Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement

TIME MANAGEMENT
What does “Time”
(SELF) Management
do for you, your job,
your group and/or
your organization?

Acknowledgements
I have drawn materials from BBC Training Videos,
Industrial Society, UK; different authors’ books,
magazines, Journals and presentations to write this
presentation.
I sincerely acknowledge them and extend my courtesy
to use their knowledge for the sustainable development
of society on non-profit basis.

Breaking the Ice Statements
 I am very busy. The second crisis comes in before the first has
finished
 I don’t feel I have achieved anything this year
 I don’t have control on my life. Things pile one on top of the
other
 I wish I have more than 24 hours per day so that I can get more
things done
 The system overloads me with work. There is no time to breathe
Your Future is What You Make It TODAY!
“The best thing about the future is that it only comes one day at
a time.” --Abraham Lincoln

Program Objectives
 Understand the Importance of Time Management
 Benefits of good time management
 Assess your time management skills by introspect,
Identify the most common interruptions of working time
and ways to eliminate them.
 Apply the practical techniques, concepts, and strategies
developed through this program.

A Challenge
 Please write a definition of
T I M E M A N A G E M E N T.

Definition
The predictable control an individual
can exercise over a series of events.

Time Management means
 Time management refers to the development of processes and tools that
increase efficiency and productivity (for a student/person, or a business
organization)
 Time management doesn’t “just happen” for anyone – it is a SKILL that
must be worked on, and that most people find to be a life-long challenge
 The issue is not Awareness but ACTION
 The Action happens when we say
I can’t live with this any more.
I need to find an answer fast
 Doing the Right things and not setting Things right, in control of Life,
not driven by circumstances
 Enjoying JOURNEY of life: every day of it, not waiting for a perfect day
in future
 Having right balance in wheel of life

TIME/SELF MANAGEMENT
86,400 seconds (24 x 60 x 60) in each day
•Why it is that some people can run large organizations or even
countries within that time while others seem to get bogged down
in the simplest of jobs? The secret lies in effective time
management.
•Remember: It is what we do during the 86,400 seconds of each
day that will ultimately determine how successful we are in our
chosen career.
 In Fact: You do not manage time!
 You manage: Yourself, Others and Work

IMPORTANCE
TIME MANAGEMENT = LIFE MANAGEMENT
To realize the value of one year:
Ask the student who has failed his final exam with one mark.
To realize the value of one month:
Ask the mother who has given birth to a premature baby.
To realize the value of one week:
Ask the editor of a weekly newspaper.
To realize the value of one day:
Ask the daily wage earner who has 10 kids to feed.

Benefits
•Achieve better results
•Improve the quality of our work
•Work faster
•Lower our stress levels
•Make fewer mistakes
•Reduce the number of crises faced
•Increase our salary
•Improve our work satisfaction
•Improve the quality of our non-working life
(In short Efficient, Successful and Healthy)
Office productivity week takes place during the first
week of September every year.

What Do Students/persons Have to Juggle Now-a-days?
 College / office work
 Jobs
 Volunteer work
 Co-curricular activities
 Community activities
 Family responsibilities
 Social life

Early Warning Signs of TM Problems…
 Handing the work late
 Submitting work that is not up to your usual standard
 Forgetting commitments
 Finding that you often don’t have enough time to complete a task
 Making excuses for why work is not done
 Having to let go of activities you enjoy because of a lack of time or
low grades
 Asking teachers / higher ups for extensions regularly on submitting
your work
 Your grades don’t reflect your ability
 Take a minute to complete the “Time Management Quiz” to
determine how much you need to work on this important skill

Crisis Vs. Time Management
 Lots of people use more “crisis management” than
time management:
Crisis vs. Time
“I wish I had more
time”
“My mark reflected
the time I spent”
“I know I’ll get a bad
mark”
“I’ll get a good
mark”
“I don’t want to see
my grade”
“I can hardly wait to
see my mark!”
“Everyone will do
better than I will”
“I feel good about
myself and my
work”

