Welcome aboard Guiding Factors: Participate & Learn Explore need to modify.
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Time Management is: To use Self Effectively & succeed in all the facets of life. To use 80:20 Principle: 80% stray efforts get 20% results & 20% focused efforts get 80% results. To use KSA & optimize efforts on the high payoff tasks. To Work Smart, face Stress, & Achieve more.
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Insight into Time spending Quadrants
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Urgent and important.
Important but not urgent
Urgent but not important.
Neither Urgent Nor Important.
Insight into Time spending blocks Urgent
Imp.
Not Imp.
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Not Urgent
Insight into “I”
Children
Spouse Customer
Colleagues
They all need Time
Parents
Brothers Sisters Friends & Relatives
Employee / Employer
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Common reasons to Procrastinate: • “Don’t do today what you can put off ‘till tomorrow!” • Ignoring the task, hoping it will go away. • Underestimating how long it will take. • Overestimating your abilities and resources. • Telling yourself that poor performance is okay. • Doing something else that isn’t very important. • Believing that repeated “minor” delays won’t hurt you. • Talking about a hard job rather than doing it. • Putting all your work on only one part of the task. • Becoming paralyzed when having to make choices. www.apshubham.com
To overcome Procrastination: Start Something. Anything. “In creating, the hardest part is to begin.” Anonymous. Reward Yourself for starting
Use lot of Post its.
Break Down the tasks into smaller parts. Make a list of 101 things you wanted to do & start doing them. Learn to say “No” appropriately. www.apshubham.com
Why Time Management ? Time can be used in present only once Gone is Lost.
Increases our Productivity & Reduces our Stress.
Fast growth demands Doing more in Less time. • Imagine there is a bank that credits your account each morning with R86,400. R86,400. • It carries over no balance from day to day. • Every “evening” deletes whatever part of the
Attending Most important Tasks, needs Prioritization
balance you failed to use during the day. • What would you do? • Draw out every cent, of course!!!!
To save self from Rejection, we have to deliver in time. www.apshubham.com
How to Manage Time? Sr. no
Time Management Tool
Guiding Principle
1
Getting things done. (Now & Here)
Beating Procrastination
2
Know how we really spend our time.
Activity Logs
3
Handling the important tasks first.
Prioritize To Do Lists
4
Determining our personal priorities.
Personal Goal Setting
5
Making the best use of our time.
Effective Scheduling
6
Planning & Delegating
Make & stick to Action Plan
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If this can be done, Time can be Managed
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To Manage Time: Practice Assertiveness. Focus on important Tasks & avoid distractions. Be polite and firm while saying “No” Be busy with more important tasks when you are declining for some tasks. Avoid the temptation to socialize when you’ve pending tasks. Socializing is important when you don’t have other things to worry about!
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I am afraid I can make it today. Can we catch up on..
To Manage Time: Be Assertive & Stay Focused
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Steps to Utilize Time Effectively: Be always cautious about your time. Maintain “To Do List” for the tasks. Avoid all Time Wasters. Eliminate Duplications. Maintain Emotional Balance . Win the “EFF” words.
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Manage time with little self discipline Sr. no
Office
Writing
Telephone
1
Organize the work area. Keep your desk clear & have papers of current task.
Accuracy, Brevity. Clarity & simplicity
Phone is a time Try to say ‘No’ to saving tool must a meeting where be used well. you are not required.
2
Sort papers for: Action, Information, or Reading
Think, List & then Arrange.
Plan your calls.
Get the agenda & papers in time. Ask the duration.
3
Practice Concentration. Think of one thing at a time.
Do not cover too many subjects in one letter.
Slot time for making & receiving calls.
Go prepared, in time, talk to the point & don’t divert the issue.
4
Handle each paper only once
Try to write one page letters, they are easy to digest.
Timing for each call.
Don’t try to highjack the meeting.
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Meetings
To save Time: Follow Process & be Emotionally Stable
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Assertive
Competing
Collaborating
Compromising Unassertive
ASSERTIVENESS
Realize the Urgency to Manage Time
Avoiding
Accommodating
Uncooperative
Cooperative COOPERATIVENESS
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Simple steps to Manage Time: Sr. No Action Areas
Steps to be taken
1
Planning
Record your activities & the time they take. Include everything, Don’t ignore the time they take.
2
Prioritizing
Identify the tasks with the biggest pay-off, & attend them first.
3
Problem Solving
Focus on a task at a time. Get organized. List down Activities.
4
Relaxation
Schedule family and social events, exercise etc. Reward yourself on accomplishing targets.
5
Reality Check
Know your limitations. Accept inabilities. Learn to say “No”
6
Responsibility
Take responsibility for yourself & check your efforts.
7
Self Talk
Share positive affirmations with your self. They Do Magic.
8
Support System
Informal interactions reduce stress, leading to Time Mgt.
9
Strive Balance
Healthy life style, Humor & asking for help
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Handle Interruptions - SMARTLY Have a clock available, set a time limit and stick to it. Set the stage beforehand: You are busy with a deadline in light. With casual droppers-in, remain standing. Meet in other person’s office. Get visitors to the point. Be ruthless with time but gracious with people. Use a call-back system for telephone calls. www.apshubham.com
It’s Time to say…
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Reasons to Procrastinate Lack of Relevance: Things that aren’t personally important. Working on Someone Else’s Goals: Goals that others set for your are seldom pursued with passion & lead to mediocre performance. Perfectionism: Doing task perfectly makes it hard to finish anything. Evaluation Anxiety: Anxiety about assessment of results. Ambiguity about the task: Lack of role clarity delays the start. Fear of the Unknown: Since this is new tasks not sure of results. Lack of Skills to do the Job: I can’t do this, so I won’t try.
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