TIME TIME MANAGEMENTMANAGEMENT

Dr. B. RajenderDr. B. RajenderJoint Secretary,Joint Secretary,

Ministry of Water Resources,Ministry of Water Resources,

River Development and Ganga River Development and Ganga Rejuvenation,Rejuvenation,

Govt. of IndiaGovt. of India

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“Effective executives do not start with their

tasks. They start with their time. And do not

start out with planning. They start by finding

out where their time actually goes. Then they

attempt to manage their time and to cut

back unproductive demands on their time.”

… Peter Drucker

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“Don’t be fooled by the calendar. There

are only as many days in the year as you

make use of. One man gets only a week’s

value out of a year while another man

gets a full year’s value out of a week.”

… Charles Richards

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25 years in sleep

8 years in study and education

6 years in rest and illness

7 years in holidays and recreation

5 years in commuting

4 years in eating

3 years in transition

That leaves only 12 years for effective work.

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Charles Schwab, an American millionaire, paid

a consultant $25,000 in 1936 to advise him

how to best use this precious, irretrievable

resource.

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“Start your day with a “TO DO” list and

priorities the vital few after picking them

from the trivial many.”

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Time is limited & Non-Renewable Resource Continuously passing and never waits Once lost can never be gained again.

Serenity in Life Means clarity or calmness in life Once known what we need to do we can

avoid confusion. Reduce Stress

Lack of efficient time management leads to stress

People having time management skills can handle work pressure better.

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Proper Discipline

Prepare a task list which describes what

needs to be accomplished in a given time.

It ensures that key tasks are not forgotten.

Efficiency in work

Optimum use of time means you accomplish

more in least possible time.

More efficiency results in better

performance.

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Monitor Progress

To achieve success continuous monitoring is

must.

Efficient monitoring requires establishing

standards against which we can compare the

actual progress

Price of Time Inefficiency

Statistic show a loss of one hour of productivity

each day due to disorganization/inefficiency

results in loss of one and half month in a year.

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Stress

Severe consequences on physical health

Mental abilities of objective judgment

Feeling of frustration and harassment

Appearance of incompetence,

ineffectiveness, inefficient

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Constant rushing

Frequent delays in every task

Low productivity and energy

Frustration

Impatience

Confusion between alternatives selection

Difficulty in setting and achieving goals

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There are too much to do; I can’t handle it all There is plenty of time; I can do that later I am busier than usual right now; I will do that later Planning my time just wastes more time Planning causes stress; and all stress is bad The busier I am; the better I am using my time

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The Firemen

The Over-Committers

The Aquarians

The Chatty Kathy’s

The Perfectionists

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Biological

Social

Business

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Sleeping

Taking Food

Taking Bath/other Similar Activities

Recreation activities

Physical Exercise

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Self Time

Time for daily thinking – early morning walk

Meditation, Introspection

Reading – Daily news papers, magazines, professional

magazines , books, general books and classics

Family Time

Strong and happy family life provides base for

success.

One should spare reasonable time for his family

depending upon the daily work schedule .

SOCIAL

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Social Time

One needs to fulfill his obligations towards

society by attending gatherings like

weddings, parties and other religious

functions.

Provides time to relax which ultimately

improves your efficiency.

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SOCIAL …..

Profession is such an activity where no one has

other choice, especially when someone is working.

Generally working hours are fixed people cannot

ignore this.

One must optimally utilize his time at work and

should avoid various time wasters during working

hour.

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Time budgeting

Managing time wasters

Managing interruptions

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An easy and practical guide to high level decisions on how you should invest your time

Time isn’t unlimited currency, so be sure to spend it wisely.Learning Time Budgeting increases one’s productivity and efficiency .Setting a Time budget means proactively allocating shares of time for the things that matter to you.Following a budget prevents you from wasting time on non- critical activities.

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Steps for creating Time BudgetOrganize yourself around key result areas.

Allocate time for each area:- Don’t pay much attention to current tasks. Be conservative with your overall budgeted time

Use a short time horizon for your time budget.

Spend and track your time

Review your Spending

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Conducting meetings Attending meetings/ conferences Court Work Answering telephone calls Touring Accompanying superiors on tour Inspections Socializing / public programmes Planning and organizing Thinking

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What time did I begin today? Why?

Could I have begun earlier?

What time did I start on my high priority task or goals?

Why?

Did I spend the first hour of the day productively? Why?

Which was the most productive period of the day ?

Why?

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Which was the least productive period of the day?

Why?

Who/ What was my most frequent interruption? How

can these be controlled or eliminated?

What were today’s three major time wasters? How can

I eliminate them?

What activities needed more time today?

