MANAGE TIME ?

So, what is TIME (SELF) management????

Time ( self) management is predictable control one can make over a series of events What can it do for you, your job, your group and your organization?

If you want to manage yourself, you need to know what are the demands on you? What you demand from yourself ? What others demand from you ? What your organization demands from you ? What your peers, family, society demand from you ?

What you demand from yourself ? Job efficiency Punctuality Smartness Good skills Leadership Peer recognition Personal time, exercise, sleep many many more……..

What others demand from you ? »Help in work »Advice »Guidance »Motivation »Support »Problem solving »Companionship »Many more expectations

What your organization demands from you ? »Timeliness in work »Efficiency and effectiveness »Discipline »Work culture »Honesty & sincerity »Sense of belonging »Ability to stretch beyond »Achieve targets and deadlines »Be a contributing member of the organization

What your peers, family, society demand from you ? »Togetherness »Affection »Love and care »Social life »Entertainment »Security »Health management »Shopping, travel, leisure »Many many more……..

How do you control such demands

80% of Work gives 20% Results & 20% of Work gives 80% Results One Rs. 500/ note OR Hundred Rs. 5/ notes ???? Effective v/s Efficient Smart work v/s Hard work WHAT IS YOUR CHOICE????

. Crisis. Pressing problems. Deadline-driven projects, meetings, preparations. Preparation. Prevention. Values clarification. Planning. Relationship building. True re-creation. Empowerment. Interruptions, some phone calls. Some mail, some reports. Some meetings. Many proximate, pressing matters. Many popular activities. Trivia, busywork. Some phone calls. Time wasters. “Escape” activities. Irrelevant mail. Excessive TV UrgentNot Urgent Important Not Important Stephen Covey’s Time Management Matrix

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

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 Investing in this Quadrant shrinks Quadrant I

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

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

1. Manage your work ( use time constructively) 2. Improve productivity/ effectiveness (spend time on result producing activities) 3. Delegate / share

MANAGE YOUR WORK What are your time wasting culprits? Do you know what is wasting your time?

Telephone calls Do it yourself attitude ( inefficient delegation) Extended coffee /lunch breaks Post lunch siesta / social activity / blah blah Disorganized work space / heaped up files Socializing while on job Internet / facebook / twitter/ orkut etc Misplaced information / files / documents Poor planning Waiting for files/ process/ information Paper work Junk mail Drop in visitors Not setting priorities / Not keeping up set targets Procrastination; do it tomorrow AVOID THESE

How to use TIME effectively? Consolidate similar tasks Tackle tough jobs first thing in the morning Delegate work to others and train and develop others Learn to use idle time in creative activities Get control of paper / file flow Avoid cluttered desk syndrome Get started immediately on important jobs soon after arrival

Do not check mail first thing in the morning. Do it during noon time when there is no peak activity Check your mails only once a day Reduce number of meetings and meeting time Talk less; listen more Keep making notes / tasks in a pocket book and consult it often Take time to PLAN Don’t hurt, but effectively disagree Learn to say

You may have many tasks set for a day A few of them may be similar ones It is prudent to club all such tasks together and do them at one go. For example, you have a few reports to over view. Do them one after another. If you have mails to send, do them all together, one by one This way more effectively you finish more volume in one go

When your energy level is in full steam, say in the morning, and when your mind is alert and free, do more difficult jobs. As the day ages, so does your spirit and energy, and then you slow down and attempt doing simpler ones. This is only a general rule. Each person has different energy regimes. Some are more productive and alert in the evenings. The point is, do difficult jobs when you are fresh or at your peak.

Do you think that only you are efficient ? There are others too who can do it, perhaps better too. You need to trust in others’ abilities Remember, delegation is a good management option By delegating, you are also training others to learn new skills. Do delegate, but also guide, monitor and make corrections as they carry out new tasks.

We all get idle time. For example, when we travel, at airport lounges, in between meetings, waiting for some one, why, even when we are just strolling. Master the art of multitasking. Do more than one thing at a time Convert even your self talk in to something creative Remember, time lost is for ever

Paperless office is only a dream ! Whatever, we have to handle paper / file By delegating power, much of the file can be barred from reaching you Never keep any file pending. If possible clear every file before you leave office every evening Many things can be done through phone. Use it

A cluttered work space or table will reduce your efficiency Keep things you need at specific locations so that you can reach them easily Use filing systems, post-it stickers, book marks, flag-slips, clips, folders etc. to keep documents systematically Ensure that you periodically clean your table and get rid of unwanted things

There is no auspicious time for any job. Soon after you arrive, start on the job Take up the most important job first Get going, don’t wait for coffee, arrival of your PA, post, power supply restoration etc. Start DOING is the KEY WORD

What is multitasking ????? It is not doing any circus feats ! Ability to many things is the basis for multitasking Typing, computing, editing, proof correction, ppt skills, drawing, designing, public speaking, negotiating skills are all good abilities which could be used in multitasking Multitasking is also the ability to do many things simultaneously. One can learn to do so. For eg. Listening to some one along with writing or typing, making a phone call while making a design…. Ability to prepare a report on the computer when your PA is on leave Make a good PPt or a video. These are all added skills to help you excel in an organization and in your career

WHAT CAN STOP YOU? Negative ThoughtsNegative Thoughts Negative PeopleNegative People Low Self-EsteemLow Self-Esteem Fear of FailureFear of Failure Fear of Rejection / CriticismFear of Rejection / Criticism

Plan ? What is it ? Many people do not even think of any planning Remember, all successful people make meticulous plans That is the secret of their success Make annual, monthly, weekly, daily and activity-wise plans What, who, when, how are to be planned. Eye for details is the key word

Talk less, listen more, do more

Ability to manage oneself is also called Emotional Intelligence Quotient What is your E Q level ?

With a high EQ, your self management is likely to be of the highest order

DO NOT WAIT FOR ANY AUSPICIOUS TIME; NOW IS THE TIME TO ACT and start managing TIME ( YOURSELF)