DO IT NOW!!!!! EFFICENCY ………… TIME MANAGEMENT

By : UZAIR AHMED

BU GIC KARACHI

• Umair is a Medical representative in

Multinational Pharmaceutical company .

• The xyz company is its third company in

t o years. He desire to ork ell fro heart a d he thought he ill….

• Let us look at hat is goi g o i U air s mind on a typical workday.

Meet Mr.U air …….

Mor i g routi e…..

Oh no! I am late

to contact

point/ Dr. Salem

again !

More thi gs….

Boss will ask for Doctor

updated List and this is the last

day!

I do t e e ha e ti e left for morning tea now.

When reached to CP/ Dr. Salem

Where i put my schedule list in

my bag, and where is my PDA ?

I ll ha e to sear h for it o and my bag is a mess.

SM is expecting with me !!!

S ary o e t…..so te sed..

Oh o! I still ha e t got the bag and presentation ready for

today s do tor eeti g. What will i do ????

At Lu h Ti e……. I ll ha e to skip y lu h... Just directly go to the meeting ,so

that before starting of the

session I will do it on the floor

and check update my sales

figures

I The Middle of the Meeti g…..

Oh! I forgot I

also have to

attend the

Parent-

Teacher

meeting of

my kid today!

Duri g E e i g….. I thi k I ll e

late for

wedding party

of my relative

after the

evening as I

do t thi k I ll be able to

leave

Field/Office on

time.

Also i am

very tired

O erous Pro le s……..Mai Issue….???

• As you can see that Umair is surrounded by

various kinds of troubles such as that of

o pleti g his tasks, rea hi g his kid s s hool and even wedding party of his relative on

time.

What's your Opi io ….

• So, what do you think is

the root cause of all of

U air s pro le s?

Corre t…..

• Yes, all of U air s pro le s arise due to lack of proper time management.

• If Umair had managed his time well, he

would have been able to pack in a lot of

chores into a single day and yet complete

each and every one of them successfully.

• Let us see how Umair suffers from poor

time management.

No Lets Dis uss Ho ……

Oh no! I am late to Contact

point/ Field/ Dr. Salem/Office

again!

Here, you can see that Umair has started the

day on a wrong note itself. He is late to

office/Field to begin with and hence it is

natural that he would not have enough time

to complete all his work and would have to

work extra hours to complete his tasks.

The ‘eal Pro le ….

Umair is late and does not have enough time

to update list ,even he delayed work for many

days., it is obvious that he would be late in

completing his other important tasks. Hence,

it would have been better if Umair had a habit

of managing his desk work effectively and

following proper etiquette.

Boss will ask for Doctor updated

List and this is the last day!

I do t e e ha e ti e left for morning tea now.

FU‘THE‘….

Umair will now have to search for the files

that he cannot find. So, he would waste time

in searching for a file that he needs urgently

and will need to find the file on his bag. un

managed bag would make him waste more

time in finding the file.

Where i put my schedule list in my

bag, and where is my PDA ?

I ll ha e to sear h for it o a d my bag is a mess.

SM is expecting with me !!!

‘eal Pro le …..

Umair was aware beforehand that he had a

client meeting today. It is crucial that rather

than putting off getting the presentation/Bag

ready on the same day of the meeting, Umair

should have completed the presentation/Bag

in advance.

Oh o! I still ha e t got the bag and presentation ready for

today s lie t eeti g. What will i do ????

.

He is Hu gry …..But….

Umair is well aware of the fact that he needs

to send a Doctor list updated and sales report

to his boss and do a regular sales check.

Hence, it is important that he should manage

his time in such a way that he keeps aside

some hours in a day for completing the report.

I ll ha e to skip y lu h to complete the status report

which I need to send to boss.

Oh No….

U air forgot a out his kid s Pare t-Teacher

Meeting. As he has forgotten he has also not

put aside some time to attend the Parent-

Tea her Meeti g at his kid s s hool. If U air had pre-planned his day and kept a reminder

to remind him of the meeting, he would not

ha e forgotte a out the eeti g. U air s kid will feel neglected and uncared for as his father

did not bother to attend his school meeting.

Oh! I forgot I also have to

attend the Parent-Teacher

meeting of my kid today!

I thi k I ll e late for eddi g party of my relative in the

e e i g as I do t thi k I ll e able to leave on time.

