Time Management Leaders Workshop
- 2. Common Problem I am BUSY I don’t have time I am not happy with my life I don’t feel I have achieved anything this year I don’t have control on my life I wish I have more than 24 hours per day so that I can get more things done
- 3. Balance your life Balance in Life is important Recognize each aspect of life is important I am not getting enough time for family/personal life because of Work 80% of day is spent at work Family Work Health Finance
- 4. Time management : What is it? Doing the Right things and not doing things right (efficiency) In control of Life, not driven by circumstances Enjoying JOURNEY of life: every day of it, not a perfect day in future Have right balance in wheel of life
- 5. Goals “ If you are not aware of the direction you are going, you will end up exactly where you are going” Focusing on important areas of life: Family, Work, Health, Personal Development, Finance A goal is anything you WANT to accomplish in your life. If you had only 6 months live: what are the things you want to do
- 6. Written goals “ Palest Ink is better than brightest memory” It is not enough to have goals in mind. Put them down on paper It is an agreement with yourself that you are aware of goals and will pursue them
- 7. Hints to Find Goals What do you want to accomplish in next 5 years? Long term goals Dreams/Ambitions Work Goals Professional Goals
- 8. Creating TO DO Lists Your daily list of tasks Tasks that take you towards your goals One Sheet a Day Tasks with defined importance: Q1: important and urgent: deadlines, fire fighting Q2: important and not urgent: Planning, Holidays Q3: urgent and not important: Interruptions, meetings Q4: not important and not urgent: junk mail , time wasters
- 9. Working with TO DO Lists Create the list before you start the day 15 minutes of investment will help you everyday End of day: Review Status Status: C – Completed, T – Transferred, A – Abandoned, I – In progress
- 10. Sample TO DO List Date: 14-Feb-2006 5 min C Q1 Confirm to Srinivas about tomorrow’s plan 1 hour Q1 Update SDK Test Cases 5 min Q3 Add Slides to qaweb 45 min Q2 Collect Photos (T-1) 30 min C Q1 Prepare Slides Time needed Status Priority Task
- 11. Achievements Achievements are not just major events that happen. Make every small achievement inspire you Achievements at every step Maintain good health Daily achievements Weekly Achievements Monthly Achievements Yearly Achievements
- 12. Obstacles Interruptions Crisis Situations Procrastination … more Overcome Obstacles with simple steps Play the Game of Basketball and shoot for your goals by overcoming obstacles
- 13. Interruptions Intrusive interruptions: phone call, personal conversations Non-intrusive interruptions: e-mail Have a no-interruption periods: Closed door policy Phone off the hook Use non-intrusive interruptions Prioritize and don’t be reactive
- 14. Crisis Situations Be proactive not reactive Being proactive is highly motivating Maintain a crisis log Prevent crisis by managing important but not urgent tasks on time
- 15. Procrastination No Excuses Prioritize DO IT NOW Understand how much time it takes to do a task Not all tasks take sometime. Understand what and why of your procrastination tendency Do not be a last minute decision taker Gather information for a task in advance. “… if we wait for the moment when everything, absolutely everything is ready, we shall never begin.”
- 16. FAQ Can I use a computer for to-do list? What about a mobile device or a personal organizer? How do I handle Follow up tasks?
- 17. Tips SWOT Analysis : Strengths, Weaknesses, Opportunities, Threats Get up 15 minutes early Make time for ‘yourself’ Understand your ‘effective time zone’ Deal effectively with interruptions Update your to do list daily Do not over-schedule Keep your list in sight Delegate, if possible Get Organized: paper, e-mail Do difficult tasks first
- 18. My Experience Spent hours to list all my goals in life Daily Lists made every day (95% of time) Examples of goals Recurring Goals: Pay Rent Pay Electricity, Ration Bills Prepare Monthly Status Report Long term Goals Buy a house, Office, Start a Business Personal development Read book, Exercise
- 19. Task Analysis TASK ANALYSIS FOR 3 MONTHS Only 65-70% of planned activities were completed during each month 20% of planned activities are transferred at least once. 10-12% of activities are abandoned On an average I take up 4-5 activities per day in addition to work related responsibilities
- 20. Lessons Learned I have plenty of time on hand. If an activity takes average of 30 min, I have a workload of 2-3 hrs per day besides the daily routine tasks. There is lot of time that can be utilized effectively 10% of activities are 'not necessary' but I plan them because I think should do it. But not achieving them does not have an impact at all in achieving my goals. 20% of activities are postponed because I do not set realistic targets or I do not do enough preparation to complete the activity.
- 21. Time Kit One source for everything Goals Tasks Expenses Phone Book Ideas/Notes Lists: Books to read, Movies to watch, checklists Chaos to ORGANIZED
- 22. Getting Started Write down Goals of your life Write down Goals of your life Write down Goals of your life Time management is toughest course on offer and many fail. Practice TO DO Lists for at least 3 months Then it becomes a habit Don’t give up If you fail to plan, you plan to FAIL.
- 23. Quick Revision Writing down goals is the first important step Break down goals to tasks Understand your ‘most effective time zone’/’time span’ Create Daily TO DO List for next 3 months A Page a day works best We have more time available than we ‘think’ DO IT NOW Make time management a ‘habit’ Don’t Give up: Stay motivated Achieve more in less time
- 24. Resources Books Stephen Covey: 7 Habits of Highly Effective People Time Management Kit Franklincovey Stores Even a notebook. (A page a day) Internet Resources www.balancetime.com www.timedoctor.com www.franklincovey.com
- 25. Thank YOU “ If fail to Plan, you plan to fail”