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TIME MANAGEMENT. OBJECTIVES 1. To describe time as a resource. 2. To identify ways of Managing Time. Time as a resource. We have to put value on time.

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Presentation on theme: "TIME MANAGEMENT. OBJECTIVES 1. To describe time as a resource. 2. To identify ways of Managing Time. Time as a resource. We have to put value on time."— Presentation transcript:


2 OBJECTIVES 1. To describe time as a resource. 2. To identify ways of Managing Time. Time as a resource. We have to put value on time because:- * Time is a Scariest Source. *Time can never be replaced. *Time cant be saved by not spending it. *Time costs money.

3 Time as a resource : Rs. 86,400 each day Imagine there is a Bank, which credits your account each morning with Rs.86,400. It carries over no balance from day to day….allows you to keep no cash balance….and every evening, cancels whatever part of the amount you had failed to use during the day. What would you do with such a Bank Account? Draw out every paisa from the same, of course. Every morning, it credits you with 86,400 seconds. Every night it writes off as lost, whatever of this amount you have failed to invest to good purpose. It carries over no balance. It allows no overdraft.

4 Each day it opens a new account for you. Each night it burns the records of the day. If you fail to use the days deposits, the loss is yours. There is no going back. There is no drawing against tomorrow. You must live in the present on todays deposits. Invest it so as to get from it the utmost in health, happiness and success. The clock is running, Make the most of today.

5 Time Management: * Time Wasters - Internal & External. * Time Savers - (i) The Daily to Do list. (ii) 13 Time Saver Tips. *Using Time Effectively -PLAN -DO -CONTROL *Life posture *Techniques to organize -better day. *Conclusion

6 Yesterday is a Cancelled Cheque... Tomorrow is a Promissory Note…. Today is Ready Cash…..use it.

7 TIME-MANAGEMENT - INGREDIENTS 1. Planning 2. Priority 3. Discipline 4. Delegation 5. Motivation 6. Anticipation for breakdowns. 7. Excellent, Quality & Value, Performance. PLAN DO CONTROL

8 PLAN DO Do It Thinking Communicating Delegating Being Interrupted Operating Plan What You Should Do What jobs do you have to do? How much time do you have? How can you fit them in most effectively. Measure what you do What are you trying to achieve? How well are you doing? How can you improve? USING TIME EFFECTIVELY

9 EFFECTIVE TIME - SAVING TIPS 1. Schedule a call-back period. 2. Schedule regular reading periods. 3. Schedule paperwork time. 4. Try to shrink your deadlines. 5. Arrive early or leave late once or twice a week. 6. Block out larger chunks of time to work on projects that need serious concentration. 7. Break large tasks into small ones. 8. Learn how to say no. 9. Use a day-planning calendar.

10 KEY TIME SAVERS 1. Learn to set priorities on things like goals, tasks, meeting agenda items and interruptions. 2. Start with A-priority task - is it the best use of your time? 3. Fight procrastination - do it NOW if it is important, before the important becomes urgent. 4. Subdivide large, difficult tasks into smaller, easily accomplished parts (PDCA). 5. Establish a quiet hour, even though it requires will power and may not always work. 6. Find a hideaway. 7. Learn to say NO when you have something important to do. 8. Learn to delegate.

11 KEY TIME SAVERS 9. Accumulate similar tasks and do them all at one time. 10. Minimize routine tasks: –spend only the time it deserves. –shorten low value interruptions. –throw away junk mail and other low value paperwork. –Delegate, shorten or defer indefinitely the C-priority tasks. 11. Avoid perfectionism. Remember the 80/20 mal-distribution 12. Avoid over-commitment. Be realistic about what you can do in the time available. 13. Dont over-schedule. Allow some flexible time for crises and interruptions.

12 INTERNAL 1. Indecision. 2. Switching priorities - leading to crisis. 3. Lack of objectives, priorities or daily plan. 4. Personal disorganization, cluttered desk. 5. Ineffective delegation. 6. Attempting too much - inability to say NO 7. Butter-flying from job to job, leaving tasks unfinished. 8. Plunging into a task without planning. 9. Lack of self-discipline. TOP FIFTEEN TIME WASTERS

13 EXTERNAL 1.Constant telephone interruption, visitors. 2. Meeting - too long or not really necessary. 3. Inadequate, inaccurate, delayed information or communication. 4. Socializing, TV and Chit-Chat. 5. Office procedure not clearly established; confused line of responsibility or authority. 6. Constant unnecessary checking on others and their work.

