time management(management)
Post on 06-Jan-2017
215 Views
Preview:
TRANSCRIPT
MANAGEMENT THEORY AND PRACTICES
SEMINAR
PRESENTED BY GROUP NO.3
TIME MANAGEMENT
TAKE TIME TO WORK :
IT IS THE PRICE OF SUCCESS
TAKE TIME TO THINK :
IT IS THE SOURCE OF POWER
TAKE TIME TO READ :
IT IS A FOUNTAIN OF WISDOM
TAKE TIME TO BE FRIENDLY :
IT IS THE ROAD TO HAPPINESS
Time Management refers to managing time effectively so that the right time is allocated to the right activity.
Effective time management allows individuals to assign specific time slots to activities as per their importance.
Time Management refers to making the best use of time as time is always limited.
TIME MANAGEMENT INCLUDES
Effective Planning
Setting goals and objectives
Setting deadlines
Delegation of responsibilities
Prioritizing activities as per their importance
The judicious use of time by an individual to succeed in all aspects of life refers to Time Management.
Time Management not only helps individuals to make the best use of time but also ensures successful accomplishment of tasks within the stipulated time frame.
It is essential to do the right thing at the right time to earn respect at work. People who do not value time fail to make a mark and are never taken seriously.
BENEFITS OF TIME MANAGEMENT
oReduce stress and frustrations
o Improves performance and job satisfaction
oMore time to enjoy life
oHave control over your life through planning
oGet a sense of achievement
SKILLS NECESSARY FOR EFFECTIVE TIME MANAGEMENT
Stay Organized Learn to Prioritize Be Punctual and Disciplined Take Ownership of work Be a little Diplomatic More Focused Be reasonable
EFFECTIVE TIME MANAGEMENT
First we should know the answers for these 3 questions
How have you been using your time ?
How are you wasting your time ?
How can you make better use of your time in the
future?
Hurdles to Effective Time Management
Perfectionism
Procrastination
Fear of saying ‘ No ’
Lack of planning
Phone interruptions
Unexpected visitors
Steps in Time Management
Relax and remain composed
Construct a plan and follow it
Delegate assignments
Prioritize
Don’t procrastinate
Plan a day before
Evaluate
TIME MANAGEMENT STRATEGIES
Goal Setting
o To avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieve.
o SMART goal setting guidelines :
• Specific - Have you clearly defined your goal?
• Measurable - How do you know if you are making progress?
• Achievable - Is your goal really achievable? Be ambitious but honest.
• Rewarding - Is your goal something you are willing to make sacrifices for?
• Timely - Is your goal achievable in a meaningful timeframe?
oWrite your goals down and be familiar with them
STAY ORGANIZED
The workstation must be kept clean and organized. Keeping important files organized helps you retrieve
them immediately and thus saves time which goes on unnecessary searching
Keep stationery items and your personal belongings like cell phone, car keys, wallet at their proper places.
Develop the habit of using an organizer. Plan your day well in advance.
Never write on loose papers. Keep a notepad and pen handy.
PLANNING
Write down appointments, classes, and meetings on a chronological log book or chart
First thing in the morning, check what's ahead for the day
If you fail to plan, you plan to fail and you will waste a lot of precious time while failing
PRIORITIZED TO-DO LIST Write down all the tasks you need to complete Break large tasks into their component elements Allocate priorities from A (very important, or very
urgent) to E (unimportant, or not at all urgent) You need to differentiate between urgency and importance
Rewrite the list in priority order Take action immediately and finish them one by one This helps you to focus on the important jobs first
BE PUNCTUAL AND DISCIPLINED
Being punctual helps you complete tasks way ahead of deadline.
Avoid taking too many leaves from work. Such an attitude is completely unprofessional.
Make sure you are there at your desk five minutes before your actual time.
Strive hard to complete tasks on time. Do not keep assignments pending and wait for the last
minute.
TAKE OWNERSHIP OF WORK
Do not work only when your boss is around. Work for yourself. The dedication has to come from within.
Be responsible for your work and learn to accept your
mistakes. If you have accepted something, then it becomes your
responsibility to complete it within the allotted time slot.
BE A LITTLE DIPLOMATIC
Do not accept everything which comes your way. A polite “NO” in the beginning will save your reputation later.
The employees must be delegated responsibilities as per
their specialization and background. This way they take more interest and eventually finish
work on time.
MORE FOCUSED
Be a little focused and concentrate on work. Do not waste time by loitering and gossiping around. Do not take long personal calls at work. Finish off work and leave for the day on time. You will have ample time to catch up with your friends
or log on to social networking sites. Playing games while you are at work is something which
is not expected out of a professional.
BE REASONABLE
No individual can work for the whole day.
Do include some time in your daily schedule to speak to your team member sitting next to you.
Do not over burden yourself.
PROCRASTINATION What is procrastination?
