Effective Time Management
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The document discusses various techniques for effective time management. It covers identifying objectives and priorities, analyzing time wasters, and using tools like time planners, logs, and matrices to structure schedules. Specific techniques recommended include setting clear objectives, identifying and removing barriers to priorities, planning time accordingly, managing stress, controlling interruptions, delegating tasks, and using speed reading. The overall message is that applying these time management strategies can help save time and lead to greater achievements, success, and satisfaction.
Effective Time Management
- 2. Preview of Presentation Preamble Stages of time management Stress and time management Tools and techniques More effective time management
- 3. Preamble -It’s not the hours we put into a day -But what we put into the hours
- 4. Why Manage your time ? The benefits Time saved More Achievements Successful Results Less stress Greater satisfaction
- 5. Time as a resource Nature of time resource Fixed amount Total perishable No substitute Same amount for all
- 6. Lost Time Money Rs. 1000 per month = 11 ps. Per minute lost With employment cost:22ps. Per minute lost 22ps per minute per Rs. 1000 A salary of Rs. 50,000/- and 60 Minutes lost is .22x60x50=Rs. 660 per day per employee 660x5=Rs. 3300/week/employee 3300x45=Rs. 148,500/ year/employee
- 7. Preamble concluded Save time, get more achievements and be satisfied Once time passed, will never come again Time is a fixed amount of money
- 8. Key stages in time management Knowing where you should OBJECTIVES spend time on Identifying the barriers preventing PRIORITIES you spending time on right things Planning to eliminate the SELF DISCIPLINE barriers
- 9. Identifying barriers/Main time thieves Lack of clear objective Lack of effective planning Lack of self discipline Ineffective communication Too many interruption Ineffective delegation
- 10. Time Planning Process Identify key task Set priorities Access time needed Allocate time Check realism
- 11. Conclusion for time management stages Objectives should be set first at all. Identify barriers/main time thieves Remove barriers Plan the time accordingly
- 12. Stress and Time Management Definition Pressure or tension created on a material object Demand on physical or mental energy Distress caused by this Cause of stress Work overload Lack of information Conflicting demand Unsatisfactory relationships
- 13. Result of Stress Body Tired Sleepless Blurred vision Heart disease Mind Lack of concentration Pessimistic Confused thinking Feeling Impatience Depression Irritability Apathy
- 14. Managing Stress Be aware of your values and beliefs Manage your time Be positive Seek support Learn to relax
- 15. Stress and time management concluded Mismanaged work leads to tension/stress Results of stress are vital Stress should be managed carefully
- 16. Tools and Techniques Time planner Time Log Analysis Management Matrix
- 17. Time planner Year planner – broad-brush approach Month planners also broad-brush approach Desk diaries – good for allocating blocks of time, but not flexible Pocket diaries – nice and portable but with limited space
- 18. Time Log Analysis Identify Key Areas of our job Time planned or unplanned Who controls us? Controllable time
- 19. Time Management Matrix Urgent Not urgent Important 1. Activities Crisis Pressing problems Deadlines 2. Activities Planning Production capability Relationship building New opportunities Not Important 3. Activities Interruption Some mails/ calls Meetings, reports Pressing matters Popular activities 4. Activities Busy work Time waster Some mails/Calls Pleasant activities
- 20. Urgent Not urgent Important 1. Results Stress Burn out Always putting out fires 2. Results Vision Balances Discipline Control Few Crisis Not Important 3. Results Short term focus Crises management See goals/plans as worthless Feel victimized 4. Results Total irresponsibility Fired from job Dependent on others
- 21. Tools and Techniques illustrated Different tools are helpful to manage your time Priorities should be analyzed Important work should not be done in urgency
- 22. More Effective Time Management Speed Reading Controlling Interruptions Delegations
- 23. Speed Reading Don’t move lips/pronounce words Keep eyes moving forward, avoid rereading Develop a wider eye open Skim the text
- 24. Controlling Interruptions Key ways to avoid interruptions Do what you promise Stay in touch Delegate and delegate more Learn to say ‘NO’
- 25. Delegation Training Systematic As a substitute As a in charge of a small section As project in charge What can and what can not be delegated ?
- 26. After Delegation On going follow up Monitoring Reviewing Coaching/Counseling Measurement of deliverable
- 27. More effective Time Manag. concluded Different subjects can be make effective to save time in different ways Learn to say ‘NO’ Delegate to progress in new jobs
- 28. THANKS FOR YOUR PATIENCE