Time Management.pdf

The presentation comprises on certain time wasting elements, situation, activities and tells how to manage our time without compromising on our duties. This presentation is helpful for all people; Doctors, engineers, businessman, workers and others.

1. SERAJ UL HAQ
DCE, Member Power (Set-up)
[email protected], [email protected]
0332-7655537

2. Mayfly
2

3. Mayfly
3

4. Exercise

5. List Five
important
things in
your life
Mention time
you give to
each a day
Exercise

6. What do we,
the Humans
demand from
life?

10. What does
lifedemand
in return?

14. 86,400Bucks deposited
in your bank account each
day.
But….
You have to spend it wisely
all in one day. No carry over
You’d spend it all, Right?

15. Time is a Non Renewable
Resource
Once it is gone, it is gone.
You will never see this moment again.

16. Yesterday is History, Tomorrow’s a
Mystery But Today is a Gift, That’s Why
They Call it
The Present

17. 17
What is Time Mangement ?

18. “the act or processof planningand exercising
conscious controlover the amount of time spent
on specific activities, especially to increase
effectiveness, efficiencyor productivity”

19. improved
productivity
On time deliverables,
better performance
Increased efficiency
through better use
of resources
Time Management benefits in
Organization
19
Less crisis
management,
Happy life

20. Time Management
Dealing with other
People
Optimizing your time

21. 21
Time as a Resource

22. VS
=

23. Time is Money
How much do you cost ?
Your Salary Rs555,000/month [including all perks, overheads]
555,000
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22
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×
7ℎ�
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Rs. 3600 /hr

25. Who makes the time Budget ?

26. Can we loan time ?

27. Can we loan time ?
We cannot have 26 hours in one
day. But we can loan time :

28. Can we loan time ?
We cannot have 26 hours in one
day. But we can loan time :
From work to having fun with
friends
From Family time to watching TV
From Sleep to Work
We have to repay it and with
heavy interest anyway.

29. 30
Present oriented
Be Present Oriented, accept the realities

30. Attitudes towards Time
31
Past oriented:
Both positive and
Negative
Present oriented:
Happy, Pleasure
seeking
Future oriented:
Worried?/Hopeful

31. 32
Estimating Time
Under Estimate
Over Estimate
Stress, people want
completion
Deadline may mismatch
the requirement
Poor output quality
Stress, time pressure
Deadline may be missed
Poor output quality

32. 33
Estimating Time
What ever
you do
estimate it
Look, how much
time it took
when done
Compare and
reason

33. 34

34. 35

35. Interruption
Planning,
improvement
Crisis,
Emergencies
Time Waste
IMPORTANT
URGENT
YESNO
YES
NO
Spent Time Matrix

36. Stress
Burnout
Crises management
Firefighting
Focus on the immediate
Social Media
Watching TV
PubG
IMPORTANT
URGENT
YESNO
YES
NO
Must do

37. 38
Quadrants 1 & 4
From these which ones will you do first ?

38. Short term focus
Crises management
Low value on goals
Vision –Planning Long term
goals
Perspective -Future
Self Improvement, Learning
Proactive approach
Stress reduction
Stress
Burnout
Crises management
Firefighting
Focus on the immediate
Social Media
Watching TV
PubG
IMPORTANT
URGENT
YESNO
YES
NO
Must do
Drop/Delegate
Do it

39. Learn to Say No
(in professional manner)
Coherence
ability to get on with people
Balance
Focus
Flexibility
Portability
The situation must be
rare
Say NO
IMPORTANT
URGENT
YESNO
YES
NO
Must do
Drop/Delegate
Do it with planning
Characteristics of a Quadrant 4 Person

40. Top FiveTime
Wasters
21
3 4 5

41. Top FiveTime
Wasters
2
3 4 5

42. Non productive
Gossips in working
hours
Top FiveTime
Wasters
3 4 5

43. Non productive
Gossips in working
hours
Top FiveTime
Wasters
3 4 5

44. Non productive
Gossips in working
hours
Top FiveTime
Wasters
3 4 5

45. Non productive
Gossips in working
hours
Top FiveTime
Wasters
3 4 5

46. 47
Productive Work

47. 48
Busy Work
Just because you are busy does not
mean that you are productive.
To be productive, you need to be
effectiveand efficient

48. 49
Busy Work
Effectiveness
Efficiency
Doing the
right things
correctly
Doing the
right things

49. Busy v Productive Work
Problem No 1:
Procrastination
Putting off doing the things that you should
be doing at this point!

