time management 2010
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How to become a time managerTRANSCRIPT
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Dr. Batanony
Time ManagementTime Management
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Dr. Batanony
Write definition of Time Write definition of Time ManagementManagement
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Dr. Batanony
Time ManagementTime Management
The predictable control,
an individual can exercise
over a series of events.
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Dr. Batanony
Time ManagementTime Management
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Dr. Batanony
Time ManagementTime Management
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Dr. Batanony
Time ManagementTime Management
Every morning in Africa a deer wakes up. It knows that it must run faster than the fastest lion. Otherwise it will be killed.Every morning in Africa the lion wakes up. It knows that it must run faster than the slowest deer. Otherwise it will starve.
It does not matter if you are deer or lion but when the sun rises it is time to run.
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Dr. Batanony
It’s about goingfrom this...
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Dr. Batanony …to this!
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Dr. Batanony
Time ManagementTime Management
WHAT IS THE AVERAGE LIFE SPAN?
HOW IT IS SPENT?
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Dr. Batanony
How a 70 years life is spent?How a 70 years life is spent?
• On An average 25 Years in Sleep 8 Years in Study & Education 6 Years in Rest & Illness 7 Years in Holidays & Recreation 5 Years in Commuting 4 Years in Eating 3 Years in Transition – in getting
ready to undertake all the above
activities.
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Dr. Batanony
What Is The Balance Left ?What Is The Balance Left ?
• THIS LEAVES ONLY 12 YEARS FOR EFFECTIVE WORK.
• “Short as life is, we make it still shorter by the careless waste
of time” ----Victor Hugo.
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Dr. Batanony
Which Workers waste the time Which Workers waste the time most?most?
Workers under 30
Workers between 30 & 45
Workers over 45
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Dr. Batanony
Television UseTelevision Use
The average Television use per US household per day is 6 Hrs, 59 Mts.
We see one million commercials before the age of 21.
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Dr. Batanony
To Realize the Value of:To Realize the Value of:
• ONE YEARONE YEAR, ask a student who failed a grade.• ONE MONTHONE MONTH, ask a mother who gave birth to a
premature baby.• ONE WEEKONE WEEK, ask the editor of a weekly newspaper.• ONE DAYONE DAY, ask a daily wage laborer with kids to
feed.• ONE HOURONE HOUR, ask the lovers who are waiting to
meet.• ONE MINUTEONE MINUTE, ask a person who missed the train.• ONE SECONDONE SECOND, ask a person who just avoided an
accident.• ONE MILLISECONDONE MILLISECOND, ask the person who won a
silver medal in the Olympics.
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Dr. Batanony
Time Management & The OrganizationTime Management & The Organization
• Looking at time management from the perspective of the organization what are the benefits:
– Improved productivityproductivity through improved use of time by the personnel
– Better performanceperformance in terms of on time delivery to customers
– Increased profitabilityprofitability through better use of the human and non-human resources
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Dr. Batanony
– Improved planning and control planning and control of business systems through time based management
– Better alignment of activities alignment of activities by incorporating a time bound system for co-ordination of tasks and projects in the business
– Reduction of stress Reduction of stress that arises due to crisis management by reducing the incidence of crises by better planning
Time Management & The OrganizationTime Management & The Organization
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Dr. Batanony
Introduction
What is Time Management?What is Time Management?
Time as a CommodityTime as a Commodity
Essential HabitsEssential Habits
Types of TimeTypes of Time
Over & Under Estimation of TimeOver & Under Estimation of Time
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Dr. Batanony
What is Time Management? What is Time Management?
• Time management has five main aspects:
– Planning & Goal Setting– Managing Yourself– Dealing with Other People– Your Time– Getting Results
– The first 4 all interconnect and interact to generate the fifth - results
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Dr. Batanony
Time as a CommodityTime as a Commodity
• Time is the most precious thing we have
• Time is ultimately the most valuable resource
• Time and how we spend it within the organization must be managed effectively
• Time cannot be stored up for use later
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Dr. Batanony
Essential HabitsEssential Habits
• Essential habits for good time management are:– Know where the hours are going – Keep focused on the end result – Work to defined priorities – Schedule time for important issues – Delegate routine tasks– Take the stress out of work – Keep applying the essential habits!