The self-assessment questionnaire:
Yes No
 I tend to tackle paperwork the first time I see it
 I face more crises than I need to because of poor planning
 I sometimes have to be chased by others to get things
done
 I have a vague idea of what my priorities are
 I spend more than 30 minutes a day looking for things
 My meetings tend to last longer than necessary
 I allow others to negatively influence how I spend my
time
 I am always busy but not always productive
 I hang on to tasks that should really be delegated

Manage YOURSELF
Morning worker?
Evening worker? Identify PEAK Energy Hours
Late night worker?
Type ‘A’ behaviour:
Urgency
Competitiveness
Walks/moves quickly
Eats quickly
Hates delay
Guilty when relaxing
Impatient
Type ‘B’ behaviour:
Relaxed
Walks slowly
Lots of relaxing hobbies
Good listener
Patient
Thoughtful
Takes time to make decisions

What is Your Typical Day?
Now that you have calculated your time in a
day, think of how you could utilize that time
better..

Contd…Your Typical Day?
Activity 24 Hours Your Day 75 Years
Sleep 7 22
Work 10 32
Bathroom .75 2.25
Eating 1.5 4.5
Family 1 3
Socializing 1 3
Total 21.25 66.5
Undefined 2.75 8.5

Self Test
HOW WISELY DO YOU MANAGE YOUR TIME?
Tick the column that represents your time management style:
Mostly Sometimes Rarely Never
1. Do you write to-do lists daily?
2. Do you prioritize your to-do lists so that
you are able to do the most important
things first?
3. Do you finish most of the items on your
to-do lists?

Self Test
4. Do you strike a balance between the
demands of your self, family and
profession while planning your day?
5. Is your desk clean and organized?
6. Do you put everything in place?
7. Do you deal effectively with interruptions?
8. Can you easily find the needed information
in your files?
9. Are you cheerful during work?

Self Test
10. Do you allow yourself quiet time during
which you can work undisturbed every
day?
11. Do you deal effectively with callers
who talk for long on the telephone?
12. Do you focus on preventing problems
before they arise instead of solving
them after they arise?
13. Do you make the best use of your time?
14. Do you meet deadlines with time to
spare?

Self Test
15. Are you punctual at work, meetings and
events?
16. Do the subordinates cooperate
enthusiastically on tasks?
17. Do you delegate tasks well?
18. When you are interrupted, can you return
to your work without losing momentum?
19. Do you do something every day that
moves you closer to your long-range goals?

Self Test
20. Can you relax during your free time
without worrying about work?
21. Do people know the best time to
approach you?
22. Do you do your most important work
during your peak energy hours?
23.Can others carry on most of your
responsibilities if you are absent from work?
24. Do you begin and finish tasks/projects on
time?
25. Do you handle each piece of paper work
only once?

The 10 most common time wasters (thieves)
 Losing things
 Meetings
 Telephone
 Interruptions
 Procrastination
 Junk paperwork
 Crises
 Reverse delegation
 Perfectionism
 Distractions

TIME WASTERS
 Losing things
How much time is spent rummaging amongst the pile of papers on the desk in the
typical week? If we spend just 30 seconds every five minutes extracting an item from
the bottom of the in-tray, looking for a telephone number we scribbled down on a loose
piece of paper, or locating a misfiled document, it adds up to four hours a week. Time
we can not really afford to waste. How often do we have to do things twice because we
lost the original?
 Meetings
How much of our time is spent in meetings every week? What proportion of that time is
wasted due to meetings that should never have been held in the first place? How much
time do we waste because meetings start late or overrun? Do we often have to sit
through long meetings and find that only five minutes are relevant to us?
 Telephone
How many times does the telephone ring every day? What proportion of these calls are
unexpected? What is the average length of each call? What proportion of these calls are
really necessary? Do we allow out calls to drag on for longer than they should? Do we
ever find ourselves ringing some one back because there was something we forgot to
discuss during the first call?
 Interruptions
How many times a day are we interrupted by colleagues arriving at the desk? Are these
interruptions really necessary? Do these interruptions have a negative effect on our
performance? Do we encourage social interruptions by always stopping what we are
doing and chatting to people?

