managing time effectively_wns

8/14/2019 Managing Time Effectively_WNS

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Confidential & Proprietary WNS Global Services 2007 1

Confidential & Proprietary WNS Global Services 2007 1www.wnsgs.com

Managing Time effectively

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Time Management


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Objectives

At the end of the session the participants will beable to :

Understand the importance of time

Plan and schedule personal and professional life

Set goals and prepare an action plan

Develop a system to manage time wisely
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What is Time Management?

Time management is making wise scheduling decisions

which involve self-discipline and delayed gratification.

Organization of activities so you can get it all done

Setting priorities so you know you can do the most important

things first

Establishing goals and intentionally managing your life instead of

reacting to events or drifting aimlessly through life


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Costing your time to the organization

Estimating value 1.5 X annual salary/ Working hours per year

= Cost per hour

Cost per hour/60

= Cost per minute


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$86,400

Picture this

Each day your bank deposits $ 86,400 in yoursavings account

There is just one catch, you have to spend it all inone day

You cant carry over any money to the next day

What would you do?You would spend it right!!!!


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Confidential & Proprietary WNS Global Services 2007 7Confidential & Proprietary WNS Global Services 2007 7www.wnsgs.com

$86,400

24 hrs in a day

*

60 minutes per hour

*

60 seconds per minute

=

86,400 seconds

Spend every second in an efficient and productive way

Manage yourself ,not your time


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Common Problems

Making the task appear bigger than

it is

Underestimating the time required

Leaving things to the last minute

Wasting time

Missing deadlines

Arriving late

Putting things off

Interruptions/distractions


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Time Vampires

The internet / e-mail

Waiting Time

The telephone / Interruptions

Lack of planning / Hurrying /

Underestimating Time

Procrastination / Disorganization

Overscheduling / Cant say no

Unrealistic demands on self & others

Crises


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What can we do?

- Recognize that obstacles exist

- Identify them

- Employ strategies to overcome


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Time Management Models

ABC Technique (Alan Lakein)

- List goals

- Assign priorities

- Decide tasks necessary tomeet goals

- Create "To Do" list

Natural Laws Technique

(Ben Franklin)

- Use a dailyplanner

- Deal with timerobbers

- Identify yourbehavior patterns Time Management Protocol (Brunicardi &

Hobson)

- Analyze use of time

- Set goals (professional, family &

personal)

- Organize day around goals


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Time Management Models

Time Management Matrix Technique (Steve Covey)

I-Important & urgent

II-Important & not urgent

III-Not important & urgent

IV-Not important & not urgent


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Time Management Matrix

URGENT NOT URGENTIMPORTANT

I DO NOWThese are activities that needto take precedence overeverything else. E.g. Finishinga report that might influencewhether or not you get apromotion.

Deadline driven projects

II PLAN TODO

These activities include

Relationship building

Recognition of newopportunities

Planning/PreparationRecreation

NOT

IMPORTAN

T

III REJECT &EXPLAIN

Urgency often screamsimportance, but on carefulexamination, most of theseurgent matters hold very littlelong term value.

Phone calls, mails,interruptions

IV RESIST &CEASE

These activities are often for fun.This category is comprised ofsuch activities as watchingtelevision, catching up on gossip,sorting out junk mail etc.


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Strategies for Managing Time

effectively


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1. Set SMART Goals

Specific

Measurable

Achievable

Realistic

Time-based

1. Set SMARTGoals

2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate


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2. Prioritize

o

elegate

elay

elete

1. Set SMARTGoals



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Thoughts to Ponder on.

Delegate!!One persons trash is anothers

treasure

of every request as an opportunity to negoti


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Prioritize

Use the 80-20 rule originally stated by the Italian economist

Pareto.

80% of the outcome comes from 20% of the tasks.

Identify the 20% that is most important and then prioritizeyour time to concentrate the most effort on those items.

Flag items according to importance by giving them an A, B or

C priority, with A being highest priority.

Set deadlines for tasks to focus on your priorities.


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Techniques to Prioritize

1. Address the urgent

2. Accomplish what you can early

3. Attach deadlines to things you delay


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3. Organize

1. Set SMARTGoals



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a) Using the Outlook Calendar

Use the MS Outlook Calendar to schedule and organize your

meetings and tasks


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b) Using Flags in Outlook

In the Flag section of the message, left click to set the default red flag, or right-click

to select a different color and follow up information.

Click Add Reminder to set a date and time for a reminder.

You can flag messages in your Inbox to help you in

following-up .


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c) Using Tasks in Outlook

Tasks are helpful for keeping track of your to do list. There are

three ways to add new Tasks:

Double click an empty line on the tasks page or Click New

from the tasks page.

A new window titled Untitled task will open. You can add

your task here. You can add reminder to tasks by checking the Reminder

box.

This will help you manage your time well and complete your

tasks in time.