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Dr. Batanony
Types of TimeTypes of Time
• Time can be categorized into two types:
– Fast timeFast time• when absorbed in, or enjoying an activity
– Slow timeSlow time• when bored with an activity or having a
bad time • when scared
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Dr. Batanony
Over- & Under-estimating TimeOver- & Under-estimating Time
• Time for tasks or activities can be over- or under-estimated due to
– Intensity of activity – Level of brain function – Length of gaps between enjoyments – Fear
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Dr. Batanony
Time Management PrinciplesTime Management Principles
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Dr. Batanony
Time Management PrinciplesTime Management Principles
Time Management Generations Time Management Generations
Spent Time MatrixSpent Time Matrix
Quadrant 2Quadrant 2
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Dr. Batanony
Time ManagementTime Management
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Dr. Batanony
Time ManagementTime Management
• Generations of time management
– 1 Notes and Checklists– Recognition of the demands on energy & time
– 2 Calendars and appointment books– Scheduling with some focus on the future
– 3 Prioritization – Comparison of the relative worth of activities
– 4 Self management– Realization that time cannot be managed - it is
ourselves that we have to manage!
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Dr. Batanony
Spent Time MatrixSpent Time Matrix
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Dr. Batanony
Spent Time MatrixSpent Time Matrix
Q1Q1
Q3Q3
Q2Q2
Q4Q4
CrisisDeadlines
Relationship BuildingPlanningRecreation
InterruptionsSome MeetingsPopular Activities
Pleasant ActivitiesTime Wasters
UrgentUrgent Not UrgentNot Urgent
ImportantImportant
Not ImportantNot Important
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Dr. Batanony
Quadrant 1Quadrant 1
• Being in Quadrant 1 brings:
– Stress
– Burnout
– Crisis management
– Firefighting
– Focus on the immediate
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Dr. Batanony
Quadrant 3
• Being in Quadrant 3 brings:
– Short term focus
– Crisis management
– Low value on goals
– Feeling of lack of control
– Shallow relationships
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Dr. Batanony
Quadrants 3 & 4Quadrants 3 & 4
• Cycling between Quadrants 3 & 4 brings:
– Total irresponsibility
– High dependency on others for basics
– Short career path in the organization
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Dr. Batanony
Quadrant 2Quadrant 2
• Being in Quadrant 2 brings:
– Vision
– Perspective
– Balance
– Discipline
– Control
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Dr. Batanony
Characteristics of a Quadrant 2 PersonCharacteristics of a Quadrant 2 Person
• There are six basic criteria to allow a person to function in Quadrant 2:
– Coherence– Balance– Focus– An ability to get on with people – Flexibility – Portability
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Dr. Batanony
Quadrant 2 RequirementsQuadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
• Clear definition of organizational roles and specifically your own role
• Selection of and focus on SMART goals
• Development and utilization of schedules
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Dr. Batanony
Productive WorkProductive Work
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Dr. Batanony
Productive WorkProductive Work
Busy vs. ProductiveBusy vs. Productive
Indecision & DelayIndecision & Delay
Urgency vs. ImportanceUrgency vs. Importance
PrioritizationPrioritization
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Dr. Batanony
Busy WorkBusy Work
• Just because you are busy does not mean that you are productive
• Differentiate between
– Effectiveness -- doing the right things
– Efficiency -- doing the right things correctly
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Dr. Batanony
Busy vs. Productive WorkBusy vs. Productive Work
• Problem No 1: Procrastination• Putting off doing the things that you
should be doing at this point!
• Solution• List all tasks that you are currently putting off • Remove two from the list by doing them now!• Plan and set a schedule for dealing with the rest • Reward when tasks are completed • Punish when tasks are not completed on schedule
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Dr. Batanony
Busy vs. Productive WorkBusy vs. Productive Work
• Problem No 2: Paralyzing perfectionism – This is a failure to recognize the difference between
excellence and perfection
• Excellence• Achievable• Healthy• Satisfying• Realistic
• Perfection• Unattainable• Frustrating• Unrealistic
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Dr. Batanony
Busy vs. Productive WorkBusy vs. Productive Work
• Problem No 3: Setting unchallenging objectives – Objectives need to be set that challenge you in a
realistic manner and take heed of resource availability Otherwise you are busy without any possibility of success
• Use SMARTS criteria where the objectives are:– Specific– Measurable– Attainable– Realistic– Time-bound– Supported by the organization
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Dr. Batanony
Dealing with Indecision or DelayDealing with Indecision or Delay
• When faced with a task - decide to deal with it according to one of the following actions:
– Do it
– Delegate it
– Deadline it
– Dissect it
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Dr. Batanony
Urgency vs. ImportanceUrgency vs. Importance
• Differentiating between – Urgent tasks
• assume importance as they demand immediate attention
– Important tasks• May become urgent if left undone • Usually have a long term effect
– To judge importance vs. urgency, judge tasks in terms of
• Impact of doing them• Effect of not doing them
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Dr. Batanony
Prioritization GridPrioritization Grid
Importance
Urgency
Priority 1Priority 2
Priority 3Priority 4
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Dr. Batanony
PrioritizationPrioritization
• The main aim of prioritization is to avoid a crisis
• To do this then you must
Schedule your Priorities
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Dr. Batanony
Crisis ManagementCrisis Management
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Dr. Batanony
Crisis ManagementCrisis Management
Proactive V ReactiveProactive V Reactive
Why Crises OccurWhy Crises Occur
Anticipating & Preventing CrisisAnticipating & Preventing Crisis
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Dr. Batanony
Proactive vs. Reactive WorkProactive vs. Reactive Work
• Reactive work Reactive work - concentrates on getting things done
– Handling daily routines
– Dealing with urgency
– Resolving crisis
– Handling interruptions
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Dr. Batanony
Proactive vs. Reactive WorkProactive vs. Reactive Work
• Proactive work Proactive work - concentrates on making things happen
– Developing plans and schedules
– Focusing on key tasks
– Achieving deadlines & targets
– Managing projects
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Dr. Batanony
Why Crisis OccurWhy Crisis Occur
• Checklist of reasons:
– Failure to recognize the crisis
– Underestimation of time required
– No contingency plan is ready
– No follow-up on delegated tasks
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Dr. Batanony
Anticipating & Preventing Crisis Anticipating & Preventing Crisis
• The most effective way to anticipate and prevent crises is to:
– Set deadlines and stick with them
– Use targets and milestones to break the task or project into manageable chunks
– Build the schedule so that it is realistic
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Dr. Batanony
PlanningPlanning
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Dr. Batanony
PlanningPlanning
What is a Plan?What is a Plan?
