Download - Spiap time managment
Strategies to effectively manage your time
Prof Lalit Chande
WIN ++ ACADEMY
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Benefits of time management
Reduce stress and frustrations
Improves performance and job satisfaction
More time to enjoy life
Have control over your life through planning
Get a sense of achievement
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Effective Time Management
80:20 RulePareto’s Principle:
80% of results are achieved with only 20% of the effort
Focus your time and energy on the high impact tasks to achieve the greatest benefit possible
If you have achieved your expected outcome and done what needs to be done, then you may not need to do 80% of the task
Otherwise break the task down again working out the 20% that will bring the best results
Goal SettingTo avoid the pitfalls of confusion and lack of motivation,
you have to clarify what you want to achieveSMART 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?Write your goals down and be familiar with them
PlanningWrite down appointments, classes, and
meetings on a chronological log book or chartFirst thing in the morning, check what's
ahead for the dayIf you fail to plan, you plan to fail and you will
waste a lot of precious time while failing
“Action without planning is the cause of every failure .”
Alex MacKenzie
Prioritized To-Do ListWrite down all the tasks you need to completeBreak large tasks into their component elementsAllocate 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 orderTake action immediately and finish them one by oneThis helps you to focus on the important jobs first
Urgent versus ImportantImportant activities have an outcome that
leads to the achievement of your goalsUrgent activities demand immediate
attention, and are usually associated with the achievement of someone else’s goals, or with an uncomfortable problem or situation that needs to be resolved
PrioritizationThe Pickle Jar theory:
if you start by putting stones into a pickle jar, then pebbles and then sand, you will fit more into the pickle jar than if you do it the other way round
focus on the big, important taskshave plenty of time left over to
do other less important activities as well as the things that you enjoy
Top FourIdentify your top 4 tasks for the week and for
each dayPhysically write them out, to give them a
tangible formPut your top four tasks in priority orderComplete the first one on the list before
starting anything elseYou need clear goals in your life to decide the
top 4, and motivation to complete the task
ProcrastinationWhat is procrastination?
Putting off things that we should be doingAvoid high priority, challenging tasksSeek comfort in doing tasks you know you're
capable of completingCauses of procrastination:
Have doubt on your skills or resourcesDo not know where to beginWaiting for “right time” or “right mood”Underestimate the difficulty of the taskPerfectionism
Recognize that you are procrastinatingWork out why you are procrastinatingWays to overcome:
Find a small part of the task you can do right now
Identify the emotion associated with doing itFinish an incompleteDelete it and move onFace your fears and the risks head-on
Overcome Procrastination
Get organizedTime is saved if you prepare your work
environment and equipment beforehandTidy 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
Utilize Time GapsTime gaps are intervals of time free of
activitiesE.g. gaps between classes, between meetings, in
a queue, waiting in your carDiscover where you are likely to experience
small, wasted gaps of timeUtilize them to finish tasks that can fit inExamples of utilizing them effectively:
Make calls while waitingRead up somethingPrepare for the upcoming activities
Using your time TwiceDoing two activities simultaneouslyProductivity and efficiency are not being
sacrificedFor example:
Read or study while using public transportation
Listen to the radio while drivingUse home exercise equipment in front of the
TV
Learn to say NODo not say yes when you don't have the time,
motivation, interest or skills to do the task
Say “no” to tasks that have little impact on
your targets
Prevent stress
Avoid overworking
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DelegationAssign 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
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Thank you for your time
THANKS
DHANYAVAD
GOD BLESS AND BLISS U ALL