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Tame your timeBy

Abdurahman Palliveettil

Speechcraft Global

Taming the time is taming ourselves

• D o you feel the need to be more organized?

• Do you want to be more productive?

• Do you spend the day in a frenzy of activity and still wonder why you can not achieve anything?

• Do you waste lot of time on silly things?

• Do you procrastinate and delay doing things?

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If yes, yes and yes to all these questions

The good news is that you are not alone!!!

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You, be the change.

How do we look at time?

Are you ready for a change?

What is the intensity of your desire for the change?

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Objective of the session

• Orientation

• Reminder for those who practice time management

• Introduction for others who want to change their way of handing time

• Spring board to learn more from various resources like books, training sessions and internet

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At this session you will learn :

• Time, Islamic concept • Clarify your goals and achieve them• Handle people and issues. that waste your time• Be involved in better delegation• Work more efficiently.• Learn specific skills and tools to save your time• Overcome stress and procrastination

= really important point

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SURAH AL ASR

The God Almighty take an oath of time.

1.By the time (through ages )

2.Man is surely at loss

3. Except those who do righteous deeds and exhort one another to truth and exhorted one another to patience.

Hadith

Ibn Abbas narrated the Prophet( pbuh ) said. “ there are two blessings which people neglect. They are health and free time”- Bukhari

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HadithNarrated by Abdullah bin Masoud, Messenger

of Allah said “ A man shall be asked four things on the day of judgment.

- Concerning his life, how he spent the time.

- About his youth how he grew old.

- His wealth, how he got it and how he spent it.

- What did he do with his knowledge?9

Hadith

Prophet Mohammed( pbuh ) used to call on Muslims not to waste their time

- before obstacles arise

- before you are caught up with calamities

-before starvation which may impair your wisdom

-before sickness which may damage your health

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Hadith

• Prophet(pbuh) used to advise sahabs to take advantage of five things before it vanishes.

• Youth before the old age comes in

• Prosperity before you become poor

• Health before sickness befalls

• Leisure time before you become busy

• Life before death comes in.

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Outline

• Why is Time Management Important?• Goals, Priorities, and Planning• TO DO Lists• Desks, paperwork, telephones• Scheduling Yourself• Delegation• Meetings• Technology• General Advice

Results of poor time management

• Stress and poor health

• Broken relations

• Unhappiness

• Fear of losing job, losing business

• Unfinished tasks

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Benefits of time management

• Self esteem

• Strong relations

• Good health

• Positive outlook

• Career and business building

• More time for extra activities

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Busy mother• Best illustration

• She wakes before all and sleeps last

• Makes meals, sends children to school and workplaces

• Takes care for husband

• Shopping, keeping relations, mentor, teacher, budgeting

• Sharpen her saw very often and keep calm 15

Time equals life

• If you waste time, you waste life

• If you master time, you master life

• You will never find time for anything, but you must find it yourself.

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Pareto Principle 80-20

• 80 percent of results come from 20 percent of efforts

• 80 percent of activity will require 20 percent of resources

• 80 percent of usage is by 20 percent of users• 80 percent of the difficulty in achieving

something lies in 20 percent of the challenge• 80 percent of revenue comes from 20

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Hear me Now, Believe me Later

• Being successful doesn’t make you manage your time well.

• Managing your time well makes you successful.

To-do-list

• First you can start with a simple to-do-list for each day. Prioritize the tasks by highlighting

• Assess progress end of the day. Self assessment on a daily basis before you sleep

• Start your tomorrow today.

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Planning

• Failing to plan is planning to fail

• Plan Each Day, Each Week, Each month

• You can always change your plan, but only once you have one!

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Goals, Priorities, and Planning

• Why am I doing this?

• What is the goal?

• Why will I succeed?

• What happens if I chose not to do it?

Long term and short goals• Long term: spanning from one year to….

• Education, career building, business set up, family, home

• Keep track on a monthly basis

• Short term: weeks, months

• Self improvement, religious activities, vacations, training

• Keep track on a regular basis22

Goal Setting

S - Specific

M- Measurable

A- Attainable

R- Realistic

T- Time bound

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Prioritize

-Rocks in the Bucket

-long term goals

-short term goals

-prioritize according to your requirements.

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Focus on what you are engaged

-right focusing is very strategic for effective time management

-to do list

-one paper at one time

-one task at one time

-avoid multi task as much as possible

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Road Map

• Road map is your action plan to reach the goal.

• It helps you to understand various tasks to be performed to reach the goal

• Clarity of progress

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Break the tasks• Break things down into small steps

• Like a child cleaning his/her room

• Do the ugliest thing first

• Eat that frog to begin with, the most ugliest.

Most important slide to comeTime Quadrants

• Please pay full attention.

