Time management and smart working in short time

“TIME
MANAGEMENT AND
SMART WORKING
IN SHORT TIME”
GROUP 3

SIDRA MUMTAZ
LECTURER IN
ZOOLOGY

CONTENTS.
Introduction
 time management and smart working
Why do we need to TM
TM Process
TM process in short time
Alfredo Pareto Rule
Smart working
Smart working Vs Hard working
Examples
Strategies for TM and SW
Benefits of TM and SW
Consequences of TM and SW
Conclusion

LEARNING OUT
COMES.
After this session you will be able to:
 Understand the importance of time
management
 Establish priorities based upon
values and goals
 Analyze and evaluate how they spend
their time

LEARNING OUT
COMES.
 Demonstrate self-management by
setting reasonable boundaries
 Learn the causes of procrastination
and discover ways to overcome it
 Develop and implement a planning
system

WHAT IS TIME
MANAGEMENT?
“The art of arranging, organizing,
scheduling and budgeting one’s time for
the purpose of generating more effective
work and productivity is known as TIME
MANAGEMENT”

WHAT IS SMART
WORKING?
“working smart is working with goal in
mind, a goal that meaningful to you”
 Smart working also refer being
creative and looking for other way to
get work done faster

WHY DO WE NEED
TIME
MANAGEMENT?
 To save time
 To reduce stress
 To function effectively
 To increase our work output
 To have more control on our daily
work schedule
“THE BAD NEWS IS TIME FILES
THE GOOD NEWS IS YOU ARE THE
POLIT”

TIME
MANAGEMENT
PROCESS
GOAL
SETTIN
G
COST
YOUR
TIME
MAKING
ACTIVIT
Y LOGS
PLANNING
Scheduling
Prioritizing

 COST YOUR
TIME
Understand how much your time is
important
Figure out how much your time cost
and apply this to your task
 Manage time efficiently

 GOAL
SETTING
Setting life time goals help to chart
your life course and your career
path
Breakup your lifetime goal in
smaller goals
Make a daily to-do list
Revise and update your list on
daily bases and judge your
performance

 MAKING
ACTIVITY
LOGS
Make a realistic estimate of time
spend during day on job order
Point out the critical areas
Finding the high yielding time of
our day

 PLANNING
Draw an action plan- A list of tings
that need to be done to achieve
your goals

 PLANNING
“6P”
FORMULA
PREVENT
POOR
PERFORMAN
CE
PLANNING
PRIO
R
PROPE
R

FOR EXAMPLE
LESSON
PLANNING
YEARLY MONTHLY
DAILY

 PRIORITIZING
 Write down all the task you need to
complete
 Break large task into their
components elements
 Allocate priority from a (very
important, or an urgent) to
(unimportant, or not at all urgent)
 You need to differentiate between
urgency and importance

 PRIORITIZING
Important
activities
have an
outcome
that lead to
the
achievement
of your goal
IMPORTANT
Urgent
activities
demand
immediate
attention, and
are usually
associated
with the
achievement
of someone
else’s goals,
or with an
uncomfortable
problem or
situation that
need to be
resolved
URGENT

 SCHEDULING
 Make a realistic estimate of how
much you can do
 Plan to make best use of the available
time
 Reserve some contingency time to
deal with unexpected jobs

FOR EXAMPLE
(DATE
SHEET/RTS/FLP)

PROCESS OF
MANAGEMENT IN
SHORT TIME
PUT
PRESSURE
ON
YOURSELF
BE
PUNCTUA
L
PLAN
AHEAD
COLLABORAT
E
Optimize
your
workplace

PROCESS OF
MANAGEMENT IN
SHORT TIME
JUST DO IT
GET THING
RIGHT THE
FIRST
TIME
GOOD LUCK
CHANGE
YOUR
THOUGHT
PROCESS

“IF IT'S YOUR JOB TO EAT A
FROG, IT'S BEST TO DO IT FIRST
THING IN THE MORNING. AND IF
IT'S YOUR JOB TO EAT TWO
FROGS, IT'S BEST TO EAT THE
BIGGEST ONE FIRST.”

