Time Management Training Pack

8/2/2019 Time Management Training Pack

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Training Pack

Improve your performance by harnessing time resource!

Author

Sohailuddin ALAVIInternational Training Adviser, AIBF

(International Expert in Capacity Building and Institutional Development)

March 2012


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1 Afghanistan Institute of Banking and Finance (Author Sohailuddin ALAVI) March 2012

Time Management Training Pack

Authors Profile

ALAVI, Sohailuddin

He is a capacity building and institutional development expert. He brings learning through workinginternationally for more than 28 years. Through the years he has unleashed skills in document writing,

proposal development, critical thinking and creativity. His career spans over 28 years of learning

In his initial career he has worked in a Pakistani bank as trainer, coordinator and training manager for

management development programs for almost 15 years. Later he established his own institutional

management and training consultancy. As consultant he has had conducted numerous management

training workshops both in Pakistan and Afghanistan. Besides, he has had worked on many institutional

development projects in the corporate, development sector and the Govt. departments, as consultant.

He has taught for more than ten years in the undergraduate and post graduate programs of Shaheed

Zulfikar Ali Bhutto Institute of Science and Technology, Faculty of Management Sciences and Karachi

University Business School, Pakistan. He has written extensively in management, leadership, organization-behavior; business ethics, and entrepreneurial development for professional magazines, authored books

and training manuals.

Personal Contact Details:

Email: [email protected]

Public Profile:http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997

Cell No. 00 92 (0) 333 213 87 42

Karachi, Pakistan
http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997


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Table of Contents

1.About Time Management 012. Success Horizon 023. Process of Success 034. How I Manage Time: Self talk 055. Personal Competitiveness 066. Time Management 077. Time Management Behaviors 088. Time Management Orientation 099. Time Management Paradigm 1010.Dos and Donts of Time Management 1111.Self-Assessment Activities

a. Time Management Activity I 13b.Time Management Activity II 14c. Time Management Activity III 15


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About Time Management

Time management is a transient goal. The ultimate goals is however to optimize results

that add value in our work and life as effectively and efficiently as possible. This follows

that time is a resource that warrants harnessing it in productive directions: As a principle,

time spent accomplishing results is better than time saved achieving nothing.

Several myths surround time management:

Time can be saved! Wrong, time can either be utilized productively or it parishesaway.

Managing time is the end in itself! Wrong, time management is about doing rightthings at the right time.

Doing loads of work in less time is time efficiency! Wrong, doing important thingsfirst is managing time efficiently.

Doing things well in time is time effectiveness! Wrong, optimizing results in agiven time is managing time effectively.

Always doing things on scheduled time is time discipline! Wrong, doing things atthe right time is discipline

Firefighting is responding to the need of the hour! Wrong, planning ahead of timeprevents firefighting

This training pack on Time Management will walk you through real process of managing

your time; unravel your challenges in managing your time; help you identify habits you

need to develop for managing your time to optimize your accomplishments.

I would like to dedicate this booklet to my Parents, Family members, the Institute of Banking and

Finance (AIBF) and the Universities and other institutions where I studied and taught.

Sohailuddin AlaviMarch 12, 2012


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SUCCESS HORIZON

Different people will continue to perceive and

describe SUCESS by their own set of experiences

and expectations.

Some definitions follow

Leaders define success as "Commitment to thedestiny".

Managers defines success, "Achieving goals". People define success, "Meeting obligations". Few define success as "Just prevailing over the

rest".


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PROCESS OF SUCCESS

Succeeding successfully is about

Continually improving upon personalaccomplishments;

Building mutually fulfilling interpersonalrelationships;

Developing positively effectiveperformances.


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How I Manage Time: A Self-Talk

Instructions: Ask following questions to yourself

1. Do I prefer to do things that excite me?2. Do I prefer to do things that are easily done?3.

Do I prefer to do things that are conveniently done?

4. Do I prefer to do things that bring immediate rewards to me?5. Do I prefer to do things that catch others' attention?6. Do I prefer to do things that please others?7. Do I prefer to do things that I must do?8. Do I prefer to do things that others compel me to do?9. Do I prefer to do things that I see others doing?10. Do I prefer to do things that others dare to do?

If you have answered "YES" to most of the questions, this indicates that you prefer toconsume most of your TIME doing things that tend to hamper your productivity quotientfrom improving any further.


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Personal Competitiveness

It is your ability to build and sustain a uniqueadvantage of yours

It is your ability to outperform by improvingfaster than yesterday

It is your ability to perform efficiently andeffectively

In short, it is about doing right things at theright time


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PERSONAL CHARACTERISTICS

Successful people are always led by their

VISION & VALUES

Successful people always do

Right things Right

Successful people always follow

First thing First


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TIME MANAGEMENT

Myths

Time management is allocating time evenly. Time management is doing more in less time. Time management is doing everything in a day.

Realities

Time management is succeeding successfully. Time management is spending time

productively.