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d) Using Time Log sheet

Use the Time Log sheet to monitor how much time youspend on various activities

Time Activity Time used(minutes)

Category

Phonecalls

Scheduledappointmen

ts

Drop-ins /Ad hocmeetings

Meetings Paperwork


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e) Using TO Do Lists

Break things down into small steps

Like a child cleaning his/her room - do the ugliest thing first

The four-quadrant TO DO List

1 2

3 4

Important

NotImportant

Due Soon Not Due Soon


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4. Learn when to say NO

You cant do everything

Dont undertake things you cant

complete

Remain consistent to your goals

1. Set SMARTGoals



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5. Concentrate on the task at hand

Focus on your goal

Tune out interruptions

1. Set SMARTGoals



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6. Planning

Failing to plan is planning to fail

Plan Each Day, Each Week, Each Month

You can always change your plan, but only once you haveone!

1. Set SMARTGoals



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7. Procrastination

Distractions that prevent you from starting a task

Concentrating on the not important and not urgent

May arise from uncertainty about how to do the task or its necessity

1. Set SMARTGoals



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Ways to Procrastinate

Clear the decks

Get stuck in

Short time limits

Activate your tasks!

Read-walk technique

Avoid distractions


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Handy Tips


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Paperwork

Clutter is death; it leads to thrashing. Keep desk clear:focus on one thing at a time

A good file system is essential

Touch each piece of paper once

Touch each piece of email once; your inbox is not your

TODO list


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Telephone

Keep calls short; stand during call

Start by announcing goals for the call


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Tips for Scheduling Time

Take both a long-term and a short-term perspective: schedule tasksfor each day, and schedule several weeks or even months at a time.

When your schedule changes, mark what really occurred in your day

for future reference.

Learn when your "high-energy" and "low-energy" times occur and

schedule your day accordingly.

Balance your activitiesschedule time to allow yourself to unwind.

Include time for physical exercise, recreation, and social activities.

Remember Parkinsons Law: Work tends to expand to fill the time

allotted.


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Tips for sticking to your schedule

Post your goals where you can always see them.

File time-saving ideas and tools. Add new tips to your

repertoire monthly.

Take some time today to prepare for tomorrows top

priority tasks. If you can find the file, review the timeline, or

highlight the key issues, and you will save time when you

get started tomorrow.

Plan rewards for using work time effectively.

Dont strive for perfection. If you achieve 90% of your

target for the day, you have been successful.


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Tips for controlling time-wasters

Schedule an hour of quiet time when you cannot beinterrupted.

Let your colleagues and direct reports know that you are

working on managing time wasters. Enlist their support.

Allow at least an hour a day of unscheduled time, so you

are prepared for time wasters.

Set end times for appointments to keep you focused on the

meeting window.

Note how much time a time waster cost you, so you have

more of an incentive to avoid it in the future.


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The Seven Habits

From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simon and Schuster, 1989

1. BE PROACTIVE: Between stimulus and response in human beings lies the

power to choose. Productivity, then, means that we are solely responsible

for what happens in our lives. No fair blaming anyone or anything else.

2. BEGIN WITH THE END IN MIND: Imagine your funeral and listen to what

you would like the eulogist to say about you. This should reveal exactly

what matters most to you in your life. Use this frame of reference to

make all your day-to-day decisions so that you are working toward your

most meaningful life goals.


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The Seven Habits


3. PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep

our mission in mind, understand whats important as well as urgent, and

maintain a balance between what we produce each day and our ability to

produce in the future. Think of the former as putting out fires and the latter

as personal development.

4. THINK WIN/WIN. Agreements or solutions among people can be mutually

beneficial if all parties cooperate and begin with a belief in the third

alternative: a better way that hasnt been thought of yet.


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The Seven Habits


5. SEEK FIRST OT BE UNDERSTANDING, THEN TO BE UNDERSTOOD.

Most people dont listen. Not really. They listen long enough to devise a

solution to the speakers problem or a rejoinder to whats being said. Then

they dive into the conversation. Youll be more effective in you

relationships with people if you sincerely try to understand them fully

before you try to make them understand your point of view

6. SYNERGIZE. Just what it sound like. The whole is greater than the sum of

its parts. In practice, this means you must use creative cooperation in

social interactions. Value differences because it is often the clash between

them that leads to creative solutions.


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The Seven Habits

From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simonand Schuster, 1989

7. SHARPEN THE SAW. This is the habit of self-renewal, which

has four elements. The first is mental, which includes reading,

visualizing, planning and writing. The second is spiritual, which

means value clarification and commitment, study and

meditation. Third is social/emotional, which stress

management includes service, empathy, synergy and intrinsic

security. Finally, the physical includes exercise, nutrition and

stress management.


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ACTION PLAN

The top 5 takeaways from the program -

1. Learn to say "no." When feasible, delegate.

2. Don't let paperwork pile up.

3. Ask yourself, "What is my objective or goal?"

4. Break a job into bite-sized pieces; don't procrastinate because it

all can't be done at once.

5. Identify your time wasters...and resolve to eliminate them.


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The BIG ROCKS of Life


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READING LIST

Diana Hunt, PhD. and Pam Hait: The Tao ofTime: Time Management in the Real World

Stephen Rechtschaffen: Time Shifting: CreatingMore Time to Enjoy Your Life

Mary Sotile and Wayne Sotile: MedicalMarriages. A couple's survival guide

William Bridges: Creating you and company: Bethe CEO of your own career

Ann McGee-Cooper with Duane Trammel: TimeManagement for Unmanageable People

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