Contd…
 Procrastination
What tasks have we been avoiding over the past few weeks? What excuses have been used to
delay action? What is usually the end result of our procrastination?
 Junk paperwork
Are we as ruthless as we should be about getting rid of junk mail? Do we resist delegating
certain tasks because we enjoy doing them? Do we find ourselves browsing through
magazines, newsletters and brochures when there is higher pay-off work to be done?
 Crisis
Do we spend our days spent rushing around dealing with one crisis after another? Is every
crisis we deal with really a crisis? Is every crisis that we deal with really our problem? If we
were more pro-active would we have avoided some of these crises?
 Reverse delegation
Do we respond to requests for help by saving, ‘leave it with me, I will tackle it later?’. Is there
work on the desk that our subordinates have left for our input?
 Perfectionism
Do we spend extra time getting things 100% right when 95% would do? Does our attention to
detail on one project mean that something else more important does not get done?
 Distractions
In the middle of one tasks, do we often find our attention being grabbed by other work around
us on the desk? How do these distractions affect our work flow?
Working through our own personal list of time wasters, we should ask ourselves how much
time we waste in each category during the typical week.

Changing our habits
The four-step process of change:
Write down the time waster: Ex: Procrastination
Some causes of Procrastination: Natural laziness, Incompetence or inexperience in
handling a task, Unpleasant tasks, Cluttering of routine activities, Lack of willpower, Fear
of the unknown, Fear of failure, Bad habits, Waiting for more information, One may think
if he puts it off, someone else will do it.
List the problems caused by the time wasting habit: Next we need to list the problems faced as a
result of procrastination: constantly feeling guilty about unfinished work, increased stress
levels, spending too much time on the enjoyable things which bring few rewards, a
reputation around the office as someone who is unreliable.
Visualize the time saving habit: All thoughts of procrastination should be removed from our
minds and we should visualize ourselves as ‘doers’. What would things be like in the
office if we had the reputation for getting things done, rather than for procrastinating? How
would we handle our correspondence? How would we approach difficult reports? How
much unfinished work would there be lying in the in-tray? The benefits of being a ‘doer’
should be written down.
Develop the time saving habit: Next we need to write down the steps that are necessary to change
our time wasting habit:
a. I will stop using phoney excuses like, ‘I need to wait for more information’; I will gather
information of a task in advance.
b. I will have to remove tempting distractions such as brochures and magazines from my line of
sight;
c. I need to spend more time planning my day;
d. I need to break down large projects into smaller, more manageable tasks;
e. I will finish the uncomfortable items first and then reward myself with more enjoyable tasks.

NEITHER URGENT NOR IMPORTANT WORKS
 Gossiping
 Reading trivia/glossy magazines
 Shopping for fun
 Watching the whole of a cricket match (live)
 Internet surfing for fun and social networking sitess
 Visiting friends and neighbors aimlessly
 Watching a movie that has already been watched
 Taking unnecessary interest in others' personal matters
 Channel-surfing on Television
 Making long telephone calls aimlessly

PRECEPT OF PRIORITIZING
SOME URGENT AND IMPORTANT TASKS
• Repairing of vehicles
• Telephone repair
• Electricity repair
• Resumptions of water supply
• Preparing for the forthcoming marriage of a family member
• TV / Cable repair
• Attending the wedding of someone close
• Attending a funeral/cremation/condolence meeting
• Replying business e-mail
• Learning the intricacies of a new job
• Understanding the functioning of a new machine
• Consulting a physician on the illness of a family member and
oneself

PLAN your Work, and WORK your plan
Use the time management chart to plot your work on a calendar. Then stick to your plan to make
sure you finish on schedule. If you follow your plan properly, applying Pareto’s 80:20 principle, 80
per cent (80%) of your research results will be done by twenty per cent (20%) of your time and
efforts.
There are so many techniques like
‘ABC’ (A-Very Important; B-Important; C-Routine jobs),
Pareto’s principle (80:20),
Ivy Lee method,
KISS-(Keep It Short and Simple/Stupid),
Set Goals (SMART)
Eisen Hower principle etc.,
Pick any one to plan to your work using
Electronic To-Do lists,
Index card systems,
Diaries,
Personal Organizers,
Desk Planners,
Digital Diaries and Smart phones
Computers.
I suggest a simple, mixed model below for your reference. This can be used for daily planning or
for whole research process.