• I don’t mind if you forget everything what I said but still understand and remember the time quadrant, then you have done with time management, be assured.

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The four-quadrant TO DO List

1 2

3 4

Important

Not Important

Urgent Not urgent

Q 1/Stressful

• Emergencies

• Deadlines

• Last minute preparations

• All fire fighting activities

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Q2/Proactive

• Relationship building

• Personal development

• Training

• Exercise and health

• Sharpen the saw

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Q3/ Intrruptions

• Some phone calls/emails

• Some popular activities

• Many interruptions

• Some meeting

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Q4/Time wasters

• Some phone calls/emails

• Excessive tv

• Unwanted usage of net

• All other time wasters

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Paperwork

• Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time

• A good file system is essential

• Touch each piece of paper once

• Touch each piece of email once; your inbox is not your TODO list

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Scheduling Yourself

• You don’t find time for important things, you make it

• Everything you do is an opportunity cost

• Learn to say “No”

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Delegate

• What am I doing that doesn’t really need to be done?

• What am I doing that could be done by someone else?

• What am I doing that could be done more efficiently?

• What do I do that wastes others’ time?

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Procrastination

“Procrastination is thethief of time”

Edward Young

Night Thoughts, 1742

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Balancing Act

“Work expands so as to fill the time available for its completion”

Parkinson’s Law

Cyril Parkinson, 1957

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Avoiding Procrastination

• Doing things at the last minute is much more expensive than just before the last minute

• Deadlines are really important: establish them yourself!

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Comfort Zones

• Identify why you aren’t enthusiastic

• Fear of embarrassment

• Fear of failure?

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Delegation

• No one is an island

• There is no such thing called perfection

• You can achieve more by delegating or taking help from others

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Delegation is not dumping

• Grant authority with responsibility.

• Concrete goal, deadline, and consequences.

• Treat your people well

• Grad students and secretaries are a faculty member’s lifeline; they should be treated well!

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Challenge People

• People rise to the challenge: You should delegate “until they complain”

• Communication Must Be Clear: “Get it in writing” – Judge Wapner

• Give objectives, not procedures

• Tell the relative importance of this task

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Technology

• Let computers be your right hand and intimate tool and carry your laptop wherever you go like a mother carrying her child. It is worth it.

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Magic E-Mail Tips• Save all of it; no exceptions except spam mails.• If you want somebody to do something, make

them the only recipient. Otherwise, you have diffusion of responsibility. Give a concrete request/task and a deadline.

• If you really want somebody to do something, CC someone powerful.

• Before you log off, make your inbox empty. Arrange all mails in folders.

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General Advice

• Kill your television and find some time to surf net and read books.

• Pray regularly, Eat and sleep well and find time for exercise and recreation.

Benefits of time management

• Stress free life

• Less health hazards

• Healthy relationships

• Career building

• Personal development

• More time to enjoy

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Summary

• Why time management is vital

• Goal setting

• Prioritizing

• Planning

• Road map

• Time quadrants

• Delegating

• benefits 50

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The Seven Habits1. BE PROACTIVE: Between stimulus and response in

human beings lies the power to choose. Productivity, then, means that we are solely responsible for what happens in our lives. No fair blaming anyone or anything else.

2. BEGIN WITH THE END IN MIND: Imagine your funeral and listen to what you would like others to say about you. This should reveal exactly what matters most to you in your life. Use this frame of reference to make all your day-to-day decisions so that you are working toward your most meaningful life goals.

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The Seven Habits

3. PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep our mission in mind, understand what’s important as well as urgent, and maintain a balance between what we produce each day and our ability to produce in the future. Think of the former as putting out fires and the latter as personal development.

4. THINK WIN/WIN. Agreements or solutions among people can be mutually beneficial if all parties cooperate and begin with a belief in the “third alternative”: a better way that hasn’t been thought of yet.

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The Seven Habits

5. SEEK FIRST OT BE UNDERSTANDING, THEN TO BE UNDERSTOOD. Most people don’t listen. Not really. They listen long enough to devise a solution to the speaker’s problem or a rejoinder to what’s being said. Then they dive into the conversation. You’ll be more effective in you relationships with people if you sincerely try to understand them fully before you try to make them understand your point of view

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Seven Habits

6. SYNERGIZE. Just what it sound like. The whole is greater than the sum of its parts. In practice, this means you must use “creative cooperation” in social interactions. Value differences because it is often the clash between them that leads to creative solutions.

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Seven Habits

From “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989

7. SHARPEN THE SAW. This is the habit of self-renewal, which has four elements. The first is mental, which includes reading, visualizing, planning and writing. The second is spiritual, which means value clarification and commitment, study and meditation. Third is social/emotional, which stress management includes service, empathy, synergy and intrinsic security. Finally, the physical includes exercise, nutrition and stress management.

Thank you.

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