Time ManagementTime Management

Common ProblemCommon Problem

I am BUSYI am BUSY I don’t have timeI don’t have time I am not happy with my lifeI am not happy with my life I don’t feel I have achieved anything I don’t feel I have achieved anything

this yearthis year I don’t have control on my lifeI don’t have control on my life I wish I have more than 24 hours per I wish I have more than 24 hours per

day so that I can get more things day so that I can get more things donedone

Balance your lifeBalance your life

Balance in Life is Balance in Life is importantimportant

Recognize each Recognize each aspect of life is aspect of life is importantimportant

I am not getting I am not getting enough time for enough time for family/personal life family/personal life because of Workbecause of Work

80% of day is 80% of day is spent at workspent at work

Family

Work

Health Finance

Time management : What is Time management : What is it?it? Doing the Doing the RightRight things and not things and not

doing things right (efficiency)doing things right (efficiency) In control of Life, not driven by In control of Life, not driven by

circumstancescircumstances Enjoying JOURNEY of life: every Enjoying JOURNEY of life: every

day of it, not a perfect day in day of it, not a perfect day in futurefuture

Have right balance in wheel of lifeHave right balance in wheel of life

GoalsGoals

““If you are not aware of the direction If you are not aware of the direction you are going, you will end up you are going, you will end up exactly where you are going”exactly where you are going”

Focusing on important areas of life: Focusing on important areas of life: Family, Work, Health, Personal Family, Work, Health, Personal Development, FinanceDevelopment, Finance

A goal is anything you WANT to A goal is anything you WANT to accomplish in your life. accomplish in your life.

If you had only 6 months live: what If you had only 6 months live: what are the things you want to doare the things you want to do

Written goalsWritten goals

““Palest Ink is better than Palest Ink is better than brightest memory”brightest memory”

It is not enough to have goals in It is not enough to have goals in mind.mind.

Put them down on paperPut them down on paper It is an agreement with yourself It is an agreement with yourself

that you are aware of goals and that you are aware of goals and will pursue themwill pursue them

Hints to Find GoalsHints to Find Goals

What do you want to accomplish What do you want to accomplish in next 5 years?in next 5 years?

Long term goalsLong term goals Dreams/AmbitionsDreams/Ambitions Work GoalsWork Goals Professional GoalsProfessional Goals

Creating TO DO ListsCreating TO DO Lists

Your daily list of tasksYour daily list of tasks Tasks that take you towards your goalsTasks that take you towards your goals One Sheet a DayOne Sheet a Day Tasks with defined importance: Tasks with defined importance:

Q1: important and urgent: Q1: important and urgent: deadlines, fire fightingdeadlines, fire fighting Q2: important and not urgent: Q2: important and not urgent: Planning, Planning,

HolidaysHolidays Q3: urgent and not important: Q3: urgent and not important: Interruptions, Interruptions,

meetingsmeetings Q4: not important and not urgent: Q4: not important and not urgent: junk mail , junk mail ,

time wasterstime wasters

Working with TO DO ListsWorking with TO DO Lists

Create the list before you start Create the list before you start the daythe day

15 minutes of investment will 15 minutes of investment will help you everydayhelp you everyday

End of day: Review StatusEnd of day: Review Status Status: C – Completed, T – Status: C – Completed, T –

Transferred, A – Abandoned, I – Transferred, A – Abandoned, I – In progressIn progress

Sample TO DO ListSample TO DO List

TaskTask PriorityPriority StatusStatus Time Time neededneeded

Prepare Slides Prepare Slides Q1Q1 CC 30 min30 min

Collect Photos (T-1)Collect Photos (T-1) Q2Q2 45 min45 min

Add Slides to qawebAdd Slides to qaweb Q3Q3 5 min5 min

Update SDK Test Update SDK Test CasesCases

Q1Q1 1 hour1 hour

Confirm to Srinivas Confirm to Srinivas about tomorrow’s planabout tomorrow’s plan

Q1Q1 CC 5 min5 min

Date: 14-Feb-2006

AchievementsAchievements

Achievements are not just major Achievements are not just major events that happen.events that happen.

Make every small achievement Make every small achievement inspire youinspire you

Achievements at every stepAchievements at every step Maintain good healthMaintain good health Daily achievementsDaily achievements Weekly AchievementsWeekly Achievements Monthly AchievementsMonthly Achievements Yearly Achievements Yearly Achievements

ObstaclesObstacles

InterruptionsInterruptions Crisis SituationsCrisis Situations ProcrastinationProcrastination … … moremore

Overcome Obstacles with simple stepsOvercome Obstacles with simple steps Play the Game of Basketball and shoot Play the Game of Basketball and shoot

for your goals by overcoming obstaclesfor your goals by overcoming obstacles

InterruptionsInterruptions

Intrusive interruptions: phone Intrusive interruptions: phone call, personal conversationscall, personal conversations

Non-intrusive interruptions: e-Non-intrusive interruptions: e-mailmail

Have a no-interruption periods:Have a no-interruption periods: Closed door policyClosed door policy Phone off the hookPhone off the hook Use non-intrusive interruptionsUse non-intrusive interruptions Prioritize and don’t be reactivePrioritize and don’t be reactive

Crisis SituationsCrisis Situations

Be proactive not reactiveBe proactive not reactive Being proactive is highly Being proactive is highly

motivatingmotivating Maintain a crisis logMaintain a crisis log Prevent crisis by managing Prevent crisis by managing

important but not urgent tasks important but not urgent tasks on timeon time

ProcrastinationProcrastination

No ExcusesNo Excuses PrioritizePrioritize DO IT NOWDO IT NOW Understand how much time it takes to do a Understand how much time it takes to do a

tasktask Not all tasks take sometime. Not all tasks take sometime. Understand what and why of your Understand what and why of your

procrastination tendencyprocrastination tendency Do not be a last minute decision takerDo not be a last minute decision taker Gather information for a task in advance.Gather information for a task in advance. “… “… if we wait for the moment when if we wait for the moment when

everything, absolutely everything is ready, everything, absolutely everything is ready, we shall never begin.”we shall never begin.”