50. Low performance
Missed deadlines
Procrastination leads to:
Missed Promotion!!

51. Reasons for Procrastination:-
it will go away if
I don’t do it
Will do on target
date to save time
Do the enjoyable
one first
Too much work, less
time
Tired
Laziness

52. How to Stop Procrastinating ?

53. Set deadlines
Setting realistically achievable deadlines gives you something to
aim for. If you don’t have a set deadline you’ll find you
continuously put things off.

54. Break tasks into smaller parts
Breaking big tasks down into smaller sections makes them seem
more achievable and less time-consuming and daunting.

55. Write a list---Place keeping
If you have a lot of things to do, write a list of everything that
needs doing. Once a task is done, tick it off the list. This will bring
a sense of achievement and help spur you on to complete more
time-consuming work.

57. Set yourself rewards
For example, you could promise yourself a coffee and a cake or a
trip to the cinema once you get an assignment finished.
Rewards help you to focus on the task in hand.

58. 59
Overload & Overwhelm
Overload -Objective
Having more work than your time and resources
available for.
Overwhelm -Subjective
The stress response when we perceive our
workload as greater than we can handle.
Each is very different and has to be
managed in a different way

59. 60
Overwhelm
Know the enemy
List all the items that need to be done
Delete the least important tasks

60. 61
Overwhelm
delete items that can be deferred for
24 hours
In remaining items, tick the ones that
can be done quickly even if not
perfectly
Now handle the big rocks one at a time

61. Overload
Delegate
»What if someone else can do it
Defer
»What if I don’t do it now
62

62. Overload
Diminish
»What if I don’t do all of it
Drop
»What if I don’t do it ?
If you cannot delegate, defer, diminish, drop –
Then
63

63. DO IT !
64

64. 65
Schedule your
Priorities to avoid
crisis

65. Eat that frog first

66. Delegation
Delegate for the right
reasons –not for work you
don’t want to do
Work that you find
difficult to do
Not as a punishment
67

67. Delegation
Delegate because it
is more efficient
Delegate –it shows
trust-develop skills
Maybe a new way is
found to do the job
68

68. 70

69. 71
Failing to Plan
is Planning to Fail

70. “80:20 Rule”

72. •20% of the input creates 80% of the result.
•20% of the bugs in software are cause 80%
of the crashes.
•80% of the workis usually done by 20% of
the people.
•In most parties 80% of the foodwill be
consumed by 20% of people.
Examples

73. 20% of the activities
consume 80% of your
time
Find them and make
them productive

74. Some Rules

75. set
Limits

77. Learn to say no

78. Break problems down into smaller more
manageable pieces

79. Reduce your screen time if more than 2
hours on the average beyond your work

80. Replace negative relationships with positive ones

81. Develop outside activities –hobbies, social events,
education, etc

82. Seek advice from others, know and seek
professional help

83. Your Health is
Important

84. Negative thinking
and stress cause
illness
The first line of
defense is changing
your behaviour!

85. Change your Behaviour
Be assertive, Get organised
Humour,
Diversion and distraction

86. EXERCISE
Exercise daily for 30 –45 min.

87. Sleep

88. Sleep
DoDon’t

89. Healthy Diet

90. Eat simple & eat fresh.
Eat a diet low in fat, high
in complex carbohydrates.
Reduce caffeine intake.

91. Remember YOU CAN…

92. 95
Summary
Take home message

93. 96

94. IMPORTANT
URGENT
YESNO
Must do
Drop/Delegate
Do it

95. 98
Summary
Don’t procrastinate –Manage Your Time
Today
Start planning-make a 'do list' -start
–TODAY
Set and agree priorities to distinguish
between urgent and important tasks
Time is all we have and one day….

96. Lets enjoy Our Life with TM…..