TIME MANAGEMENTTIME MANAGEMENT

ORGANIZE YOURSELFORGANIZE 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 TIMEORGANIZE 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 Don’t be afraid to say “NO” Finish the job

ANNE CAMPBELL : ANNE CAMPBELL : ON HER DAUGHTERON 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

LIFELIFE

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

-----65 yrs

Global average life span = 65 yrs

TIME IS PRECIOUSTIME 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 THE TOP TIME WASTERS

A survey of 40 sales representatives and 60 engineering managers in 14 countries

1. Telephone interruptions

2. Drop in visitors

3. Meetings (scheduled and unscheduled)

4. Crises

5. Lack of objectives, priorities and deadlines

6. Cluttered desk and personal disorganisation

THE TOP TIME WASTERS THE TOP TIME WASTERS (contd…)(contd…)

7. Ineffective delegation and involvement in routine and detail

8. Attempting too much at once and estimating time unrealistically

9. Lack of, or unclear, communication or instruction10. Inadequate, inaccurate or delayed information11. Indecision and procrastination12. Confused responsibility and authority13. Leaving tasks unfinished14. Lack of self-discipline

MAJOR OFFICE ACTIVITIES MAJOR OFFICE ACTIVITIES – – CorrespondenceCorrespondence

1. Specific time for dictating2. Clear instruction – steno, file no., copies,

endorsement3. Think through it (use margin points)4. Draft5. Prioritize6. Train assistant – routine letters7. Reply on letter itself8. E-mail9. Hand written10. Filing – filing system

MAJOR OFFICE ACTIVITIES MAJOR OFFICE ACTIVITIES – – TelephoneTelephone

1. Pad/pen – telephone

2. Identify yourself

3. Regular call hours

4. Inform people on your availability – time

5. Speak briefly – by points

6. Use STD at easy hours

7. Block calls – for special meetings, counseling sessions, sensitive discussions

MAJOR OFFICE ACTIVITIES MAJOR OFFICE ACTIVITIES – – VisitorsVisitors

1. Intelligent receptionist / secy. / steno – check out

2. Separate space – go out – greet – take care3. Discourage those without work – reschedule4. Introduce two N/S – visitors5. Keep papers ready6. Is there anything else? Stand up7. Tea – essential8. Meet outside for important discussions

MAJOR OFFICE ACTIVITIESMAJOR OFFICE ACTIVITIES – – Conference/professional meetingsConference/professional meetings

Go only if

• Protocol

• PR

• Contacts

• Knowledge

MAJOR OFFICE ACTIVITIES MAJOR OFFICE ACTIVITIES – – TravelingTraveling

1. Only when you must2. Travel kit ready / checklist3. Separate folder4. Pocket diary / phone nos.5. Plan in advance6. Techniques of packing/unpacking7. Grade work – official, PR, visits to friends/relatives,

marketing8. Envelopes – vouchers 9. All new contacts – Name / phone Nos. / follow up /

return letter

TIME MANAGEMENTTIME MANAGEMENT

• Practice of time management depends on 4 D’s– Desire– Decision– Discipline– Determination

USING DISCRETIONARY USING DISCRETIONARY TIMETIME

• 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 Voltaire’s “Zadig a mystery of In Voltaire’s “Zadig a mystery of fate” the grand magi put to Zadig fate” the grand magi put to Zadig

this questionthis 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 ZADIG’S ANSWERTHIS IS ZADIG’S ANSWER

T I M E• 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 MAN’S MOST PRECIOUS ASSET

SOME QUOTESSOME 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 moonHe basked beneath the sunHe lived – a life of going-to-doAnd died with nothing done

A ZEST FOR LIVINGA 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 TIME MANAGEMENT MATRIXMATRIX

IMP

OR

TA

NT

NO

T IM

PO

RT

AN

T

Let us remember the Important but Nor Urgentmatters which often become casualities