Information & PlanningInformation & Planning
Goals & Time SpansGoals & Time Spans
CascadingCascading
The Daily PlanThe Daily Plan
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Dr. Batanony
Planning in Time Planning in Time Management Management
Rule No 1
Failing to Plan is Planning to Fail
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Dr. Batanony
What is a Plan?What is a Plan?
A plan is a road map set in real time to reach an
objective or set of objectives through the
use of defined resources
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Dr. Batanony
Information & Planning
Essential information:
• You need to know what you have to plan
• Once this is established – Break the task into manageable chunks – Gauge the time required for each chunk – Schedule each chunk into a logical sequence
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Dr. Batanony
Goals & Time-spansGoals & Time-spans
• A time management system is ineffective if defined goals are not available to work towards
– Strategic Goals - long term goals, perhaps out to five years
– Tactical Goals - medium term goals, from 3 - 12 months ahead
– Operational Goals - short term goals defining the exact action to be taken The schedule may cover hours or days
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Dr. Batanony
CascadingCascading
• Planning levels should cascade as follows:
– Yearly overview plan
– Monthly Plan
– Weekly Plan
– Daily Plan• Note that in the cascade, the time span decreases
whereas the level of complexity increases
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Dr. Batanony
The Daily PlanThe Daily Plan
• The Daily Plan should cover three main areas:
– Scheduled activities for the day showing time allocated to each
– Identification of key tasks for the day to allow them to be prioritized
– Indication of who you need to contact during the day to allow you to complete tasks
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Dr. Batanony
The Daily PlanThe Daily Plan
• When setting out the daily plan pay attention to the following points:
– When do you perform best, suit your bio-rhythm
– Build in planning time at the start and end of the day
– Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’
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Dr. Batanony60
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Dr. Batanony
Stress ManagementStress Management
Definition:
Stress is your body's way of responding to any kind of demand. It can be caused by both good and bad experiences.
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Dr. Batanony
Types of StressTypes of Stress
Positive Stress:Positive Stress: It is an excitement felt by people when they It is an excitement felt by people when they
are confronted by a demanding situation, are confronted by a demanding situation, which they think they can handle. which they think they can handle.
This fills them with thrill and excitement. This fills them with thrill and excitement.
Examples: Like runners on the track, taking a Examples: Like runners on the track, taking a ride on the roller coaster, taking up a ride on the roller coaster, taking up a challenging project at workplace. challenging project at workplace.
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Dr. Batanony
Types of Stress Cont..Types of Stress Cont..
Negative Stress:
When environmental demands exceed your ability to cope, it creates Negative stress.
When stress occurs regularly it cause harm to body.
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Dr. Batanony
Dealing with Negative stress
• Relax
• Diet
• Exercise
• Manage time
• Laugh
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Dr. Batanony
But there will always be enough time to get
the most important things done.
There will never be enough time
to get everything done.
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Dr. Batanony
SummarySummary
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Dr. Batanony
SummarySummary
• Have a great planning system and use it
• Take on realistic goals and schedule accurately
• Do not over-commit
• Set and agree priorities to distinguish between urgent and important tasks
• Build in some flexibility to cope with anything unexpected
• Control your documents, workspace and phone
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Dr. Batanony
SummarySummary
• Don’t procrastinate – Manage Your Time Today
• Define and use periods of quality time in your schedule
• Stay away from perfectionism and aim for excellence
• Build in time for personal development
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Dr. Batanony