Umair will be late for his wedding party. It was

important that to be on time for the party

Umair should have planned his workday well

and managed time effectively. His spouse

will resent Umair being late for

relative Wedding party.

Got Tired….

• Thus, you can see that

when a person does not

manage his time well, he

tends to suffer not only on

the professional but also

on the personal front.

It s Not e ded here….

Life goes o ….TIME goes on and Umair

continued to be

surrounded by

various kinds of

problems due to

lack of proper time

management.

So, it is crucial being a working professional, you should learn to manage your time

effectively.

UMAIR Time

Waster

What is Time Management?

The art of arranging, organizing, scheduling, and

udgeti g o e s ti e for the purpose of ge erati g more effective work and productivity is known as

Time Management.

So, time management involves exercising conscious

control over the amount of time spent on specific

activities with a focus to increase effectiveness,

efficiency or productivity.

Hence, time management helps an individual

to be more organized and more productive.

Time Management

• Time management is the act

or process of exercising

conscious control over the

amount of time spent on

specific activities, especially

to increase efficiency or

productivity.

• Time management may be

aided by a range of skills,

tools, and techniques used

to manage time when

accomplishing specific tasks,

projects and goals.

Did You Know?

Time is the point or period at which things occur or simply put, time is when stuff

happens.

There are two types of time:

Clock Time: In clock time, there are 60 seconds in a minute, 60 minutes in an hour, 24

hours in a day and 365 days in a year. In clock time, all time passes equally. For

example: When someone turns 60, he is exactly 60 years old, no more or no less.

Real Time: All time is relative in real time. Hence, depending on what you're doing you

would feel that time flies or drags. For example: Two hours waiting for an appointment

may feel like 5 years whereas two hours at the movies may fly by like 15 minutes.

Always remember that real time is

mental. It is created by your mind or

your brain. So, anything that you have

created yourself, you can manage

yourself. So, the best way to manage

your time is being positive about

yourself and believing that you are

capable of better managing your time.

Importance of Time Management Time management is important as it helps to manage your time efficiently. It is

beneficial to every individual as proper time management helps us to:

Have time for

ourselves

Be Relaxed &

less stressed

Be Organized

Be Efficient

Be Self-disciplined

Prioritize tasks

Schedule efficiently

Plan efficiently

Principles of Time Management

Always have a great

clarity of objectives

Always work with a

focus centered on

achieving the set

objectives

Before beginning your work

for the day, make a list of all

your activities

Set priorities to achieve

more in the same day

Reserve large blocks of

time for important

activities

Develop a habit of

eliminating at least one

time waster from your

life each week

The following are some of the core principles that you

should follow for successful time management.

Steps for Managing Your Time

Step 3: Revisit and Revise Your Plan

Step 2: Develop a Schedule

Step 1: Set Goals

The following are the key steps that you need to follow for effective time

management:

Let us look at each in detail.

•The first step towards managing your

ti e is to “et Goals . While setti g goals, you should always keep in mind that you

should set goals that are specific and

concrete. Never define vague goals. Also,

make sure that you determine and set

both long-term goals and short-term ones

to support them. Another important thing

while setting goals is to also set a deadline

for your goals.

•Personal as well as professional goals.

Step 1: Set Goals

2-DEVELOP A SCHEDULE

Develop and plan out a schedule. Initially, planning may seem a hard task,

however, with practice it would become the easier and more natural.

There are a few considerations that you need to keep in mind while developing

a schedule. Hence, while making a schedule, ask yourself these questions:

• What goals do I expect to accomplish?

• What approach do I need to adopt to reach these goals?

• What tasks are more important than others?

• How much time will each task require?

• What time of the day is best fitted to do each activity?

• What provisions do I need to keep my schedule flexible to allow for

unexpected things?

Understand what you can realistically

achieve with your time.

Plan to make the best use of the time

available.

Leave enough time for things you must

absolutely do.

Preserve contingency time to handle 'the

unexpected'.

Minimize stress by avoiding over-

commitment to yourself and others.

The process of deciding which of several options

or tasks is most important is known as

Prioritizi g . He e, deter i i g your priorities or prioritizi g i ol es de idi g that A ti ity A is ore i porta t tha A ti ity B .

The crux of time management lies in setting

priorities and taking charge. You should keep in

mind that your priorities are influenced by your

values and your goals.

Prioritizi g

SMART

TEA

1 2

Step 3: Revisit and Revise Your Plan

Step 3: Revisit and Revise

Your Plan The next crucial step in time

management is to check

whether the plan is working

and check how you are

actually using your time.

