New Time Management by the Jamal Institute.ppt

About managing your time effectively in your business

1. Dr.P.Loganathan,(Retd.Principal)
M.Com.,M.Phil.,Ph.D.
Prof. of Management Studies
Jamal Institute of Management
Tiruchirapalli –620 020

2. (fhy epUthfk;)
What is time?
A gift of Nature.
Every one in the universe is equally blessed
without partiality
Can never be extended or contracted or destroyed
Can not be lent or borrowed
Can never be preserved or reused
Always be spent with or without the knowledge of
the owner
Time may fly or drag

3. Is it really time management?
Time Management vsSelf Management
Time Management is a misnomer, only
Management of self (one’s own activities)
Management of an organisation
Management of an event is appropriate
Time can never be managedas no one can exercise control over it
Only that which could be altered /adjusted /modified and molded to yield
the desired result can be managed e.g., Activities of a person / an
organisation/ an element/ a factor
Clock time adjustment can not stop or postpone sunrise or sunset or extend the
day’s duration –it can never be more than 24 hours.
Time can never be subjected to management
It can not be altered but the activities may be adjusted /altered /modified to suit
time eg., An hour is made as 55 min.
Starting examination by 15 min late and adjusting the clock to scheduled starting
time
Only the activities or behaviour of individuals are scheduled to suit the available time
and are managed /

4. Balancing of Time with
Unfulfilled mission of life
Time
Balance of life

5. Need for Self (Time) Management
Human life is time bounded but unknown
The value and belief emphasizes -being good
until death -to gain rebirth or to move to
moksha or to avoid rebirth.
General belief is that man has
a duty to his family
-to the nation
to the society
( may be extended further the mission of his birth)
Proper Self/time management will help
achieving them
To attain the mission of life –worth of time is to
be understood in the right perspective
What is its worth? -your life , you may know
where you are but ….

6. Need for Self (Time)Management
•Humanlife is timebounded but (balance of life ) unknown (hidden)
•The value and belief emphasizes -being good until death
-to gain rebirth / to move to moksha / to avoid rebirth.
•General belief is that man has
•( the mission of his birth -may be extended even)
•A duty to his family
• the society
the nation
• Proper Self/time management will help achieving them
•To attain the mission of life –worth of time is to be understood in the right
perspective
•What is its worth? -your life , you may know where you are but ….

7. Concept and Evolution of Time
Management
Valluvar says
gUtj;Njhnlhl;l xOfy; jpUtpidj;
jPuhik Mu;f;Fq;fapW
Acting according to time, sticking on
to time schedule will help leading life,
as if the rope helps the mountaineer,
to attain the peak without slip and with
safety.
Bharathiar says
fhiy vOe;jTld; gbg;G –gpd;G
fdpT nfhLf;Fk; ey;y ghl;L
khiy KOJk; tpisahl;L vd;W
tof;fg;gLj;jpf; nfhs;S ghg;gh
Time consciousness must be inculcated from the early age and Bharathiar
advises the kids that they should have routine, so that they would be healthy
mentally and physically

8. Evolution …. Contd..
•First Generation-go with the Flow
Keep a list of tasks/works to be done, do as much as
possible, postpone the rest to next day
•Second Generation–P2S2 -Plan, Prepare
Schedule for future appointment, Set goals
•Third Generation -PDDP Prioritised
Detailed Daily Planning
•Fourth Generation–Stephen R. CoveyFTF First
Thing First ( FIFO -inventory Management)

9. To Plan your time
•Always be time conscious
•Never postpone things
•Start now If not Now, never
•Set goals
•Group the activities –categorise them
•Set priorities
•Perform

10. Type of Time Plans
•Short Range –Daily / Weely/ Monthly
(Rational)
•Long Range –Annual/ 5 year / 10 year
(Domain)
•Flux Plans -Fitting to the environment
(Situational)

11. Goal Setting
(a powerful process of personal planning)
Directional
Muddling Thro’
Rational
Goals
Guide Posts

12. Setting goals effectively
(Guidelines )
Set the Goals positive
Let them be precise
Set the priority of goals
Write down the goals –
Let goals be performance centered rather than result
oriented
Let goals be realistic not over enthusiastic
Let goals be reasonably high neither too high nor too
low
Set goals for real pleasure, satisfaction and for
achievement

13. Rational goals
Short Range Goals
-Based on SMART Principle
S imple & Specific
M easurable
A s if now (Immediate)
R easonable & Believable
T imed

14. Directional goals
(Domain Planning)
Goals for longer range -
Outcome unpredictable
Answers?What I want to accomplish
Aim high
cs;Stnjy;yhk; cau;Ts;sy;