Putting off things that we should be doing Avoid high priority, challenging tasks Seek comfort in doing tasks you know you're capable of
completing
Causes of procrastination: Have doubt on your skills or resources Do not know where to begin Waiting for “right time” or “right mood” Underestimate the difficulty of the task Perfectionism
OVERCOME PROCRASTINATION
Recognize that you are procrastinating
Work out why you are procrastinating
Ways to overcome: Find a small part of the task you can do right now Identify the emotion associated with doing it Finish an incomplete Delete it and move on Face your fears and the risks head-on
GET ORGANIZED Time is saved if you prepare your work environment and
equipment beforehand
Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand
Having your appointments, tasks and key notes in one place
Helps you find information faster and also helps prevent stress
DELEGATION
Assign task responsibility and authority to others
Delegate to the right person
You are still responsible for the completion of the task
Give objectives or expected outcome, not procedures
EVERY ORGANIZATION WORKS ON DEADLINES
Time Management helps individuals to finish work within the assigned time and stay stress free and relaxed through out the day. Time Management helps you plan specific time slots for all your day to day tasks at workplace.
TIME MANAGEMENT HELPS AN INDIVIDUAL TO PRIORITIZE THINGS It is important for an employee to understand what is
important and urgent at the moment. Staying overburdened at work leads to frustration and eventually one loses interest in work. You can’t do anything and everything. Pick up all that is important and urgent at the start of the day and finish it off first before starting with something which can be done a little later. Know what is important for you. Allocate specific time slots to activities as per their relevance and make sure you stick to the same.
EFFECTIVE TIME MANAGEMENT MAKES YOU A FAVOURITE AMONGST YOUR SUPERIORS, CLIENTS AS WELL AS FELLOW WORKERS
Do not keep work pending from your end. Finish off tasks as and when required. Ignoring critical issues is pointless. You have to do it in any case. Discuss with your co workers or immediate reporting boss and find out a solution. Keeping a check on your time helps you complete task just when it is needed.
TIME MANAGEMENT MAKES YOU AN ORGANIZED INDIVIDUAL.
One needs to keep things at their respective places. Avoid keeping heaps of paper and stacks of files on your desk. Not only it gives a cluttered look to your workstation but also wastes half of your time in searching important documents, files, folders and so on. Individuals should prefer writing on notepads instead of loose papers.
EFFECTIVE TIME MANAGEMENT HELPS AN INDIVIDUAL TO IDENTIFY THE TIME WASTERS AT THE WORKPLACE
It is foolish to waste time on unproductive things which yield no results. No one expects you to work at a stretch for the whole day. Assign some time in your daily schedule to check updates on social networking sites or calling up your friends but do know where to draw the line. Your office does not pay you for gossiping and loitering around.
ROLE OF MANAGERS IN INCULCATING TIME MANAGEMENT SKILLS IN EMPLOYEES
Managers and superiors play an important role in inculcating time management skills in employees:
Managers must lead by example If you expect your team members to reach office on time, you
yourself have to be disciplined. Almost everywhere superiors are given some liberty but one should not misuse his power.
The rules and regulations of an organization are not only meant for subordinates but also for team leaders and superiors. Managers must adhere to guidelines of the organization for their team members to respect company’s policies.
ASK YOUR EMPLOYEES TO KEEP THEIR WORK STATIONS ORGANIZED
Go to each of their desks and check whether files and folders have been arranged properly or not? Make sure there are no heaps of paper on their desks. Instruct your employees to clean their drawers at least once in a week.
ASK YOUR ADMINISTRATION SUPERVISOR TO ISSUE NOTEPADS, REGISTERS, PENS, FOLDERS ETC TO ALL YOUR EMPLOYEES
Point them out if they write on loose papers. As managers, it is your responsibility to tell them their mistakes so that they manage things well. Personally check their drawers once in a while.
DELEGATE THEM RESPONSIBILITIES AS PER THEIR SPECIALIZATION, EDUCATIONAL QUALIFICATION AND BACKGROUND
Design their key responsibility areas after discussing what they are best at for them to take interest in work and complete assignments on time. Convey them their targets and deadlines from the very beginning. Make them aware of the goals and objectives of the organization.
PROMOTE VARIOUS TRAINING PROGRAMS
Promote various training programs to instil time management skills in employees. Conduct various workshops where employees can be given certain tasks apart from their daily work. Ask them to finish off activities within the assigned time slots. Reward them suitably.
BE A GOOD LISTENER Employees must have an easy access to their Boss’s
cabin. Proper coordination between employees and their team leaders is essential for effective time management. Do not keep tasks pending at your end. Give approvals on time and make sure your team members do not indulge in unproductive tasks.
CONCLUSION Time is a valuable resource that cannot be stored for later use. Time Management is the key available to all of us to make the
most effective use of our resources. such that they last us long and can be capitalized on a in the bet possible manner.
Time management is not only a basic management technique, it is also an essential life skill.
Our presentation will enable every one to be more productive in less time
Covered issues such as goal setting, beating procrastination, activity logs, scheduling , to-do-list and action plans will maximize your achievement and quality of life
Time Management helps to determine the priorities. Everybody has at their disposal the equal amount of time, it
once lapsed cannot be retrieved.
THANK YOU...
top related