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TIME MANAGEMENT SKILLS
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STORYEvery morning in Africa a deer wakes up.It knows that it must run faster than
the fastest lion. Otherwise it will bekilled.
Every morning in Africa the lion wakes
up. It knows that it must run fasterthan the slowest deer. Otherwise it willstarve.
I t does not matter if you are deer orlion but when the sun rises it is
time to run.
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OBJECTIVES
What is Time Management?
Identify your BEST Time Zones
Time Management Tools &
Techniques
Goal Setting
Cost of Inefficiency
Major TIME WASTERS &
Remedies
Time Management Matrix
Procrastination
Delegation
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Eighty Six Thousand Four Hundred
Picture this:Each day your bank
deposits $86,400in your checking
account.
Theres just one catch.You have to spend it all
in one day.
You cant carry over anymoney to the next day.
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24 hours per day
X
60 minutes per hour
X60 seconds per minute
=
86,400 Seconds
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TIME IS THETIME IS THESCARCESTSCARCEST
RESOURCERESOURCE
AND
UNLESS IT IS MANAGED, NOTHING
ELSE CAN BE MANAGED- PETER F DRUCKER
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To Realize the Value of:
ONE YEAR, ask a student who faileda grade.
ONE MONTH, ask a mother whogave birth to a premature baby.
ONE WEEK, ask the editor of aweekly newspaper.
ONE DAY, ask a daily wage laborerwith kids to feed.
ONE HOUR, ask the lovers who arewaiting to meet.
ONE MINUTE, ask a person whomissed the train.
ONE SECOND, ask a person who justavoided an accident.
ONE MILLISECOND, ask the personwho won a silver medal in the
Olympics.
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TIME
MANAGEMENT ISMOSTLY CHANGING
HABITSHABITS RELATED
TO TIME
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Time Management, what is it ?Time Management is only aset of skills and tools tohelp us more efficientlycontrol the events of our
lives.
Doing a better job ofmanaging our time ismeaningless unless we aremanaging it to accomplishthose things that are ofgreatest importance in ourlives.
Hyrum Smith- Creatorof the Franklin
Day Planner
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ADVANTAGES OF TIME MANAGEMENT
Prevent much stress.
Creates balance in life work, home, self.
Increase in productivity.
Progress in achieving your personal goals.
What we gain from Time Management in
essence, is not more time, but a
better life
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How Time Management
improves your performance
a) Top Performers always focus on
outputs, Average performers on inputs &
low performers focus on activities.
b) The practice of Time Management
skills develops judgment, foresight, self
reliance & self discipline.
c) A focus on time management forcesyou to be intensely result-oriented.
d) Time Management enables you to
work smarter not just harder.
e) Good time management is a source
of energy, enthusiasm & a positive
mental attitude.
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Key Practices of Time Management1.Start in one area where poor timemanagement is holding youback.
2.Use trial & success methodrather than trial & errormethod, that is how to succeedby failing, and then learningfrom your mistakes.
3.Time management skill is learnablelike any other skill like typing orriding a bike with practice &repetition.
4.Time management is your key topersonal effectiveness, selfesteem, self respect & personalproductivity and happiness.
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IDENTIFY YOURIDENTIFY YOURMACROMACRO
STRENGTHS AND WEAKNESSSTRENGTHS AND WEAKNESS
Analyze when you work best
(morning, evening, night etc.)
Analyze where you work best( room, office, home, canteen )
Analyze how you work best.
( one hour, 10 min, etc )
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Example 1
0%
50%
100%
150%
6:00
a 8:00 10:00 12:00 2:00 4:006:00
p
Energy Level in Individual
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Energy Level inIndividual
Example 2
0%
50%
100%
150%
6:00
a 8:0
10:0
12:0 2:
04:
0
6:00
p
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Tasks
Low EnergyStaff Meetings
Opening/Sorting Mail
Responding toCorrespondence
Collecting data
High EnergyDealing withCustomers
Writing AuditResponses
Reconciling Stocks &Figures
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Inefficiency - Can Almarai Afford It?Statistics show theaverage worker loses
at least one hour ofproductivity each daydue to
disorganization.