15. Muddling Through
(Continuously changing environment)
•Flux environment -
Uncertain goals
(Situational goals –fixing according to
environmental conditions which are self
breeders leading to chaotic situation)
•fhyk; fUjp ,lj;jhy; nra;jy;

16. Strategy
ProjectGoals ProjectAP
AP
Project
Action Plan / To do list

17. Now or Never
•Anything scheduled for tomorrow may not be realised –a post dated
cheque
•Basic Mantra for Time Management is to develop time sense and
time consciousness
•See and do everything with time consciousness
Let it be anything –taking bath,
taking lunch
attending calls
Conversing with friends
Start now itself

18. Get-set –Ready -Go
Where are you ?
Look at the base where you stand -18 years 3 months and 10 days
How long you are going to be here in this world? -Another 50 years?? Ok
What is your ambition ? -What you like to achieve in your life time?
Goal/ Ambition / the mission
Leading a peaceful -comfortable life
Serving and helping the cohabitants
Become a political leader
Religious Leader / Become a Sanyasi
Become a professional Lawyer/ Doctor/ Engineer
Become an Entrepreneur
Become a Richest person
Become a Social Worker
What you need to achieve or fulfill the goal ? Job / Money
How to get a job ? Build/ Develop/ Improve skill / -communication, work
 performance, problem solving , decision making

19. YOUR AMBITION COBWEB
FAMILY
Nice father,
husband
PERSONALITY
Honest/ Sincere
Well behaved
SOCIETY
A social worker/ good citizen
FINANCE
WORK
An Engineer/ Doctor/ Entrepreneur
YOU
Richest person

20. Priority Matrix
Important Unimportant
Urgent A B
Not so-urgent C D

21. Techniques for setting Priorities
ABC analysis –Putting the most urgent and important in
the ‘A’ category and subsequent items in the order of priority as ‘B’ ,
‘C’ etc.
Use of Pareto Rule of 80:20
80 % productivity achieved by doing 20% of the task (80% wealth
under the control of 20% family and20 % wealth goes to 80 % of
the lot)
Relativity Theory of Albert Einstein–
Time may fly or drag

22. PRIORITY GOAL PYRMID-1
(Directional/ Domain Planning)
GM
/ MD
EXECUTIVE
SUPERVISOR
SUBORDINATE

23. PRIORITY GOAL PYRMID-2
(Domain Planning/Directional Goal)
CM
MINISTER
MLA
PARTY WORKER

24. Understand the direction you wish
to proceed
•Where are you at present ?
Life Expectancy -Days spent so far
•Your strength and weaknesses ( Present)
Good at singing/ reasoning/ painting/ some trade
Poor in human relations/ communication / finance
•What you want to accomplish in the coming years ?
–5 years / 7 years/10 years
Build a house / become a supervisor/ purchase land
Start a business
•What you have to do for achieving that?
Earn sufficiently/ improve performance/ must be loyal / Get experience
•What changes are required in your current behaviour and attitude?
Do extra-time/ take up part time job / get training / pass examination

25. Understand the direction you wish
to proceed
•Where are you at present ?
Life Expectancy -Days spent so far
•Your strength and weaknesses ( Present)
Good at singing/ reasoning/ painting/ some trade
Poor in human relations/ communication / finance
•What you want to accomplish in the coming years ? –
5 years / 7 years/10 years
Build a house / become a supervisor/ purchase land
Start a business
•What you have to do for achieving that?
Earn sufficiently/ improve performance/ must be loyal /
Get experience
•What changes are required in your current behaviour
and attitude?
Do extra-time/ take up part time job / get training / pass
examination

26. Review of Goals
•If goals achieved are easy, make future goals
harder
•If goals are harder to achieve make them a little
bit easy
•Learn from experience
•Let the experience help adjusting or altering the
goals
•Let failures if any, be lesson for future and for
correction
•Alter or adjust the goals as you grow if needed
•Reward yourself on attainment of goals

27. Tips to Manage time
Aim high and visualise the goals
Share you goals and commitments with others
and gain support
Work on one or two things daily (goal oriented)
Always do the hard tasks/things first
Stay positive ( to your goals) and keep (them)
Alive
Look back and evaluate your goals
Feel happy over your success (sub-goals) and
reward suitably
Learn from your mistakes

28. SYSTEMATISE YOUR ACTIVITIES
•What ever you do follow a system
•Keep things in their respective places
1.( one spends nearly 16 hours in a year searching keys –Reader’s Digest
research -1998)
2.Let there be some method even in madness
3.Reject and refuse unwanted wasting of time
4.Mind waiting time is not a wasting time –do something useful while
waiting –traveling -one spends nearly 3 years in waiting Reader’s
Wiskinson University Research )
5.Modern equipments –Phone, PC/Internet, TV -the time destroying
monsters –let them be your slaves and you don’t be their slave
Manage the time spent on them