1 Time Management in Development Planning and Administration MPA 403 Lecture 8 FACILITATOR Prof. Dr. Mohammad Majid Mahmood Bagram Reflections ~ The bad news is time flies; the good news is ??????????????? ~ The bad news is time flies; the good news is you are the pilot.~ Michael Altshuler EVERYONE HAS THE SAME AMOUNT OF TIME 60 minutes per hour 1,440 minutes per day 525,600 minutes per year Why Time Management? TIME IS MONEY I wish I didnt spend so much time on __________ I wish to have more time to __________ Vision Be who you want to be! Where do you want to be in. 20 years 2 years 6 months What are your goals or vision for yourself ? Prioritize those things that are important to you and focus on them Let others know what is important to you Develop a roadmap Life is short! What is worth thinking about every day? *What interests you? *What motivates you? *What would you like to leave as your legacy (personally and professionally)? Focus, Focus, Focus Imagine you are already 60 years old, and you look back.what did you achieve, what did you do.. HOW A 60-YEAR LIFE IS SPENT? On An average 20 Years in Sleep 8 Years in Education 6 Years in Rest & illness 5 Years in Holidays & Recreation 4 Years in Commuting 4 Years in Eating 3 Years in getting ready to undertake all the above activities. This leaves only 10 years For Effective work. We make it more shorter by wasting time ---- Victor Hugo Time Management To utilise the available time in optimum manner to achieve ones personal and professional goals. Myths about Time Myth: The longer or harder you work the more you accomplish. Myth: If you want something done right, do it yourself. Myth: You should try to do the most in the least amount of time. Myth: Technology will help you do it better, faster. Myth: Get more done and youll be happier. Myth: There is only ONE CORRECT WAY to do a job. Myth: You cant be productive unless you are BUSY ALL THE TIME. Common Time Management Mistakes Many of us know that we could be managing our time more effectively; but it can be difficult to identify the mistakes that we're making, and to know how we could improve. When we do manage our time well, we're exceptionally productive at work, and our stress levels drop. We can devote time to the interesting, high- reward activities that can make a real difference. In short, we're happier! Mistake #1. Failing to Keep To-Do List Mistake #2. Not Setting Goals Mistake #3. Not Prioritizing Mistake #4. Failing to Manage Distractions Mistake #5. Procrastination (doing something from which one derives enjoyment, and thus putting off important tasks to a later time) Mistake #6. Taking on too Much Mistake #7. "Busy all the time" Mistake #8. Not Taking Breaks Common Time Management Mistakes Lack of discipline Indecisiveness Disorganization Inability to say NO Poor Delegation Skills Day Dreaming Worry Time Wasters Telephone Interruptions Drop-in Visitors Unscheduled Meetings Poor Communications Confused chain of Authority Co-workers Stress Family issues Time Wasters Time Management Allows you Eliminate wastage. Be prepared for meetings. Reduce excessive workloads. Monitor project progress. Allocate resources appropriate to a tasks importance. Ensure that long-term projects are not neglected. Plan each day, week, month or quarter efficiently. Biggest Mistake Dont try to achieve every goal you want to achieve, achieve only the goals you need and stay focused on the important things in life. Keep Only One Calendar! If you can dream it, you can do it Walt Disney Disneyland was built in 366 days, from ground-breaking to first day open to the public. Inspiration Delegation of workload Use technology Train others to do the jobs you want to delegate Have realistic expectations Provide additional information Remember that end result matters, not the methods Review progress of delegated task Time Planning Software Meeting Maker (www.meetingmaker.com) Electronic Assistant Lite 3.1 (www.dante- productions.com) Virtual Secretary 2012 (www.wizardware.com)www.wizardware.com Quick Reminder 1.12 (www.mobisystems.com) 31 Speaker phone: hands are free to do something else. Keep calls short Start by announcing goals for the call 32 Telephone 33 34 35 36 You may have heard of the term biological rhythms. This term refers to the times of day when your energy levels are at their highest and when you can accomplish your most important work. Biological Rhythms 25000 Dollar Advice !!! Start your day with a THINGS TO DO LIST AND PRIORITIZE THE VITAL FEW after picking them from many. CHARLES SCHWAB, an American millionaire paid a consultant 25,000 dollars for the above advice in the year 1936. TIME FOR EVERYTHING Take time to work Take time to think Take time to play Take time to read Take time to love Take time to serve Take time to laugh set smart goals and deadlines. break long term plans into weekly and daily action plans. think through your day while making way to your work. delegate tasks prioritize your daily work plans. avoid distractions. reward yourself when you meet your deadlines. enjoy everything you do. learn to say no RECOMMENDATIONS Conclusion Time Has No Holiday So Do the Best in You. Keep your balance Physical Intellectual Social Career Emotional Spiritual Take Action Today! Thank you for your kind attention! Thank you for your kind attention! FACILITATOR Prof. Dr. Mohammad Majid Mahmood Bagram