How could I utilize my time better tomorrow? 24

Telephone interruptions

Drop-in visitors

Misused meetings

Crisis management

Lack of objectives, priorities, and daily plan

Cluttered desk/ personal disorganization

Ineffective delegation of responsibilities

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Attempting too much at once

Insufficient and unclear communication

Indecision

Procrastination

Inability to say no

Leaving tasks unfinished

Lack of self discipline

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Deciding about the mission of life

Setting goals

Prepare task list

Set priorities

Get started

Do not say YES to too many things

Deal with it for once and for all

Set start and stop times

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Get your work organized

Have a planning

Effective delegation

Use the telephone wisely

Control Visitors

Manage meetings

Organize your tours

Update and streamline the procedures

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Effective dealing with subordinates

Communicate effectively

Avoid procrastination

Make decisions

Learn to say “No”

Finish tasks

Develop self discipline

Control worry and stress

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Create a simple “To-Do” list on Daily/weekly basis.

Long time planner

Set Specific goals with specified time.

Discuss this with somebody.

Collect more information

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Make immediate tasks

Start with the pleasant parts first.

Do it with someone else

Reward yourself

Evaluate your progress

Go public

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ABC analysis

Pareto analysis(80:20 Rule)

Action priority matrix

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ABC analysisCategorize all your tasks according to its importance in the achievement of your goals.Tasks can be divided as follows –

Categories

A(Most

important )

B (Less

important)

C (Least

Important)Less work but having highest

priority

Less important as compared to

A-category Tasks

Lowest priority which can be ignored for sometime 33

Pareto analysis(80:20 Rule) Select limited number of tasks that produce significant overall effect in least possible time.“80% of the results can be achieved by doing 20% of the task or in 20% of the disposable time”

Identify tasks falling in category of those 20% which will lead to the 80% success.

By completing those 20% first ,we can easily get close to our success.

Rest 80% can be ignored or postponed saving our time.

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Action priority matrix Identify difference between important and urgent tasks so that one can choose which activities to prioritize and which one to drop.

Important and Urgent

Do Right Way

Important but not Urgent

Plan to Do as soon as possible

Less Important but Urgent

Delegate

Neither Important nor Urgent

Dump or Postpone

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Do it :- This needs to be done immediately

(Important and urgent).

Delegate it :- It needs to be done, but someone

else can handle it (Less important but urgent).

Defer it :- This needs doing but not now, it can

wait, so postpone it (important but not urgent).

Dump it :- Not important at all, so forget about

it(neither important nor urgent).

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The average person gets one interruption every ten

minutes , or approximately six an hour, or 40-50 per day.

The average interruption takes five minutes, totalling about

3-4 hours ,or near about 50% of the average work day. 80%

of those interruption are generally of “little value” or “no

value” creating approximately 2-3 hours of wasted time per

day. i.e 20% of the average work day spent on “urgent” and

“important” things , while 80% of the average workday is

spent on things that have “no value” .

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Tips for minimizing interruptions

Reduce telephone interruptions

Shorten the length of unnecessary

conversations

Put up the “Do not Disturb” sign and get on

with our work.

Learn to say NO graciously

It means postponement of things. This is the biggest problem of the human nature. People learn this trait from childhood. We often hear children saying “I will do this after two minutes”

A person becomes addicted to postpone the things without any reason:

Just a habit of postponingLack of confidenceLazinessHesitation to take the RiskToughness of the Work

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Recognize that you are Procrastinating

Work out WHY you are Procrastinating

Get over it

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Do update your knowledge from time to time.

Do realize your mistakes when you are wrong at

some points.

Do arrive at meetings well prepared and with all

relevant documents

Do take relevant notes and give your boss a copy

Do workout whether your manager prefers written

or spoken information, and supply it in that way.

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Don’t volunteer your opinions unless they are

requested or you feel they are important or relevant.

Don’t present any problems without offering some

viable solution to them.

Don’t be late for meeting with your managers.

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Environment

Experience

Individual characteristics

Awareness

Action

Improved performance

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Plan Ahead and Avoid Last Minute Rush

Anticipate

Don't cut too fine

Mid cut it too fine

Mid-term reviews

Maximize Delegation and Decentralization

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Set up your File Disposal Speed

Dictation boosts output

Referencing and flags

Standardised drafts

Train your PA

Handy library

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High Speed Meetings

Smaller groups are more productive

Advance preparation pays

Keep the discussion on the track

Little Drops of water Make the Mighty Ocean

Mop up small bits of time

Take files while on tour

Small Talk

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“Lost wealth may be replaced by industry, lost

knowledge by study, lost health by temperance

or medicine, but lost time is gone forever.”

……Samuel Smiles Samuel Smiles

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THANK YOUTHANK YOU

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