time management
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TRANSCRIPT
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TIME IS THETIME IS THESCARCESTSCARCESTRESOURCERESOURCE
AND
UNLESS IT IS MANAGED, NOTHINGELSE CAN BE MANAGED
- PETER F DRUCKER
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Misconceptions
• I work better under pressure
• Too serious – takes fun out of life
• Takes away your freedom – Discipline
• Time Management requires lot of work & I don’t have time !
We cannot control how much time we have.We can only control how we use it.
We cannot choose WHETHER to spend it, butONLY HOW.
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Realities of Time Management
• You can’t do it all
• Hurrying is not the answer
• Longer hours is not the answer
• Time is valuable
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REAL PURPOSE
• Prevent much stress• Creates balance in life – work, home, self• Increase in productivity• Progress in achieving your personal goals
What we gain from Time Management inessence, is not more time, but a
better life
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Get these traits under control, if
They are hindering in managing your time
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TIMEMANAGEMENT IS
MOSTLY CHANGINGHABITS –
HABITS RELATEDTO TIME
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HABIT
A CONSTANT, OFTEN UNCONSCIOUS INCLINATION TO
PERFORM SOME ACT, ACQUIRED THROUGH ITS
FREQUENT REPETITION. A HABIT IS AN ESTABLISHED
TREND OF THE MIND OR CHARACTER
ANYTHING WEREPEAT CAN
BECOME A HABIT
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Habits are powerful factors in
our lives. Because they are
consistent, often unconscious
patterns, they constantly,
daily, express our character
and produce our Effectiveness
or Ineffectiveness
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WRITE DOWN THE HABIT YOU WANT TO CHANGE
WRITE YOUR GOAL IN FINISHED FORM
MAKE YOUR RESULTS MEASURABLE
LIST ALL THE PROBLEMS YOU CREATE WITH YOUR HABIT
TO BUILD MOTIVATION FOR CHANGING, LIST ALL THE BENEFITS OF BREAKING THE HABIT
EXAGGERATE THE RESULTS – DO THIS FOR THREE WEEKS UNTIL YOU HAVE ESTABLISHED THE NEW PATTERN
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TIME WASTERS
• Not properly planning
• Interruptions
• Personal disorganization
• Inability to say no
• Procrastination
• Poor Delegation
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PLANNING
• It is a process that precedes everything we do either on our own or with others
• Formal process by which specific objectives are set and detailed ways of accomplishing these objectives are established
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• SETTING OBJECTIVES
• DETERMINE PRIORITY OF OBJECTIVES
• IDENTIFYING RESOURCES
• EXECUTING ACTION PROGRAMMES
• MAINTAINING CONTROL
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Planning your day, rather than allowing it to unfold at the whim of others, is the single most important piece in the
Time Management puzzle
1. Start with long range goals & objectives
2. Relate the day’s activities to those goals
3. Assign priorities to the day’s tasks according to their contribution to your overall goals
4. Schedule tasks according to priority and to the degree of concentration required
5. Stay on track, using the plan to guide you through crisis and interruptions
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1. GET IN THE HABIT OF WRITING A TO-DO LIST EVERY DAY
2. BE REALISTIC & AWARE OF LIMITATIONS OF YOUR TIME
3. DON’T OVER SCHEDULE
4. ALLOW A TIME CUSION
5. REVIEW YOUR LIST EVERY MORNING
6. ADD MORE ITEMS AS YOU DO THEM
7. BEFORE DOING EACH ITEM, ASK “WHY ME?” – DELEGATE WHEN POSSIBLE
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INTERRUPTIONS
SELF OTHERS
DAY DREAMING, TAKING A BREAK, TURNING OUR ATTENTION TO SOMETHING ELSE
ONE MINUTE
• SELF DISCIPLINE
• SET DEADLINES
• ASK BEFORE SAYING YES
• SET A TIME LIMIT
• STAND UP
• GO TO THE OTHER PERSON’S OFFICE
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Chronically disorganised people are a serious liability to their organisation
Self-discipline is the key
SELF DISCIPLINE IS A HABIT AND LACK OF IT IS A HABIT TOO!
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Come out of this attitude !
DIN – DO IT NOW
Never do to-day what youCan postpone tomorrow !
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• Make a conscious effort to develop a DIN attitude
• Set deadlines for yourself
• Set deadline for starting• Commit deadline to some one
• Develop a clear mental image (Positive) of finishing the work, and of how you will feel when everything is done
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• Single most powerful strategy
• Double benefit: you & staff
• General rule: Never perform a task that someone else can effectively do
• Remember the 3 concepts - Responsibility - Authority - Accountability
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• I can do it better - you are not developing staff
• I can do it faster - not doing is fastest
• I am insecure - no promotion if no successor
• I don’t want to give up - delegate first what you do best
• It is a dirty job - every job has its share - some want to prove
• I want to keep control - not an effective way of using your time
We become better managers of people & time
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• Have lower expectations initially
• Accept less than perfection
• Train your staff
• Give feedback, Positive & Negative
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Set few goals and achieve (most people give up a maddening five feet from the goal !)
No one ever achieved a goal by being interested – one must be committed
Gain momentum by DOING