Time management is doing right-things rightfirst time, every time.


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TIME MANAGEMENT BEHAVIORS

Type 'A' Behavior Patterns

A set of aroused behaviors marked by constantmovement, impatience, competition, and

placing of great pressures / demands on one

self to achieve and be perfect.

Type 'B' Behavior Patterns

A set of behaviors exhibited by individuals,who are relaxed, laid-back, easygoing,

comfortable with themselves, and more

cooperative than competitive.


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TIME MANAGEMENT ORIENTATION

Urgency Orientation

Functions without the Vision (End in Mind). Characterizes reactivity, crisis management, and

procrastination.

Disable to plan the week ahead. Compel to spend extra time in doing urgent but

unimportant tasks.

Leaves with salvaged performance / productivity.

Result Orientation

Vision provides the direction as well as motivation. Characterizes initiative, pro-activity, preventive

management.

Enable to plan the week ahead. Encourage to allocating time more rationally. Leads to optimized performance / productivity.


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TIME MANAGEMENT PARADIGMAdapted from, "Principle Centered Leadership, by Stephen R. Covey"

Quadrant # 1

ProactiveManagement:

- Planning- Organizing- Influencing- Controlling

Quadrant # 2

CrisisManagement:

- Ratifying- Salvaging- Problem sensing- Troubling shooting

Quadrant # 3

DelusiveManagement:

- Lobbying- Diversions- Interruptions- Keeping busy

Quadrant # 4

FunManagement:

- Distorting- Gossiping- Day dreaming- Procrastination


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Dos AND Don'ts OF TIME

MANAGEMENT

Dos

Always begin with the END in mindAlways plan your WEEK ahead.Always do RIGHT THINGS not just THINGS

RIGHT.

Always say YES to important actions overunimportant actions.

Always spend more time in PLANNING &PREVENTING, your time spent on crisis will

automatically reduce.

Don'ts

Never plan a DAY or a MONTH. Never procrastinate on important actions. Never let DELUSIONS work on you. Never indulge in NON VALUE ADDING actions.


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MANAGING TIME: Activity I

Instructions:Read each statement independently of the other and respond. If youtotally agree to it then mark a tick in the Yes column. If you totallydo not agree to it then mark a tick in the No column. But if you thinkin between yes and no then mark a tick in the May be column. Thiswill help you understand how you approach your time. Rememberthere is no right or wrong way.

Yes May be No

a)It is very difficult to keep appointmentsb)Appoints should never be missed out

a) People need not to do perfectly every timeb) People must do better than the last timea) No need to feel hurried for targetsb) Staying calm doesnt work when there is a pressurea) It is always better to focus on one thing at a timeb) One must do many things together to achieve morea)All decisions should take longer timeb) Delayed decisions are no gooda) People should quickly express happiness or angerb) It is good to delay expressing feelingsa) People should have interests outside workb) Outside interests affect performance at workCalculate your Totals: You need to calculate scores for all [As] together and all [Bs] together.

[As]: TotalYes ------------- multiplied by 2 = -------------Total May be ------------- multiplied by 1 = -------------Total No ------------- multiplied by 0 = ------------- Total score -------------

[Bs]: TotalYes ------------- multiplied by 2 = -------------Total May be ------------- multiplied by 1 = -------------Total No ------------- multiplied by 0 = ------------- Total score -------------

A relatively higher [As] score suggests that the person has type [B] behaviors. On the contrary a relativelyhigher [Bs] score suggests that the person has type [A] behaviors. For details review please refer to theTime Management Behaviors described on page 8.


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MANAGING TIME: Activity II

Instructions:Read each statement independently of the other and respond. If youtotally agree to it then mark a tick in the Yes column. If you totallydo not agree to it then mark a tick in the No column. But if you thinkin between yes and no then mark a tick in the May be column. Thiswill help you understand how you approach your time. Rememberthere is no right or wrong way.

Yes May be No

1. Pressure improves work performance

2. Extra work load puts learning andpersonal development at back burner

3. Waiting in a queue is frustrating

4. One needs to think of other tasks that need to bedone while doing one task

5. Dealing with a crisis at work key to success

6. It is good to take lunch while working

7.

People should feel satisfied when they havealready done loads of work in a day

Calculate your Totals:

TotalYes ------------- multiplied by 2 = -------------Total May be ------------- multiplied by 1 = -------------Total No ------------- multiplied by 0 = ------------- Total score -------------

A relatively higher score suggests that the person uses time in doing different tasks that are important butmay not be as urgent. On the contrary a relatively lower score suggests that the person does tasks that areurgent but may not be important. For details review please refer to the Time Management Behaviorsdescribed on page 9


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MANAGING TIME: Activity III

Instructions:Identify your personalized guidelines to manage your time fromproactively. Refer to quadrant-one for description. Keep this handy topractice at work!

1. Dos ofTime Management

2. Donts ofTime Management

Documents

Time Management Training Pack