TIME MANAGEMENT

S.RAMPRADEEP

The trouble is, you think

you have time! Buddha

Critical Questions

Why do I need to manage time?

Is time management an essential skill for

success?

What are the common challenges in managing

time?

How do successful people manage time?

Lack of Time Management

Life becomes a struggle as

Smooth life Hectic life

Effect on personal and work life

Increase in stress levels

Decrease in efficiency and productivity

Drop in performance

Benefits of Time Management

Increases efficiency

Increases success rate

Highly motivating

Stress free life

Better work life balance

Objectives of this Session

What are Time thieves?

How to improve organizing skills?

How to increase work efficiency?

What specific skills are required to manage

time?

How to overcome stress and create work-

life balance?

How to get an achieve goals?

What does this picture tell you?

What does this picture tell you?

What are Time Thieves

Failure to set goals, priorities, or deadlines

Failure to say no

Interruptions and disorganization

Procrastination

Poor communication

Failure to delegate

Distractions – Personal calls & emails, Social Networks

How to beat Time Thieves

Key Tasks

Reorganize

Beat procrastination

Prioritize work

Create schedules

Set personal and

professional goals

Tools

Time Management

Matrix

80-20 Pareto principle

SWOT Analysis

SMART Goals

Time Management Matrix

Q1 - Necessity Q2- Quality and Personal

Leadership

Important

Urgent (Manage) Not Urgent (Focus)

Crisis Preparation/planning

Medical emergencies Prevention

Pressing problems Values clarification

Deadline-driven projects Exercise

Last-minute preparation Relationship-building

True recreation/relaxation

Not Important

Q3 - Deception Q4 - Waste

AVOID AVOID

Interruptions, some calls Trivia, busywork

Some mail & reports Junk mail

Some meetings Some phone messages/email

Many “pressing” matters Time wasters

Many popular activities Escape activities

80-20 Pareto Principle

80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with 20% of the effort.

Identify and prioritise tasks as Importance

Criticality

Effort and resource required

Dependencies

SWOT Analysis

STRENGTHS

What advantages do you have?

What do you do well?

What relevant resources do you have access

to?

What do other people see as your strengths?

WEAKNESS

What areas could you improve?

What do you do badly?

What should you avoid?

OPPORTUNITIES

Where are the good opportunities facing you?

What are the interesting trends you are aware

of?

THREATS

What obstacles do you face?

What is your competition doing?

Are the required specifications for your job,

products or services changing

Is changing technology a threat

Do you have bad debt or cash-flow problems

Could any of your weaknesses seriously

threaten your work life balance

Effective Scheduling

Identify the available time

Prioritize important tasks

Schedule and plan for high priority urgent tasks

Block time for unpredictable interruptions

Schedule time for personal goals

Goals, Priorities, and Planning

Have you defined the

goal? Are you solving

world hunger?

Can you measure

success?

Is the goal far fetched or

practical?

Does the goal have a

significance?

By what time will I achieve

the goal next 6 months or

6 years?

SMART GOALS

S - Specific

M - Measurable

A - Attainable

R - Relevant

T - Time-bound

Recap

Set goal – SMART GOALS

Prioritize –Do /Delegate/ Delay /Delete

Organize

Learn when to say “NO”

Utilize spare time

Keep away interruptions

Prime Time – Mornings/Evenings/Night

Celebrate Success

Recommended Readings

• The One Minute Manager, Kenneth Blanchard and

Spencer Johnson

• The Seven Habits of Highly Effective People, Stephen Covey,

Simon & Schuster