effective time management

Effective Time ManagementAsad Abbas

Outline

What is Time Management Advantages Challenges Pareto’s Principle Strategies SMART Goals Steven Covey’s Quadrant

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Time Management

Time management is the ability to manage time using a range of skills, tools and techniques to effectively manage tasks, projects, goals and schedules.

The analysis of how working hours are spent and the prioritization of tasks in order to maximize personal efficiency in the workplace.

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Advantages

Increase Efficiency Increased Productivity Good Control Sense of Achievement Increased Energy Make or Keep Healthy Reduction of Stress

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Challenges

Time Wasting Unclear Objectives Procrastinates or Avoidance Disorganization Perfectionism Inability to say no Interruptions Low Self-Esteem05/03/2023 5

Time wasting

Fast time – When absorbed in or enjoying an activity

Slow time – When bored or doing something difficult

“Flow: The Psychology of Optimal Experience” by Mihaly05/03/2023 6

Productivity time

Greece

Czech

Rep

ublic

Slovak

ia

Poland

Cyprus

Sloven

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Hunga

ry

Estonia

Portug

alMalt

aSpa

in

EU-27

Belgium

France

Switzerl

and

Italy

Austria

EU-17

Finlan

d

EU-15

German

y

Sweden UK

Irelan

d

Denmark

Luxe

mbourg

Norway

Netherl

ands

0

10

20

30

40

50

60

70

80

Labour Productivity in EU

Weekly Working Hours Productivity Rate/Hour05/03/2023 7

Pareto Principle

80% of Work gives 20% Results 20% of Work gives 80% Results

One Rs.500 v/s Hundred Rs.5 Effective v/s Efficient Smart work v/s Hard work 05/03/2023 8

Strategies

SMART Goals - work smarter, not harder Prioritise - practise the 4Ds - Do, Delay,

Delegate, Delete Organise, to do lists Scheduling and Multitasking Learn to say NO Get the job done right the first time

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SMART Goals

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Simple Measureable Agreed Upon Realistic Time Based

SMART Goals

Specific Well defined. Clear to anyone that has a basic knowledge

of the project. Measurable

Know if the goal is obtainable and how far away completion is.

Know when it has been achieved.

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SMART Goals

Agreed Upon Agreement with all the stakeholders what the

goals should be. Realistic

Within the availability of resources, knowledge and time.

Time Based Enough time to achieve the goal. Too much time can affect project performance.

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Prioritize

Remember Pareto Principle Steven Covey’s Quadrant Practise the 4Ds - Do, Delay, Delegate,

Delete Address the urgent Accomplish what you can early Attach deadlines to things you delay

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Steven Covey’s Quadrant

Urgent Not urgent

Important

Unimportant

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Urgent Not urgent

Important

CrisesPressing ProblemFirefighting/Medical EmergenciesDeadline-driven projectsLast minute preparation for scheduled activities

Unimportant

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Urgent Not urgent

Important


Preparation/PlanningPreventionValues ClarificationExerciseRelationship buildingTrue recreation/Relaxation

Unimportant

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Urgent Not urgent

Important



Unimportant

Interruptions, telephone calls, emails, reports, meetings pressing mattersPopular activities

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Urgent Not urgent

Important



Unimportant

Interruptions, telephone calls, emails, reports, meetings pressing mattersPopular activities

Trivia, busy workJunk mailPhone messages emailTime wastersEscape activitiesViewing mindless TV shows

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Quadrant 1-Urgent/Important

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

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Quadrant 2-Not urgent/Important

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

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Quadrant 3-Urgent/Unimportant

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

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Quadrant 4-Not urgent/Unimportant

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

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Living in Quadrant 1

Are you in Quadrant I because of the urgency or the importance?

If urgency dominates, when importance fades, you’ll slip into Quadrant III.

But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II.

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Organise, to do lists

Release burden form your head. Have more in control on work Record of completed tasks.

Daily or weekly task list Rate "Important" or "Less Important." Rate "Urgent" or "Not Urgent"

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Scheduling and Multitasking

Schedule a deadline for each activity as a reminder to use your time efficiently.

Use calendar for scheduling

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Learn to say NO

You can’t do everything Don’t undertake things you can’t

complete Remain consistent to your goals

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First and Final Attempt

Don’t chose a task for which you are not certain.

Avoid repetition Give your best to your first attempt Avoid super perfectionism

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PMBoK

6 Processes

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Tips for phone calls

Keep calls short; stand during call Group calls

10 min before break 10 min before finish

Start by announcing goals for the call Don’t put your feet up Have something in view to do next Review, what we have agreed.05/03/2023 29

Tips for Effective Meetings

Punctuality Focus on meeting agenda ONLY Clear objectives, if not please chase up Manage specific topics individually Check agreement and action items at the

end of meeting

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Thank you

Questions

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effective time management

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