14 TECHNIQUES : TO ORGANIZE BETTER DAY Cut out unnecessary or routine work One way of making better use of your time is to stop doing those jobs which can be delegated. Get rid of work that takes up your time, but that can be done just as well by one of your staff. Define your main goals and priorities Check in detail how you spend each working hour in an average week. Spend your time managing, rather than doing. Dont do work that should be delegated to others. Dont do things that need not be done at all. Spend your time on those things which only you can do.

15 Eliminate time wasters Here are some common time wasters and suggestions for preventing or minimizing them. Callers/Social chit-chat –Use you secretary or assistant to keep unwanted visitors away. –Say no more often –Make appointments and see that people keep to them. –Arrange for some uninterrupted blocks of time when you have an important or difficult task to do. –When you meet with someone, keep pleasantries to a minimum. –Concentrate on keeping to the point in a discussion or conversation - it is too easy to be diverted. –Encourage staff to think for themselves.

16 Telephone interruptions –Ask your secretary to deal with an where appropriate, divert calls. –Have a set time of day for making / receiving telephone calls. –State firmly that you will call back when convenient. –Be brisk and decisive when telephoning, stand rather than sit. Unproductive meetings –Dont call a meeting if you cant state the purpose. –Cancel any regular meeting if there is no business to discuss –If you call a meeting, set a time-limit and stick to it. –Get taken off committees if your presence is not essential –Make your point succinctly. Avoid talking too much. ELIMINATE TIME WASTERS

17 Day-to-day tasks –Delegate more –Do unpleasant tasks first. You will feel better afterwards. –Dont try to do much at once. Learn to say No to yourself as well as to other people. –Set yourself deadlines and stick to them. –Be realistic in time estimates. Many people under estimate the time they need to complete a task. Paperwork - Get of f the circulation list of reading material, you dont need. (5S) –Learn to skim read, Study a text only if it is really relevant. –Encourage your staff to write briefly and clearly. –Dont write when telephone call will do. –Write brief replies on memos you receive and return then to senders. –Avoid individually typed acknowledgment.

18 -Set aside sometime each day to deal with urgent correspondence. –Try to clear your pending tray daily. –Set up a filing system with a place for everything and everything in its place.. –Handling each piece of paper once only. Act on it, file it, or throw it away. –Tidy your desk before you go home. Planning your time. Your need to budget your time in the same way as you budget your money. Have a daily, weekly, monthly and quarterly plan. Although you may not be in a position to think too far ahead, you must begin each working day with clear intentions as to how you will spend it. Here are some ideas to help you plan your day.

19 Keep a diary of appointments and meetings. Design a workplan Keep your workplan where you can see it clearly. Distinguish between things you have to do and these you can do if you have the time. Take responsibility for your time and priorities. Communicate your priorities to those who need to know them. Review your plan at the end of each day, noting what has been achieved and what must be carried forward.

20 1 Life Work Purpose & Mission 5 Physical Exercise- Harmony 3 Roles & Goals from values 6 Meditative Practice Focus 2 Living Values from Mission 4 Balanced Diet DYNAMICS OF FULFILLED LIVING ONE WHO MANAGES HIMSELF LIFE POSTURE TIME MANAGEMENT


22 Benefits of Time Management When you establish high expectations for success and achievement you automatically act to fulfil your expectations. You begin to reap the benefits and rewards of time control. They are :- Increased productivity Increased income resulting from higher productivity. A greater enthusiasm for life and work. Ability to tackle a long list of tasks without depression. Ability to face problems without frustration. Improved decision-making skills. Adequate time for planning and organizing. Control and management of interruptions. More time to control your life at work and at home.

23 THE TREASURES TO TIME Yesterday is but a dream and tomorrow is only a vision. But Today, well lived…… makes every Yesterday a dream of happiness…… and every Tomorrow a vision of hope.

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