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Time Managementfor personal Sense of Achievement
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Common Problem
I am very busy. The second crisis comes in before the first has finished
I don’t feel I have achieved anything this year
I don’t have control on my life. Things pile one on top of the other
I wish I have more than 24 hours per day so that I can get more things doneThe system overloads me with work. There is no time to breathe
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Objective
To help you introspect and find clues to improve your time
management & thereby enhance effectiveness
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Where are You
20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt
10% people feel they are short of time. They realise this and are keen to get help and see
how they can improve Time Mgmt
70% people feel they are not short of time. Though they don’t mind listening to someone. And then
tell him why all that is impractical
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Balance your life
Balance in Life is importantRecognize each aspect of life I am not getting enough time for family/personal life because of Work80% of day is spent at work
Family
Work
Health Finance
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Time management : What is it?
Doing the Right things and not setting Things right
In control of Life, not driven by circumstances
Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future
Having right balance in wheel of life
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Time Management
• To get most output within given resources
• To get time for important issues in life
• To feel fairly satisfied , secure & on top of things
• And thereby enjoy stress free life
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Time Management
The issue is not Awareness but Action
The Action happens when we say
I can’t live with this any more. I need to find an answer fast
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Managing your Time
Things to do list
Identify Priority
Making it happen
Evaluate deviations
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Impact of Attitudes
Believe that your area of control is large
Do most of the things because of reason and not mere indulgence
Believe that improvements are always possible and at any age
Have doubts rather than objections
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Written goals
Am I short of time to meet my vision & mission
It is not enough to have goals in mind. Put them down on paper
It is an agreement with yourself that you are aware of goals and will pursue them
Be thankful to the person who reminds you of your goals
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Creating TO DO Lists
Your daily list of tasksTasks that take you towards your goalsOne Sheet a DayTasks with defined importance: Q1: important and urgent: deadlines, fire
fighting Q2: important and not urgent: Planning,
Holidays Q3: urgent and not important:
Interruptions, meetings Q4: not important and not urgent: junk
mail , time wasters
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Working with TO DO Lists
Create the list before you start the day
15 minutes of investment will help you everyday
End of day: Review StatusStatus: C – Completed, T – Transferred, A – Abandoned, I – In progress
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Sample TO DO List
Task Priority
Status
Time needed
Prepare Slides for PPT
Q1 C 30 min
Collect Attendee info
Q2 I 45 min
Add Slides to network
Q3 T 5 min
Update Cases Q1 A 1 hour
Confirm to manager about tomorrow’s plan
Q1 C 5 min
Date: 22-Apr-2004
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Prioritizing- Scheduling
Look at your big list of To Do
Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it
Subsequently schedule the day or the time
Keep some buffersBe flexible to change but don’t change on small reasons
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Analyzing- Planning
Analyze what all affected your schedules
Think how to reduce crises
Involve those who have say in your work, in your time planning
Keep room for flexibilities
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Interruptions
Intrusive interruptions: phone call, personal conversationsNon-intrusive interruptions: e-mailHave a no-interruption periods: Closed door policy Phone off the hook Use non-intrusive interruptions Prioritize and don’t be reactive
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Crisis Situations
Be proactive not reactive Being proactive is highly motivating
Maintain a crisis logNothing is worth being reactiveIf you are only reactive… someone can replace you at your jobPrevent crisis by managing important but not urgent tasks, on time
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Procrastination
“… if we wait for the moment when everything, absolutely everything is ready,
we shall never begin.”
Understand what and why of your procrastination tendency Remember last time what was the gain to do it in timeCreate micro action planUnderstand how much time it takes to do a taskDo not be a last minute decision takerGather information for a task in advance.
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Meetings- Paperwork
Be bold to request absence from the meetings that are not useful to you Give feedback & suggestions to improve effectiveness Pre-circulate agenda if you are in charge Don’t accept shoddy preparation for too long Worth spending time to create filing system- soft & hard
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Delegation- Teamwork
Have faith that the other person can do itConvey expectations, rules & processes Observe in the beginning. Correct & encourage Be keen to help some one & spread interdependence Be sure that you are not the weak link of the chain
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Processes & Effectiveness
Process is a defined series of steps with responsibilities & guidelines
Try creating processes to handle repeat tasks
Make those involved aware of processes
Review processes often to improve efficiency
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Time Kit
One source for everything Goals Tasks Expenses Phone Book Ideas/Notes Lists: Books to read, Checklists
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Summary
Believe it is possible to get more out of existing time Writing down goals is the first important stepBreak down goals to tasksUnderstand your ‘most effective time zone’Create daily TO DO List for next 3 monthsPrioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in front
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Decide to be on top the situation rather than be part of the mess
Wish you all the Best