Eighty Six Thousand Four Hundred • Visualize this: – Each day your bank deposits Rs. 86,400 in your account. – There’s just one catch. – You have to spend it all in one day. – You can’t carry over any money to the next day. 24 hours per day X 60 minutes per hour X 60 seconds per minute = 86,400 Seconds TIME • • • • ?? ????? ??????? ??????????? To Realize the Value of: • ONE YEAR, ask a student who failed . • ONE MONTH, ask a mother who gave birth to a premature baby. • ONE WEEK, ask the editor of a weekly newspaper. • ONE DAY, ask a daily wage laborer with kids to feed. • ONE HOUR, ask the student who is waiting for the result. • ONE MINUTE, ask a person who missed the train. • ONE SECOND, ask a person who just avoided an accident. • ONE MILLISECOND, ask the person who won a silver medal in the Olympics. THE ART OF TIME MANAGEMENT WHY TIME MANAGEMENT ? • To utilise the available time in optimum manner to achieve one’s personal and professional goals. Why Time Management is Important. Time Management Allows you • To eliminate • wastage. • To be prepared for meetings. • • To reduce excessive workloads. • To monitor project • progress effectively. To allocate resources appropriate to a task’s importance. To ensure that longterm projects are not neglected. To plan each day, week, month or quarter efficiently. Why we fail/Common Problem in Time Management Psychological Problems – Indiscipline Procrastination Inability to say “no” Lack of focus Interested in too many things at the same time. Lethargic attitude towards life Organizational Problem • Inability to stick to routine & schedule • Tendency to find out short-cut • Starting the next task before finishing the previous one. • Lack of proper prioritization • Lack of review/monitoring system • Inability to find out deviation • Poor delegation of the work Stephen Covey’s Time Management Matrix Urgent Not Important Important I . . . II Crisis Pressing problems Deadline-driven projects, meetings, preparations III . . . . . Not Urgent Interruptions, some phone calls Some mail, some reports Some meetings Many proximate, pressing matters Many popular activities . . . . . . . Preparation Prevention Values clarification Planning Relationship building True re-creation Empowerment IV . . . . . . Busywork Some phone calls Time wasters “Escape” activities Irrelevant mail Excessive TV "SMART" GOALS • S - Specific • M - Measurable • A - Achievable & Positive • R - Realistic & Rewarding • T - Time Bound Tips for Successful Time Management Doing things with concentration, dedication conflicts and commitment and not in a careless manner. Trust others and distribute works to others Never think about unnecessary things and never interfere in others matters Postponement of planned events is an avoidable bad habit Breakdown your goals into smaller task with manageable steps Be punctual Hurrying up is to always the best way of doing a thing faster Don’t forget or misplace things Use a calendar/ Get organized/Use Technology CRUCIAL TIPS FOR EFFECTIVE TIME MANAGEMENT 1. Prepare a time chart for a week detailing all the activities. 2. Find out the actual time spend on each activity. 3. Set your goals in the various areas like work, family needs, social obligation, recreation etc. 4. Break down long term goals in to yearly, monthly & weekly goals. 5. Prepare a list of all activities to be done the next day. 6. Have some to review the day’s performance & make plan for next day. 7. Have some buffer of some to meet emergencies or unforeseen contingencies. 8. Be creative. Think & find the solution for the problem & don’t just cry on the problem. 9. Develop good work habit. 10. Do the right thing at the right time. 11. 12. 13. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. Set priorities. Delegate wherever possible. Try to eliminate unproductive activities Evaluate your performance & working methods periodically. Learn to say “No” when necessary. Set realistic deadlines. Reward your self when you meet your deadlines. Save minutes, Save Hours. Do one thing at a time where task requires concentration. Use technology. Very important do not procrastinate. Stay focused. Enjoy everything you do. PLANNING THE DAY • Prepare a list of priorities for the day based on urgency and importance. • Get the timing right. • Morning is the time for hard work. • Interesting work, meetings and social events can take place in off-peak time. • Have work-breaks to over come fatigue. • Living 100% in the present improves your work output. RECAP • Yesterday is a cancelled cheque, Tomorrow is a promisory note,Today is ready cash. Use it. • When feasible, delegate. • Don’t let paperwork pile up. • Do not postpone work. • Identify your time waster and resolve to eliminate them. • Add times for relaxation and recreation in your schedule. Conclusion “If you waste your time, you waste your life.” “If you value and invest every second wisely, you will get the most out of life”. “Manage your time well, manage your life well” Time Management Time is life, do not waste it Identify major thieves of time and eject them Make a realistic list of things to do and act on it Eliminate unnecessary activities Memory aids such as diaries and reminders are useful Analyze how time is spent Never take on more than is necessary, learn to say no Analyze yourself and operate within your strengths Get on by being organized Employ a programme of physical and mental fitness Manage backlog Employ a schedule or planner to chart the way ahead Never cease striving to become more efficient and effective Treat each day as your last, maximize it.