Time management-12222 1

TIME & SELF MANAGEMENTFOR PERSONAL SENSE OF ACHIEVEMENT

HAJI MUHAMMAD JAVED

National Institute of Public Administration

__________________________________________President: Employer Federation of Pakistan Chairman: Skill Development Council / Workers Employers Bilateral Council of Pakistan Ph. 091-2261898 Fax: 2570771 Cell# 0300-8584525 E-mail: javedashmatch@hotmail.com

Common Problem

I am very busy. The second crisis comes in before the first has finished

I don’t feel I have achieved anything this year

I don’t have control on my life. Things pile one on top of the other

I wish I have more than 24 hours per day so that I can get more things done

The system overloads me with work. There is no time to breathe

Objective

To help you introspect and find

clues to improve your time management & thereby enhance effectiveness

Balance your life

Balance in Life is important

Recognize each aspect of life

I am not getting enough time for family/personal life because of Work

80% of day is spent at work

What about the status of most important and valuable ___?___

Family

Work

Health FinanceFAITH

Time management : What is it?

Doing the Right things and not setting Things right

In control of Life, not driven by circumstances

Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future

Having right balance in wheel of life

Time Management

• To get most output within given resources

• To get time for important issues in life

• To feel fairly satisfied , secure & on top of things

• And thereby enjoy stress free life

Time Management

Time management has five main aspects:

Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results

The first 4 all interconnect and interact to generate the fifth - results

Managing your Time

Things to do list

Identify Priority

Making it happen

Evaluate deviations

Time Management Principles

Covey identified 4 waves in time management

1 Notes and Checklists Recognition of the demands on energy & time

2 Calendars and appointment books Scheduling with some focus on the future

3 Prioritization Comparison of the relative worth of activities

4 Self management Realization that time cannot be managed - it is ourselves

that we have to manage!

Spent Time Matrix

Q1

Q3

Q2

Q4

CrisesDeadlines

PreventionRelationship BuildingPlanningRecreation

InterruptionsSome MeetingsPopular Activities

Pleasant ActivitiesBusy WorkTime WastersTrivia

Urgent Not Urgent

Important

NotImportant

Quadrant 1

Being in Quadrant 1 brings

Stress

Burnout

Crises management

Firefighting

Focus on the immediate

Quadrant 3

Being in Quadrant 3 brings

Short term focus

Crises management

Low value on goals

Feeling of victimization / lack of control

Shallow relationships

Quadrants 3 & 4

Cycling between Quadrants 3 & 4 brings:

Total irresponsibility

High dependency on others for basics

Short career path in the organization

Quadrant 2

Being in Quadrant 2 brings: Vision

Perspective

Balance

Discipline

Control

Quadrant 2 Requirements

The basic requirements to reach Quadrant 2 are:

Clear definition of organizational roles and specifically your own role

Selection of and focus on SMART goals

Development and utilization of schedules

The practice of daily adapting in work role

Characteristic of Quadrant 2 Person

There are six basic criteria to allow a person to function in Quadrant 2:

Coherence Balance Focus An ability to get on with people Flexibility Portability

Planning

What is a Plan?What is a Plan?

Information & PlanningInformation & Planning

Time Management SystemsTime Management Systems

Goals & Time SpansGoals & Time Spans

CascadingCascading

The Daily PlanThe Daily Plan

Planning in Time Management

Rule

Failing to Plan

is Planning to Fail

What is a Plan?

A plan is a road map set in real time to reach an objective or set of objectives through the use of

defined resources

Information & Planning

Essential information:

You need to know what you have to plan

Once this is established Break the task into manageable chunks Gauge the time required for each chunk Schedule each chunk into a logical sequence

Time Management Systems Pitfalls

Totally dis-organized ‘system’ Nothing can be located when required

Perfectly maintained system Too much time is spent keeping the system in

perfect condition as opposed to actioning the items contained within it

Time Management Systems

Key components Appointments Dated deadlines Tasks - to do and work in progress Ideas and notes Key task identification Personal information Financial planning records Crises log Project log Contact list

Cascading Planning levels should cascade as follows:

Yearly overview plan

Monthly Plan

Weekly Plan

Daily Plan Note that in the cascade, the time span decreases

whereas the level of complexity increases

The Daily Plan The Daily Plan should cover three main areas:

Scheduled activities for the day showing time allocated to each

Identification of key tasks for the day to allow them to be prioritized

Indication of who you need to contact during the day to allow you to complete tasks

The Daily Plan

When setting out the daily plans attention is required to the following points: When do you perform best, suit your bio-

rhythm

Build in planning time at the start and end of the day

Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’

The Daily Plan

Guidelines continued

Leave room for unexpected

Don’t stack meetings back to back

Batch telephone calls

Build in quality time

Summary

Believe it is possible to get more out of existing time Writing down goals is the first important step Break down goals to tasks Understand your ‘most effective time zone’ Create daily TO DO List for next 3 months Prioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in

front

Decide to be on top the situation rather than be part of the mess

Wish you all the Best