No To Do Priority Delegate Start Time End Time Status
1 Define research problem
& objectives
A Self Oct, 09 Nov, 09 Completed
2 Review of literature B Friends Oct, 09 Jan, 10 In progr /Partly received
3 Develop hypothesis B Guide+ self Dec, 09 EndDec,09 Completed
4 Develop research design A Self Jan, 10 Mid Jan,10 Completed
5 Collect, analyze and
interpretation of data
B Agency Mid Jan,10 March, 10 Transferred/ Ask for
clarity
6 Test-Hypothesis A Self April,10 End Apr,10 Consult guide
7 Prepare report (rough) C Desk Top
Publg centre
May, 10 End May, 10 Semi-finished
8 Prepare report (fair) B Self + DTP June, 10 End June10 Not started due to ill
health
9 BUFFER Time* Aug, 10 End Sep,10
*BUFFER Time is an extra free time kept, which is used for any unforeseen activities.
End of day: Review Status: C–Completed, T–Transferred, A–Abandoned, I–In progress
Celebrate your SUCCESS EUREKHA
Things To–Do List: Daily/ Weekly/ Monthly/ Yearly

Meetings- Paperwork
 Be bold to request absence from the meetings that are not
useful to you
 Give feedback & suggestions to improve effectiveness
 Pre-circulate agenda if you are in charge
 Don’t accept shoddy preparation for too long
 Worth spending time to create filing system- soft & hard

Delegation- Teamwork
 Have faith that the other person can do it
 Convey expectations, rules & processes
 Observe in the beginning. Correct & encourage
 Be keen to help some one & spread
interdependence
 Be sure that you are not the weak link of the chain

Processes & Effectiveness
 Process is a defined series of steps with
responsibilities & guidelines
 Try creating processes to handle repeat tasks
 Make those involved aware of processes
 Review processes often to improve efficiency

MASTERING PAPER WORK
Despite predictions about the move
towards the paperless office, we still seem
to be drowning in a sea of paper, much of it
unnecessary.
•Paperwork reduction campaign
•Effective paper handling
•Effective filing

Use your waiting time
 On public transportation
 At the doctor’s office
 Waiting for your plane
 On hold
 When you are early
FOR
Correspondence, letters or memos,
books or tapes

How to effectively use ‘waiting time’
 One of the best ways to get more out of your day
is to use ‘waiting’ time
 Create a list of 5 things that you can do in 10
minutes
 Create a list of 5 things that you can do in 20
minutes

37
Summary
 TIME = Things To Do + Identify Priority + Making it Happen +
Evaluate Deviations
 Time management is a skill that EVERYONE must work on, in
all areas of their life (personal, academic, and work)
 Successful time management requires self-evaluation and the
desire to improve
 Effective time management will require you to do things when
you don’t want to do them – you have to push yourself!
 The pay-off of good time management is ALWAYS worth the
effort

Review
• Set goals
• Prioritize
• Organize
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success

Apply what you’ve learned
 Using the steps, design your ultimate schedule
TIMELESS MANAGEMENT = PRICELESS MANAGEMENT
PROMISE: I will practice and teach THINGS TO DO, to a minimum
of three, priority one to my family, two to close relatives/ friends,
three to neighbours and others, on every Sunday or in leisure time of
a week and PASS this tradition going.
(3x 4 x 12 = 144 members) YOU changer of INDIAN FUTURE

Decide to be on top the situation
rather than be part of the MESS
Wish you all the BEST

May I request the audience to ask questions
and offer constructive suggestions for
further Improvement?
THANK YOU

Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement

More Related Content

What's hot (20)

Viewers also liked (20)

Similar to Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement (20)

More from Madhusudan Rao Datrika (20)

Recently uploaded (20)

Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement