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TIME MANGEMENTTIME MANGEMENT

S. A . TabishS. A . Tabish

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Management SkillsManagement Skills

Managing Communication Managing ChangeManaging Conflict Managing Time Managing StressManaging Quality

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Manage yourself, not your timeManage yourself, not your time

Time can't be managed, time is uncontrollable we can only manage ourselves and our use of time.Time management is actually self management. It is interesting that the skills we need to manage others are the same skills we need to manage ourselves: the ability to plan, delegate, organize, direct and control

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Why time management?Why time management?

Time is a system of references for understanding & describing the occurrence & sequence of events.

Time is an important resource. So important that unless it is managed,

nothing else can be managed (Drucker).

Time - the unidirectional process of growth.

Time management is making optimal use of available time.

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TIMETIMETime is the coin of your life. It is the

only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you.

- Carl Sandburg

(1878 – 1967)

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Kinds of timeKinds of time

Specialty time: those responsibilities which are accomplished alone

Managerial time: time that is shared with others in a system (interaction)

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Organizing Your TimeOrganizing Your Time Time

management – to get a little more out of the time given

Think quality not quantity in your life and strive for balance, not obsession.

Key areas:1. Work 2. Travel 3. Study 4. Partner5. Children 6. Eating7. Relaxing8. Sleep

Achieving Balance

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Time Management Time Management techniquestechniquesPersonal commitment to improvingDeciding what not to doLearning to say noRecording how time is usedPlanning use of timePrime timeProgramming blocks of time for the

effort

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Time management stylesTime management styles

Mono chronic- to do one thing at a time

Poly chronic- to do two or more things simultaneously.

Using a time inventory.

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Managing time at Managing time at workwork

InformationFeedbackProper filing

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PrioritiesPriorities

Priority setting and procrastination

Identify the priorities as UrgentImportant

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Time WastersTime WastersIdentifying your time stealers Interruptions - telephone Interruptions - personal visitors Meetings Tasks you should have delegated Procrastination and indecision Acting with incomplete information Dealing with team members Crisis management (fire fighting) Unclear communication Inadequate technical knowledge Unclear objectives and priorities Lack of planning Stress and fatigue Inability to say "No" Desk management and personal disorganization

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Classifying activitiesClassifying activities

Activities are either: Time wasters – visitors, tel. int., unprod.

meetings (has a lower payoff) Time consumers (high payoff) 20% of one’s time involved in time

consumers produce 80% of positive outcomes & 80% of expended time in activities that are time wasters result in 20% of positive outcomes (Pareto Prin.)

The goal: have the least amount of effort produce the greatest positive outcomes.

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Schedule activitiesSchedule activities

Proactive and important, giving time and emphasis according to their importance (the proactive tasks help achieve results in your key areas)

Plan free time slots to fit in reactive activities.

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Time Management techniques Time Management techniques (contd)(contd)

Organizing the workspace (arrange environ to make life easier)

Blocking interruptionsManaging meetingsManaging people (delegate)Springing the time trap (time wasters

commonly encountered)Do not put off till tomorrow

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Strategies to manage your timeStrategies to manage your timeAlways define your objectives as clearly as

possible. Analyze your use of time. Have a plan. Action plan analysis. Your yearly plan should be reviewed daily and reset

as your achievements are met. Successful people make lists constantly. It enables them to stay on top of priorities and enable them to remain flexible to changing priorities. This should be done for both personal and business goals.

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Time Management ToolsTime Management Tools

Costing Your Time: Finding out how much your time is worth

Deciding Work Priorities: Concentrate on the right things

Activity Logs: Checking how you really spend your time

Action Plans: Planning to solve a problem

Prioritized To Do Lists: Tackling the right tasks first

Personal Goal Setting: Deciding what your personal priorities

At the heart of time management is an important shift in focus: Concentrate on results, not on being busy Many people spend their days in a frenzy of activity, but achieve very

little because they are not concentrating on the right things.

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The 80:20 RuleThe 80:20 Rule

This is neatly summed up in the Pareto Principle, or the "80:20 Rule". This argues that typically 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort. While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-scalar returns recurs so frequently as to be the norm in many areas.

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Costing Your Time - Costing Your Time - Finding Out Finding Out How Much Your Time is WorthHow Much Your Time is Worth

The first part of your focus on results should be to work out how much your time costs. This helps you to see if you are spending your time profitably. 

If you work for an organization, calculate how much you cost it each year. Include your salary, payroll taxes, the cost of office space you occupy, equipment and facilities you use, expenses, administrative support, etc

Calculating how much your time is worth helps you to work out how whether it is worth doing particular jobs.

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Activity LogsActivity Logs - Finding Out How You Really - Finding Out How You Really

Spend Your TimeSpend Your Time

Activity logs help you to analyze how you actually spend your time. The first time you use an activity log you may be shocked to see the amount of time that you waste! Memory is a very poor guide when it comes to this - it is too easy to forget time spent reading junk mail, talking to colleagues, making coffee, eating lunch, etc.

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Estimating Time AccuratelyEstimating Time Accurately

Accurate time estimation is a skill essential to good project management. It is important to get time estimates right for two main reasons:

Time estimates drive the setting of deadlines for delivery of projects, and hence peoples' assessments of your reliability

They often determine the pricing of contracts and hence their profitability

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TIME FOR EVERYTHINGTIME FOR EVERYTHING Take time to work-

It is the price of success. Take time to think-

It is the source of power. Take time to pray-

It is the key to revelation. Take time to play-

It is the secret of youth. Take time to read-

It is the road to happiness. Take time to dream-

It is the way to the moon. Take time to serve-

It is the purpose of life.

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The Bottom-lineThe Bottom-line

Our time on Earth is a gift from God.

What we do with it is our gift to God.

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THANK YOUTHANK YOU For Your TIMEFor Your TIME

How long a minute is, depends on which side of the bathroom door you are on.

- Zall’s Second Law