Time management by samavia
- 2. Time management (TM) Time Management refers to managing time effectively so that the right time is allocated to the right activity.
- 3. Use your time wisely Time is what we want most, but what we use worst. William Penn The common man is not concerned about the passage of time, the man of talent is driven by it. Schopenhauer The key is in not spending time, but in investing it. Stephen R. Covey Make use of time, let not advantage slip. William Shakespeare
- 4. 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
- 5. Why do we need TM ? To save time To reduce stress To function effectively To increase our work output To have more control over our job responsibilities.
- 7. 1,Costing your Time Understand the true value by calculating your cost per year Cost per year=(salary + taxes +office space + office equipment + profit you generate)
- 8. 2,Making Activity Logs Make a realistic estimate of time spend during day on job orders. Pinpoint the critical areas. Finding the high yielding time of our day.
- 9. 3,Goal Setting Setting lifetime goals help to chart your life course and your career path. Breakup your lifetime goal in smaller goals. Make a daily To-Do list. Revise and update your list on daily bases and judge your performance.
- 10. 4,Planning Draw an action plan –A list of things that need to be done to achieve your goals
- 11. 5,Prioritizing Make a To-Do List. Consider the value of the task before to do it- Is it worth spending your time and company resources. Prioritize your task- The most important jobs should be completed first followed by other jobs.
- 12. Scheduling Make a realistic estimate of how much you can do. Plan to make the best use of the available time. Reserve some contingency time to deal with ‘unexpected jobs’. Minimize stress by avoiding commitment by yourself and others. Reward when tasks are completed Punish when tasks are not completed on schedule
- 13. Time 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 is totally perishable Time cannot be stored up for use later
- 14. Essential 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 and responsibility for them Confront your own indecision and delay Take the stress out of work Keep applying the essential habits!
- 15. Types of Time Time can be categorized into two types: Fast time when absorbed in, or enjoying an activity Slow time when bored with an activity or having a bad time when scared
- 16. Over- & 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 or ecstasy
- 17. Effects of Estimating Time Incorrectly Under-estimation of time Stress due to committing to too many tasks Poor quality output Deadlines may be missed Over-estimation of time Stress due to people pressing to have activities completed Poor quality output
- 18. Time Management Principles Time Management Principles Spent Time Matrix Quadrant 2 Time-Based Management
- 19. Spent Time Matrix Q1 Q3 Q2 Q4 Crises Deadlines Prevention Relationship Building Planning Recreation Interruptions Some Meetings Popular Activities Pleasant Activities Busy Work Time Wasters Trivia Urgent Not Urgent Important Not Important
- 20. Quadrant 1 Being in Quadrant 1 brings Stress Burnout Crises management Firefighting Focus on the immediate
- 21. Quadrant 3 Being in Quadrant 3 brings Short term focus Crises management Low value on goals lack of control Shallow relationships
- 22. Quadrants 3 & 4 Cycling between Quadrants 3 & 4 brings: Total irresponsibility High dependency on others for basics Short career path in the organization
- 23. Quadrant 2 Being in Quadrant 2 brings: Vision Perspective Balance Discipline Control
- 24. Characteristics of a Quadrant 2 Person There are six basic criteria to allow a person to function in Quadrant 2: Balance Focus An ability to get on with people Flexibility Portability
- 25. Quadrant 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 The practice of daily adapting in work role
- 26. Saying No and Quadrant 2 To stay within Quadrant 2, there is a requirement that you must say no: In a professional manner When items are associated with Quadrant 3 or Quadrant 4 activities Not important not urgent Not important but urgent Will not deliver competitive advantage
- 27. Prioritization Grid Importance Urgency Priority 1Priority 2 Priority 3Priority 4
- 28. Busy and Productive 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
- 29. Dealing 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 Dump it Deadline it Dissect it
- 30. Overwork Overwork can have effects that may be classified as Psychological Physiological
- 31. Overwork To deal with over-work, try the following Understand your pressures Don’t get worked up or panicked Don’t blame everything on yourself Estimate time as well as possible Agree priorities and keep them Remind yourself that there is a limited amount of time available to you
- 32. Achieve your goals Be your own judge and your own motivator. Make Time Management your tool for success.