it?
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Control Demands
Improve Effectiveness / Productivity
Spend time on results-producing activities
Manage The Work
Plan Your Day
Use Time Constructively
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Know When to Say “No”
People take advantage of you only with your permission.
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Time Wasting Culprits Telephone Interruptions
Inefficient Delegation
Extended Lunches or
Breaks
Cluttered Work Space
Poorly Organized
Meetings
Socializing On The Job
Working Without a Plan
Procrastinating
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Time Wasters Attempting too much
Not saying no
Incomplete information
Interruptions
Working Without a Plan
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Priorities
Just because you can do
something doesn’t mean
you should
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Priorities Many people work hard
without achieving the things that they want. This comes from focusing on tasks that do not lead to goals.
People who manage their time well have identified tasks that lead to their goals. They focus their energy on these tasks.
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Question Things What is the objective? How will I know if I’m successful? How will I be rewarded? Is this task something I want to do? Do I have the time to do it? What have I got to lose? Is there a better way to do it? Should it even be done at all? Will the world come to an end if?
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Tips on Prioritizing Know your goals.
Identify activities that help you achieve your goals.
Decide whether activities need to be done in a particular order.
Give the highest priority to tasks that are most necessary in achieving your goals and need to be done first.
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Tips on Prioritizing contd..,
You don’t have to do everything everybody tells you to do
You don’t have to do everything yourself
You want to please other people but you must please yourself
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Priority LevelMark the priority level
for each item on the list of activities that you created.
A = High Priority (Pink) B = Medium Priority (Yellow)
C = Low Priority (Blue)
Remember that priorities can change. You need to re-visit your priority ratings often.
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Allot Time• Allot ample time for
each activity, especially high priority activities.
• Take into account when you are most effective. Morning people might schedule more activities early in the day. Night owls might schedule things later.
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Procrastination
“Procrastination is thethief of time”
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How to Use Time Effectively
Consolidate Similar Tasks
Tackle Tough Jobs First
Delegate And Develop Others
Learn To Use Idle Time
Get Control Of The Paper Flow
Stay Calm
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How to Use Time Effectively
Get Started Immediately On Important Tasks
Plan Your Day
Learn To Say “No”
Learn To Delegate
Don’t Put Things Off
Be Flexible
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To-Do Lists The weekly schedule is
used to assign blocks of time to different types of activities, but you also need to keep track of the specific tasks that must be accomplished within each activity. Keeping a to-do list is a good way to accomplish this.
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“TO Do” Lists
Break things down into small steps
Like a child cleaning his/her room
Do the ugliest thing first
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The four-quadrant “TO DO” List
38
1 2
3 4
Important
Not Important
Due SoonNot
Due Soon
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Paperwork
Keep notes (or desk) clear: Focus on one thing at a time (stay in the “Now”)
File Everything
Don’t put things off unless you have to
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Using Resources - Using Advisors
They know more than you do
They care about you
They have experience!
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Making the Best Use of Time
You don’t have to please everyone
Don’t be a perfectionist (Go for 90%)
Resist the temptation to do small, insignificant tasks too well
Outsource what you can
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Why do we procrastinate? We don’t know where to start
We want to avoid an unpleasant task
We’re afraid to fail
We’re waiting for more information
We think if you put it off someone else will do it
We’re “over-committed”
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Know That We Do Not Work Best Under Pressure
List the things you have been avoiding Prioritize them
Do at least one of them each day until you catch up
How to overcome procrastination
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Barriers to Effective Time Management
There are many barriers to effective time management, but they can be overcome.
Here is a list of the most common barriers:
Distractions Disorganization Perfectionism Procrastination Rigidity
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Distractions Distractions come in many forms,
but we must learn to avoid distractions if we are to get work done. Here are a few ideas:
• Tell people when you are busy and cannot be disturbed.
• Work in areas where you are less likely to be disturbed.
• Do your work at times when you are most alert. It is easier to get distracted when you are tired.
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Disorganization Keep things that you need
in a specific place.
Eliminate
Before starting on a task, make sure that you have all of the materials or information that you need.
Follow your schedule.
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Perfectionism Examine whether your
efforts to get the job done perfectly are really improving things or preventing you from getting the job done.
Think about the cost-benefit ratio of the extra effort.
Remember that nothing is perfect.
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Procrastination It is easy to put off tasks
if they are not due right away. The trouble is, tasks pile up and you can run into a time crunch later.
Remember to work ahead whenever possible. If you can do it today, do it!
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Rigidity It is important to develop a habit of
following your schedule, but some people become too rigid.
Unexpected things come up and activities sometimes take more time than planned.
It is important to have some flexibility in your schedule. Allow extra time and avoid becoming too frustrated if things don’t work out as planned… just re-evaluate the plan and make adjustments.
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Taking Care of Yourself Knowing when not to work is as
important as knowing when to work
Save the easiest tasks for the end of the day
Schedule Yourself In Your Life
Go For Balance
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Scheduling Yourself You Don’t Find Time For Important
Things: You Make Time For Them
Schedule Things & They Will Happen
Schedule Everything
Learn When To Say “No”
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Using A Calendar (or Report Sheet)
Add a meeting (or task) to your calendar (or list) as soon as you know about it
Write dates for follow-up on your calendar
Include personal deadlines
Have one master calendar
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Keeping a Time Log …
Record what YOU do with every hour of your working day …
Weekly - track the tasks you SPEND most time on …
What can you systemise/delegate?
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Commitment to Action…
Start keeping a time log
Use the Skill Fun Matrix
Think about what tasks you can systemise and delegate
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Be Both
Efficient and Effective
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Summery……..!
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Questions??
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Thank You !