FAQFAQ

Can I use a computer for to-do Can I use a computer for to-do list?list?

What about a mobile device or a What about a mobile device or a personal organizer?personal organizer?

How do I handle Follow up How do I handle Follow up tasks?tasks?

TipsTips

SWOT Analysis : Strengths, Weaknesses, SWOT Analysis : Strengths, Weaknesses, Opportunities, ThreatsOpportunities, Threats

Get up 15 minutes earlyGet up 15 minutes early Make time for ‘yourself’Make time for ‘yourself’ Understand your ‘effective time zone’Understand your ‘effective time zone’ Deal effectively with interruptionsDeal effectively with interruptions Update your to do list dailyUpdate your to do list daily Do not over-scheduleDo not over-schedule Keep your list in sightKeep your list in sight Delegate, if possibleDelegate, if possible Get Organized: paper, e-mailGet Organized: paper, e-mail Do difficult tasks firstDo difficult tasks first

My ExperienceMy Experience

Spent hours to list all my goals in lifeSpent hours to list all my goals in life Daily Lists made every day (95% of Daily Lists made every day (95% of

time)time) Examples of goalsExamples of goals

Recurring Goals:Recurring Goals: Pay Rent Pay Rent Pay Electricity, Ration BillsPay Electricity, Ration Bills Prepare Monthly Status ReportPrepare Monthly Status Report

Long term GoalsLong term Goals Buy a house, Office, Start a BusinessBuy a house, Office, Start a Business

Personal developmentPersonal development Read book, ExerciseRead book, Exercise

Task AnalysisTask Analysis

TASK ANALYSIS FOR 3 MONTHSTASK ANALYSIS FOR 3 MONTHS Only 65-70% of planned activities Only 65-70% of planned activities

were completed during each monthwere completed during each month 20% of planned activities are 20% of planned activities are

transferred at least once. transferred at least once. 10-12% of activities are abandoned10-12% of activities are abandoned On an average I take up 4-5 On an average I take up 4-5

activities per day in addition to work activities per day in addition to work related responsibilitiesrelated responsibilities

Lessons LearnedLessons Learned

I have plenty of time on hand. If an activity takes I have plenty of time on hand. If an activity takes average of 30 min, I have a workload of 2-3 hrs per average of 30 min, I have a workload of 2-3 hrs per day besides the daily routine tasks. There is lot of day besides the daily routine tasks. There is lot of time that can be utilized effectivelytime that can be utilized effectively

10% of activities are 'not necessary' but I plan them 10% of activities are 'not necessary' but I plan them because I think should do it. But not achieving them because I think should do it. But not achieving them does not have an impact at all in achieving my does not have an impact at all in achieving my goals.goals.

20% of activities are postponed because I do not 20% of activities are postponed because I do not set realistic targets or I do not do enough set realistic targets or I do not do enough preparation to complete the activity.preparation to complete the activity.

Time KitTime Kit

One source for everythingOne source for everything GoalsGoals TasksTasks ExpensesExpenses Phone BookPhone Book Ideas/NotesIdeas/Notes Lists: Books to read, Movies to Lists: Books to read, Movies to

watch, checklistswatch, checklists Chaos to ORGANIZEDChaos to ORGANIZED

Getting StartedGetting Started

Write down Goals of your lifeWrite down Goals of your life Write down Goals of your lifeWrite down Goals of your life Write down Goals of your lifeWrite down Goals of your life Time management is toughest Time management is toughest

course on offer and many fail.course on offer and many fail. Practice TO DO Lists for at least Practice TO DO Lists for at least 3 3

monthsmonths Then it becomes a habitThen it becomes a habit Don’t give upDon’t give up If you fail to plan, you plan to FAIL.If you fail to plan, you plan to FAIL.

Quick RevisionQuick Revision

Writing down goals is the first important stepWriting down goals is the first important step Break down goals to tasksBreak down goals to tasks Understand your ‘most effective time zone’/’time Understand your ‘most effective time zone’/’time

span’span’ Create Daily TO DO List for next 3 monthsCreate Daily TO DO List for next 3 months A Page a day works bestA Page a day works best We have more time available than we ‘think’We have more time available than we ‘think’ DO IT NOWDO IT NOW Make time management a ‘habit’Make time management a ‘habit’ Don’t Give up: Stay motivatedDon’t Give up: Stay motivated Achieve more in less timeAchieve more in less time

ResourcesResources

BooksBooks Stephen Covey: 7 Habits of Highly Stephen Covey: 7 Habits of Highly

Effective PeopleEffective People Time Management KitTime Management Kit

Franklincovey StoresFranklincovey Stores Even a notebook. (A page a day)Even a notebook. (A page a day)

Internet ResourcesInternet Resources www.balancetime.comwww.balancetime.com www.timedoctor.comwww.timedoctor.com www.franklincovey.comwww.franklincovey.com

“If fail to Plan, you plan to fail”

Thank YOUThank YOU