Time Management

Everyday, A lion wakes up and runs. He knows that he must run faster than the slowest deer, Or he would starve!

Everyday in Africa, A deer wakes up and runs. He knows that he must run faster than the fastest lion, Or he would be killed.

Topics

• What is time management?

• Why to manage time? Why it is important?

• Myth and Reality of Time Management?

• Recommendations for Effective Time Management?

• Q&A

What is time management!

• Time Management refers to managing time effectively so that the right time is allocated to the right activity.

• Effective time management allows individuals to assign specific time slots to activities as per their importance.

• Time Management refers to making the best use of time as time is always limited.

Why Time management?

Helps You PrioritizeWell, time management is important because it helps you prioritize your work. Once you have a list of things you need to tackle, you need to see what you should do first. What are those that are important and time sensitive. That way, you set out to do those first.

Get More Done In Less TimeThe other reason why time management is important is that you will get more done in less time. When you plan your time, you will see the amount of work that needs to be tackled. That puts into context how much time you need. Inevitably, you will know not to laze your time away.

Why Time management?

More Quality WorkWhen you plan your time you are making wise investment of a very limited resource – time. Knowing what to work on, when and how much time you have to finish the work makes you more focused. That focus on the work ensures that you get more quality work out.

Keeps Things In ContextSometimes you may hear people complaining that there is no balance in their lives.

Ever wondered maybe the reason is that they do not know how to manage their time?

Why Time management?

Forces You To Do Things You Do Not LikeThis is most interesting one. Why is time management important? Simple, when you write down what you need to do – it is there staring at you. You are forced to tackle it. To me it is a target I have given myself and so I must live up to the challenge regardless of how much I hate doing it.

Keeps You On TrackWhether it is a daily work list or a long-term career plan – time management keeps you on track. With your goals stated and time allocated, the likelihood of you staying within the boundaries you have given yourself is higher. Of course, do not be your own jury and judge.

Why Time management?

Making Sure You Deliver What’s PromisedHow would you deliver what you promised on time if you do not manage your time? Have you always disappointed your colleagues on the delivery of your part of the project? Perhaps you aren’t doing well with time management. Making sure you deliver what’s promised should be reason enough why is time management important.

Time Is LimitedTime ticks away regardless you like it or not. Why is time management important? Because time is limited. Once lost, you cannot gain it back.

Why Time management?

Helps Discipline OurselvesTime management is a huge part of managing yourself. If you cannot manage time and won’t manage your limited resources, how do you plan to achieve your goals? I find that learning to manage time helps to discipline yourself.

Myth & Reality of time management

Myth

Time management is about managing time

Reality

You can not management time, you can ONLY manage YOURSELF relative to time.

Myth & Reality of time management

Myth

Good time management it all about Tips, Tactics, Technique and texts.

Reality

Good time managers VALUE their time… because they don’t WASTE it

Myth & Reality of time management

Myth

Good time managers are very time conscious and focus on time

Reality

Best time managers are focused on and get RESULTS.

Myth & Reality of time management

Myth

“One system for all” a set of rules work for everybody.

Reality

We should all develop our OWN time management system.

Recommendations for Effective Time Management!

1. Plan your work and follow2. Create to do list3. Prioritize your task4. Time Killers5. Effective Delegation6. Attention to detail7. Recommended books.8. Q&A

Plan your workA man without a plan is as good as lost. Jumping directly on a task (while you have too many ) in any profession is one of the quickest ways to become overwhelmed.

Clearly constructing a plan of attack before tackling assignments is crucial towards managing time.

Failing to plan is actually Planning to Fail.

Create to-do listWithout task or to-do lists it is easy to become overwhelmed by the amount of things you have to do and it is also far more likely that you will forget things. Having all your tasks in one place and easily visible, has added benefits:• Working steadily through your list keeps you on track and

feeling in control• You’ll be less distracted or side tracked by new incoming

tasks which get added to the existing list rather than tackled immediately

• In all, you will be more focused, more efficient and more in control of your time!

Prioritize your taskWhen you have to choose among several tasks, you need to prioritize them.

Note that it is commonly recognized that 20% of your activities will account for 80 percent of your success (The Pareto Principle). Hence, if you have 100 tasks in your task list, probably about 20 of those will be the key ones to focus on. Hence, whatever prioritization method you use, you should ensure it helps you pinpoint these tasks.

Prioritize your task• 4 Quadrant methods By Steven Covey

Urgent is not always important.

Quadrant 1 are the things in your life (or on that particular day) that are both urgent and important. Matters like deadline-driven projects and crises. We all have Q1 activities in our lives, but if you’re feeling burnt out, chances are you live here.

Prioritize your taskQuadrant 2 is full of things that are not urgent but important which could range from spending quality time with your family to regular exercise to updating a client with progress. They won’t enact urgency on you like a deadline but they’re the foundations a quality life is built on.

The more time you spend in Q2, planning, building up your strength, preparing, the less time you spend and the more effective you become in Q1.

Prioritize your taskQuadrant 3 is where the urgent but not important matters lie. Some phone calls, meetings, last minute appointments that seem urgent but are actually not important fall into Q3.Quadrant 4 are where the frivolous not urgent and not important stuff is. Stoning out in front of the TV, updating Facebook status is a Q4 activity.

Prioritize your taskIt’s obvious we should be spending most of our time in Q1 & 2. Spending too much time in Q3 and Q4 robs your time, gives you stress and reduce your ability to perform in real Q1 and Q2 activities.

Which quadrant do you think you’re spending most of your time right now?

Prioritize your taskSand-Stone Theory

Time Killers1. Socializing at work place2. Personal calls3. Procrastination4. Reading (un-necessary)5. Small breaks too often6. Stress7. Checking mail box

Beating ProcrastinationsProcrastination is the Thief of Time.

Procrastination refers to the act of intentionally and habitually putting off tasks which need to be done. People who procrastinate have a tendency to self deceive their acts by doing other tasks which are trivial or of no consequence to pass time. This is an act of keeping themselves busy so that they would have no time to do the more challenging and important tasks.

Effective delegation

Delegate if you can!

You can’t do everything yourself and one of the most important ways to stay on point is to delegate assignments that can be done by others.

• You can accomplish a lot more with help.• Delegation is not dumping

Obstacles :• Feeling like we need to do everything ourselves to have it done right.• Not having the time or desire to transfer the knowledge necessary to have

someone else take over.• Being unable to find people we trust enough to delegate to.

Attention to detail

Attention to detail can save a lot of time of your

1. Read mails carefully2. Understand the work in detail before proceeding3. Unit testing

Recommended booksFirst Thing FirstBy Stephen Covey

One minute manager By Ken Blanchard

The Seven Habits of Highly effective people By Stephen Covey

Q&A