Time Management

1. Time Management for Control the Job

2. LearningObjectives • Student will be able to : • Identify importance of Time Management • Describe the elements of effective time management • Use Planning techniques • Identify Prioritizing process • Understand Procrastination • Identify Barriers to Effective Time Management

3. “We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever.”

4. Why Do We Need Time Management? What can Time Management do for you?

5. Times Flies So Stop Wasting It!

6. Time Management = Self Management We Don’t Manage Time… • What Do We Manage? • Ourselves • Others • andWork

7. Ten Myths about Time • Myth: Time can be managed. • Myth: The longer or harder you work, the more you accomplish. • Myth: If you want something done right,do it yourself. • Myth: You aren’t supposed to enjoy work. • Myth: We should take pride in working hard.

8. Ten Myths about Time • Myth:You should try to do the most in the least amount of time. • Myth:Technology will help you do it better and faster. • Myth:Do one thing at a time. • Myth:Handle paper only once. • Myth:Get more done and you’ll be happier.

9. Time Target ... Not Urgent & Not Important Urgent & Not Important Urgent & Important Not Urgent but Important Demand Delusion Distraction

10. Stephen Covey’s Time Management Matrix Urgent Not Urgent I II Important III IV Not Important

11. Quadrant I • Represents things that are both “urgent” and “important” – we need to spend time here • This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. • Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning

12. Quadrant II • Includes activities that are “important, but not urgent”- Quadrant of Quality • Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills • Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it

13. Quadrant III • Includes things that are “urgent, but not important” - Quadrant of Deception. • The noise of urgency creates the illusion of importance. • Actual activities, if they’re important at all, are important to someone else. • Many phone calls, meetings and drop-in visitors fall into this category

14. Quadrant IV • Reserved for activities that are “not urgent, not important”- Quadrant of Waste • We often “escape” to Quadrant IV for survival • Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

15. What are the elements of effective time management? • Evaluate how you are using your time • Determine your priorities • Create a weekly schedule • Maintain a to-do list • Eliminate barriers to effective time management

16. Evaluating your use of time • The first step of effective time management is identifying how you are using your time. • Make a list of the activities that you spend time on. • Identify how much time the activities consume. • Take note of activities you are keeping up with versus activities you are falling behind on.

17. Tips on evaluating your time • Be systematic. Start in the morning and go through the day when thinking of your activities. • Don’t overlook activities like commuting (change), taking care of yourself, and relaxing. These activities may not be work or work related, but they consume time too. • Be realistic. People often fail to allow enough time for activities.

18. The "Three Ps" of Time Management • Planning • Priorities • Procrastination (postpone)

19. Planning • Failing to Plan is Planning to Fail • Plan Each Day, Week, Month & Year • You Can Always Change a Plan, but …. Only Once You Have One!

20. List Your Tasks List Your Tasks Prioritize the Tasks Save Easiest Tasks For End of Day List (Needed) Resources Set Deadlines Break Large Tasks Into Smaller Parts

21. Eliminate Unnecessary Tasks What’s the worst that can happen if you don’t do it? Are you the only person who can do it? Must it be done now? Is there an easier way to do it?

22. Control Demands • Improve Effectiveness /Productivity • Spend time on results-producing activities • Manage The Work • Plan Your Day • Use Time Constructively

23. Know When to Say “No” People take advantage of you only with your permission.

24. Time Wasting Culprits • Telephone Interruptions • Inefficient Delegation • Extended Lunches or Breaks • Cluttered Work Space • Poorly Organized Meetings • Socializing On The Job • Working Without a Plan • Procrastinating

25. Time Wasters • Attempting too much • Not saying no • Incomplete information • Interruptions • Working Without a Plan

26. Priorities Just because you can do something doesn’t mean you should

27. Priorities • Many people work hard without achieving the things that they want. This comes from focusing on tasks that do not lead to goals. • People who manage their time well have identified tasks that lead to their goals. They focus their energy on these tasks.