How much is
disorganization andinefficiency costingAlmarai?
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Cost of Inefficiency
1 hour X one workers hourlysalary =SR____________
6 days a week X____ SR losttoday=SR lost this week.
48 weeks X $lost thisweek+___ SR lost this year.
Number of employees x __SRlost this year =________SRtotal.
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Paratos Law
Who/What is Paretos Law?
Vilfredo Pareto - (1843-1923), an French-Italianeconomist and sociologist.
Law first published in 1896-97, related totaxes, i.e. 20% people paid 80% of taxes.
Currently, observed/used diverse settings. E.g. ~20% patients lead to ~80% hospitals
costs.
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Paretos Law (80/20 Law) in
Time Management
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Get SMART with TIMESMART is
SimpleMeasures thatAscertainResourceful usage ofTime
Set SMART Goals
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GOAL SETTING Am I short of time tomeet my vision &mission
It is not enough tohave goals in mind.Put them down onpaper
It is an agreementwith yourself that youare aware of goals
and will pursue them
Be thankful to theperson who reminds
you of your goals
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Prioritizing
Prioritizing means determining the relativeimportance and precedence of events. And it
is absolutely necessary for effective planning.Prioritizing keeps us from spending time onthings we dont really value.
Hyrum Smith
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Telephone InterruptionsUnexpected Visitors
Meetings, Meetings
Fire Fighting & Emergencies
Socializing & Idle conversations
Indecision & Delay
Six Major Time Wasters
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Time Waste - Caused
by Others
1.CommonMisunderstandings
2.Unclear Priorities
3.Poor Delegation
4.Unclear lines of
Authority.5.IncompleteInformation
6.Aimless or Too
Frequent Meetings7.Lack of Clarityconcerning onesjob
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The Time Management Matrix
Urgent Not Urgent
NotImpo
rtant
Important
IV ACTIVITES:III ACTIVITES:
II ACTIVITES:I ACTIVITES:
Adapted from Steven Coveys- 7 Habits of Highly Effective People
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Learning to say NO
Many people put everyoneelses requests and needsfirst before their own.
If we are to becomeeffective time managers,we have to allocate andprioritize time on the basisof true need.
NO is the most powerfulword in the Time
Managers vocabulary. We should say NO onlywhen it is clearly the rightthing to say.
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9 Ways to say NO1. Im sorry, but thats not a priority for me right now!
2. I cant help right now but I can next week. Would that be OK ?
3. I cant help right now but I know someone who can !
4. Before I can take this on, perhaps we could spend a little timetogether so that you could do it yourself.
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9 Ways to say NO
5. It would mean lettingdown other peopleand that wouldnt befair to them.
6. I promise to get backto you by nextWednesday latest.
7. Im sure that youllunderstand when I tell
you that I cant help atthis time due toworkload.
8. I can help if you agree
that the earlier tasksyou requested canwait.
9. NO !
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Come out of this attitude !
DIN DO IT NOW
Never do to-day what you
Can postpone tomorrow !
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Make a conscious effort todevelop a DIN attitude.
Set deadlines for yourself.
Set deadline for starting.
Commit deadline to someone.
Develop a clear mental
image (Positive) of finishingthe work, and of how you willfeel when everything is done.