ALFREDO
PARETO
80/20 RULE
IN 1979 the famous Italian
economist ALFREDO PARETO,
noticed that 80% of the Italy’s
wealth was controlled by 20% of
the population

ALFRED PARETO
80/20 RULE
TWO STEPS TO
TAKE
Move resources away from
the causes in the bottom
80% to the ones in the top
20%
Identify the causes
which are in the top
20%

SMART VS HARD
WORK
HARD WORK
Hard work would
mean spending
long hours to
complete work
without any
shortcuts. It
definitely ensures
results but the
process is long
and stressful.
SMART WORK
Smart work would
be aiming for the
same results but
with planning and
prioritization of
tasks.

SMART WORKER
IS……
 Smart is . . .
 CLEVER: showing intelligence and mental
alertness
 KEEN: sharp, insightful and calculating in
business and all your dealings (activities)
 LIVELY: vigorous and brisk (attitude)
 showing practical intelligence and
expertise
 NETWORKING : you cannot get much done
without people
 RESULT-ORIENTED: having the end in
view always WORK HARD AND WORK
SMART

Time management and smart working in short time

STRATEGIES FOR
TIME
MANAGEMENT
AND SMART
WORKING
 GET ORGANIZED
 Time is saved if you prepare your work
environment and equipment before hand
 Tidy your desk, make sure your chair in the
correct position and you have all the
information you need close at hand
 Having your appointment, tasks, key notes in
one place
 Helps you find information faster and also
help to prevent stress

STRATEGIES FOR
TIME MANAGEMENT
AND SMART
WORKING IN SHORT
TIME
 UTILIZED TIME GAP
 Time gaps are intervals of time free of
activities e.g. gap between classes, between
meeting, waiting in car etc.
 Utilize them to finish tasks that can fit in
For example
• Read up some thing
• Prepare for the upcoming activities
• Check tests/papers

STRATEGIES FOR
TIME
MANAGEMENT
AND SMART
WORKING
 AVOID MULTITASKING

STRATEGIES FOR
TIME
MANAGEMENT
AND SMART
WORKING
 Procrastination
the action of delaying or postponing something
Avoid high priority challenging tasks
 Causes
 Have a doubt on your skills and resources
 Do not know where to begin
 Waiting for right time or right mood
 Underestimate the difficulty of task

STRATEGIES FOR
TIME
MANAGEMENT
AND SMART
WORKING
Over come Procrastination
 Recognize that you are
Procrastination
 Work out why you are
Procrastination
 Find out the smaller part of the
task you can do right now
 Face your fear and the risks head
on

BENEFITS OF TIME
MANAGEMENT
AND SMART
WORKING
Fulfilment: satisfaction,
achievement in what you do
Productivity: you achieve more
output without overly exerting
yourself
Effectiveness: time, cost, results
Adding value: going the extra
mile as permitted by authority

CONSEQUENCES
NOT WORKING
SMART AND TIME
MANAGEMENT
 Burn-out, fatigue, invariably
our health is affected
 Inability to achieve our set-
goals, target etc.
 Low productivity (poor value-
add)

CONSEQUENCES
NOT WORKING
SMART AND TIME
MANAGEMENT
 Loss of self worth,
actualization
 Output less than our input,
as such, our efforts are not
being maximized

CONCLUSION
 Time management and smart
working are an essential skill that
needs to be mastered for academic
and work purposes. Analysis and
self-reflection on the existing time
management practices are a good
start in coming up with more
effective and efficient ones.
Identifying the strengths and
weaknesses will lead someone to
come up with a more workable plan
/ schedule. Further, the identified
weaknesses will help one to
develop and design more
responsive / effective time
management strategies.

ACTUALLY , BOTH HARD WORK
AND SMART WORK GO HAND-IN-
HAND BUT, SMART WORK IS
CONSIDERED BETTER BECAUSE IT
IS TIME SAVING, EFFICIENT IN
MONETARY TERMS AND
EFFECTIVE ALSO
CONCLUSION

Time management and smart working in short time

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