This step will help you

identify the deviance between

your planned schedule and

your actual followed schedule.

You need to then alter your

schedule or your actions and

revise your plan for better

time management.

NOTE!!!!

DO NOT WASTE

TIME ON

RE PLANING,,,

AGAIN AND

AGAIN

Managing Interruptions

Managing

Workspace/Area To

Visit

Managing Documents

Over socializing in

jo …. Beethak

Managing

Phone

• Define what you need to keep and for how

long

• Arrange file materials logically

• Facilitate easy access to materials

• Purge the files on a regular basis

• Ability to say NO

• Set rules for personnel calls

• Mold people to do calls on your describe time

The following are a few tips for making and

receiving phone calls:

• Keep your calls as short as possible

• Make a habit of standing during the

call to remain alert during the

telephonic conversation

• If possible, try to block out time in a

definite period for making and

receiving calls

• Begin your call by letting the other

person know the purpose of your call

• After the call is over, be clear about

what to do next

• Review what you decide on the call

Let us now look at a real life example to understand the role of prioritizing in time management.

Real Life Example

UMAIR is a MED REP at MERCK. UMAIR is always very busy with a list of numerous tasks to complete in a single day. UMAIR suffered from poor time management and hence ended up postponing most of his tasks and leaving many of the tasks incomplete.

Consider UMAIR is with

us in this session on time

management

which help him learn about

managing his time well and

performing his work better.

UMAIR attended this

workshop on time

management and learned

about the importance of

prioritizi g i ti e management. So, UMAIR decided to plan his day in advance for managing his time well. He has made a list of the tasks that he needs to complete in a particular day.

• Check and identify mails to be sent today.

• Attend the Meeting

• Discuss with a colleague about Latest Movie.

• Complete fortnightly status report to submit to boss.

• Schedule a meeting with boss about my career progression.

• Make a phone call to a friend enquiring about his health.

• Buy a gift for friend’s birthday party in the evening.

HE SET PRIORITIES

Can you help prioritize

UMAI‘ s tasks for hi i the order of their importance?

Tools for Time Management

There are various tools that you

can use for Time Management,

such as: Planners 1

2

3

4

5

To-do

Lists

Diary

Calendar

Activity

Logs

Let us look at each in detail.

Urgent/Important Matrix The Urgent/Important Matrix is an important concept for time management.

Waste Deception

Manage quality Im

po

rta

nt Urgent Not Urgent

No

t

Imp

ort

an

t

'Quadrant of Quality' when

ignored cause stress, burnout,

and deeper crises for the person

consumed by it.

The iologi al lo k or your ody lo k de ides ho of your ody

works and the variance of energy

levels for different types of people at

different times of the day. Biological

lo ks are also k o as Cir adia ‘hyth s or Body Clo ks . Cir adia rhythms are internal biological clocks

that regulate many functions and

activities, including sleep,

temperature, metabolism, alertness,

blood pressure, heart rate, hormone

levels and immunities.

Understand Your Biological Clocks

Understand Your Biological Clocks

The sunlight at each morning resets these

Circadian Rhythms. Your body cycles through

several metabolic and chemical changes in

about every 24 hours. It is these cycles that

deter i e hether you are a Mor i g Perso or a Night O l . It is a ell k o

fact that to maximize your efficiency you

should work with your body cycles and not

against them. So, instead of fighting these

natural rhythms, you should learn to work

with these natural rhythms. Hence, you can

make more efficient use of your time by

scheduling certain activities at certain times of

the day.

People generally believe

that he you ultitask and do several tasks at

once, you actually save

time and get more done

in the same time.

However, this is just a

myth and in reality when

you multitask, you tend

to spend your energy,

concentration and focus

on several things all at

once

Time Wasters

Some of the most common time wasters are as follows:

Stress & Anxiety

Procrastination

Lack of

Planning

Perfectionism

Interruptions

Depression

Being unorganized

Not sayi g o Attempting too

much

Time Wasters

Meetings without

agenda Fear of

delegating

No clear deadline

Problems With

Objectives/Priorities

Inadequate

resources

No passion for doing

the work

Fear of failure or success

Shifting Priorities Tired/unable to

concentrate

THANK YOU SO MUCH!!!!

FOR ALL YOUR TIME UZAIR AHMED

BCZ………