Stephen Covey

I* Crises* Pressing Problems* Deadline driven projects

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

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

IV* Trivia* Some mail* Some phone calls* Time wasters* Pleasant activities

CHAIRING A MEETING –CHAIRING A MEETING –AIMAIM

• Start on time

• Outline purpose clearly

• State problem, situation, reason

• Define constraints and limitations

• Establish task(s) of meeting

CHAIRING A MEETING –CHAIRING A MEETING –GUIDEGUIDE

• 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 –CHAIRING A MEETING –CRYSTALLIZECRYSTALLIZE

• 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 –CHAIRING A MEETING –ACTACT

• 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 EFFECTIVE MEETING CONTRIBUTIONSCONTRIBUTIONS

1. Be prepared2. Keep your contributions short3. Avoid interrupting and being interrupted4. Keep non-verbal behavior assertive5. Time your contribution6. Changing your mind7. Falling or not with majority (apparent)8. Helping the meeting to improve its

effectiveness

THE COST OF A MEETING THE COST OF A MEETING … 1… 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 THE COST OF A MEETING … 2… 2

Salary/annum (Rs.)

5 minutes. 15 minutes. 1 hour 1 day

80 lacs 400 1200 4800 33600

70 lacs 350 1050 4200 29400

60 lacs 300 900 3600 25200

50 lacs 250 750 3000 21000

40 lacs 200 600 2400 16800

30 lacs 150 450 1800 12600

THE COST OF A MEETING THE COST OF A MEETING … 3… 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 TIMEKINDS OF TIME

• Biological time• Family time• Work time• Personal time (Hobbies, recreation,

self-development, reflection, meditation, etc.)

• Travel time• Miscellaneous time (Get ready)

EFFECTIVE TIME EFFECTIVE TIME MANAGEMENTMANAGEMENT

• 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 (Pareto’s 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 …1TIME …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 …2TIME …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 …3TIME …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

TO FOLLOW PRINCIPLE

DO

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 3 SECRETS OF TIME MANAGEMENTMANAGEMENT

• VALUE OF TIME

• TIME BUDGETING

• CONCENTRATION

AN ADAN 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 KETTERINGCHARLES KETTERING

“MY INTEREST IS N THE FUTURE, BECAUSE I AM GOING TO SPEND THE REST OF MY LIFE THERE”

MANAGING PAPERMANAGING PAPER

• Paper clutter is “Postponed decision”• Paper management is “Decision making”ASK FOUR QUESTIONS – FUNDAMENTAL1. Do I really need to keep this?2. Where should I keep it?3. How long should I keep it4. How can I find it?DECISIONS ARE PROBLEMS BECAUSE OF:• LACK OF INFORMATION• FEAR OF FAILURE

5 BASIC REASONS FOR 5 BASIC REASONS FOR WRITING A LETTERWRITING 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 RULETHE 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 RULEEXAMPLES OF 80-20 RULE

• 80 percent of the world’s economic wealth is owned by 20 percent of the population.

• 80 percent of an organization’s 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 organization’s productivity comes from 20 percent of its workforce.

• 80 percent of your productivity comes from 20 percent of the things you do.

CLUTTERCLUTTER

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 PRINCIPLESANTICLUTTER PRINCIPLES

1. Set Limits

2. Analyze Use

3. Avoid Oversentimentalizing

4. Give Items with Value to Someone Who Can Use Them

5. Handle Things Only Once

MAIL AND THE 4-D MAIL AND THE 4-D METHODMETHOD

1. Don’t open it.

2. Discard it.

3. Designate for action

4. Direct it

WHY DO YOU WHY DO YOU PROCRASTINATE?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 ANTI PROCRASTINATION PRINCIPLESPRINCIPLES

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 you’re doing something else.• Most of the time you are better off doing the

dreaded task first.

ANTI PROCRASTINATION ANTI PROCRASTINATION PRINCIPLESPRINCIPLES

Principle – 2

Break One Major Task into Several Minor Ones. When you think about doing the task, don’t 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, you’ll be motivated to continue.

• Half the fun of accomplishing a goal is rewarding yourself once it’s completed.

SIMPLE SYSTEMS FOR SIMPLE SYSTEMS FOR YOUR DESKYOUR 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?