28. Question Things • What is the objective? • How will I know if I’m successful? • How will I be rewarded? • Is this task something I want to do? • Do I have the time to do it? • What have I got to lose? • Is there a better way to do it? • Should it even be done at all? • Will the world come to an end if?

29. Tips on Prioritizing • Know your goals. • Identify activities that help you achieve your goals. • Decide whether activities need to be done in a particular order. • Give the highest priority to tasks that are most necessary in achieving your goals and need to be done first.

30. Tips on Prioritizing contd.., You don’t have to do everything everybody tells you to do You don’t have to do everything yourself You want to please other people but you must please yourself

31. Priority Level • Mark the priority level for each item on the list of activities that you created. A = High Priority (Pink) B = Medium Priority (Yellow) C = Low Priority (Blue) • Remember that priorities can change. You need to re-visit your priority ratings often.

32. Allot Time • Allot ample time for each activity, especially high priority activities. • Take into account when you are most effective. Morning people might schedule more activities early in the day. Night owls might schedule things later.

33. Procrastination “Procrastination is thethief of time”

34. How to Use Time Effectively Consolidate Similar Tasks Tackle Tough Jobs First Delegate And Develop Others Learn To Use Idle Time Get Control Of The Paper Flow Stay Calm

35. How to Use Time Effectively Get Started Immediately On Important Tasks Plan Your Day Learn To Say “No” Learn To Delegate Don’t Put Things Off Be Flexible

36. To-Do Lists • The weekly schedule is used to assign blocks of time to different types of activities, but you also need to keep track of the specific tasks that must be accomplished within each activity. Keeping a to-do list is a good way to accomplish this.

37. “TO Do” Lists • Break things down into small steps • Like a child cleaning his/her room • Do the ugliest thing first

38. The four-quadrant “TO DO” List Not Due Soon Due Soon Important Not Important

39. Paperwork • Keep notes (or desk) clear: Focus on one thing at a time (stay in the “Now”) • File Everything • Don’t put things off unless you have to

40. Using Resources - Using Advisors • They know more than you do • They care about you • They have experience!

41. Making the Best Use of Time • You don’t have to please everyone • Don’t be a perfectionist (Go for 90%) • Resist the temptation to do small, insignificant tasks too well • Outsource what you can

42. Why do we procrastinate? • We don’t know where to start • We want to avoid an unpleasant task • We’re afraid to fail • We’re waiting for more information • We think if you put it off someone else will do it • We’re “over-committed”

43. How to overcome procrastination • Know That We Do Not Work Best Under Pressure • List the things you have been avoiding • Prioritize them • Do at least one of them each day until you catchup

44. Barriers to Effective Time Management • There are many barriers to effective time management, but they can be overcome. • Here is a list of the most common barriers: • Distractions • Disorganization • Perfectionism • Procrastination • Rigidity

45. Distractions • Distractions come in many forms, but we must learn to avoid distractions if we are to get work done. Here are a few ideas: • Tell people when you are busy and cannot be disturbed. • Work in areas where you are less likely to be disturbed. • Do your work at times when you are most alert. It is easier to get distracted when you are tired.

46. Disorganization • Keep things that you need in a specific place. • Eliminate • Before starting on a task, make sure that you have all of the materials or information that you need. • Follow your schedule.

47. Perfectionism • Examine whether your efforts to get the job done perfectly are really improving things or preventing you from getting the job done. • Think about the cost-benefit ratio of the extra effort. • Remember that nothing is perfect.

48. Procrastination • It is easy to put off tasks if they are not due right away. The trouble is, tasks pile up and you can run into a time crunch later. • Remember to work ahead whenever possible. If you can do it today, do it!

49. Rigidity • It is important to develop a habit of following your schedule, but some people become too rigid. • Unexpected things come up and activities sometimes take more time than planned. • It is important to have some flexibility in your schedule. Allow extra time and avoid becoming too frustrated if things don’t work out as planned… just re-evaluate the plan and make adjustments.

50. Taking Care of Yourself • Knowing when not to work is as important as knowing when to work • Save the easiest tasks for the end of the day • Schedule Yourself In Your Life • Go For Balance