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Single mostpowerful strategy
Double benefit:you & staff
General rule: Neverperform a task that
someone else caneffectively do
Remember the 3
concepts- Responsibility- Authority- Accountability
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I can do it better- you are not developing
staff
I can do it faster- not doing is fastest
I am insecure- no promotion if nosuccessor
I dont want to give up- delegate first what you do
best
It is a dirty job- every job has its share- some want to prove
I want to keep control- not an effective way of
using your time
We become better managers of
people & time
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Time management tools andtechniques
Use to do lists for
planning
Create a time diary totrack where your
time actually goes
Become aware ofyour external and
internal timewastersand avoid them
Pulverize paperwork
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The to do list: a power tool
Use it as a masterplanning tool
Use annual, monthly,weekly versions
Statistics prove youll be
more productive Its a visual schedule It acts as reminder
It gives direction
You get satisfaction whenitems are crossed off
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Keep a diary
Create the listbefore you start
the day
15 minutes ofinvestment willhelp you everyday
End of day:Review Status
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Time - Saving Tips: Telephone Interruptions
i) Conversations with difficult people shouldalways start by you defining how muchtime you can spare.
ii) Try to get them to do the speaking (which should not be difficult).
iii) Give only yes/No responses chipping inwith relevant personal anecdotes will onlyprolong the hole thing.
iv) Before making a call, set your ownagenda & stick to it.
v) Plan a particular time in a day to answerall the important missed calls.
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Time - Saving Tips: Dealing with visitors
i) If you do not want to disturbed, shut the door or, in anopen plan office, face away from the point of access.
ii) If you are asked whether youre free & you are not, politelybut firmly say so & set another time.
iii) Use body language if someone comes unexpectedly,stand up, look them in the eye & make it plain that nowis not the right time. Do not give them the opportunity tosit down remove extra chairs beforehand if you want.
iv) Say straight away that youre too busy, and that youllcome to them ASAP. Its easier to leave their workplacethan to get them out of yours.
Time - Saving Tips: Managing Meetings
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Time - Saving Tips: Managing Meetings1) Chase the agenda to ensure it set wellbeforehand and circulated. The agendashould be stuck rigidly politely but firmlyuse it as a tool to stop people with atendency to waffle.
2) Ensure that the meeting is properly chaired.If necessary, chair it yourself.
3) Use new technology to avoid face to facemeetings where ever possible. Can the sameresults be gained by tele conferencing? CanE-mail help to disseminate information?
4) Wherever possible, send a deputy to the
slaughter.
Time Saving Tips: Successful Delegation
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Time - Saving Tips: Successful Delegation
1 Delegate the right work Analyze every taskyou do & be certain you are person whoshould be doing it.
2. Dont give an impression that you aredumping your work present new tasks topeople as a sign of your trust in their abilities.Make it Positive!
3.Give a full brief spend time explaining thejob in detail and ensure that your delegates
know what to do from the start.
4. Sincere praise for a job well done it willmake it easier to delegate in future &
encourages the recipients to accept.
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By this time the classwas on to him."Probably not," wesaid. "Good!" he
replied. He reachedunder the table andbrought out a bucket ofsand. He starteddumping the sand inand it went into all ofthe litt le spaces left bythe rocks and thegravel. Once more helooked and said, "I sthis jar full?" "No!" weroared.
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He said, "Good!" andhe grabbed a pitcher ofwater and began topour it in. He got
something like a quartof water in that jar.Then he said, " Well,what's the
point?" Somebodysaid, "Well, there aregaps, and if you workreally hard you can
always fit some morethings into your life."
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"No," he said, "that's notreally the point.
The point is this:
Put the
Big Rocks
in First
TIME Flies but Time is Money make sure that
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TIME Flies but Time is Money make sure thatyou are giving value for money toyourself & Almarai.
Accept that there is only onechance to achieve what you want inlife so youd better start now.
Believe it is possible to get moreout of existing time.
Understand your most effectivetime zone
Create daily TO DO List for next 3months
Prioritize & schedule tasks.
Invest time to train someone &delegate in steps.
Leave the habit of attending toeverything that comes in front
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Recommended Readings
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Recommended Readings,The One Minute Manager
Kenneth Blanchard andSpencer Johnson, Berkeley
Books, 1981, ISBN 0-425-09847-8
The Seven Habits of Highly, StephenEffective People
Covey, Simon & Schuster,1989, ISBN 0-671-70863-5
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