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How to use time effectively

How to use time effectively. Presented by T.M.Jayasekera B Sc. Eng., MBA, C Eng., MICE,FIE,FCIWEM,FIM,MSLIM,MSLITD Management Consultant. T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480. A MESSAGE FOR YOU . WE ALL KNOW THAT

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How to use time effectively

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  1. How to use time effectively Presented byT.M.JayasekeraB Sc. Eng., MBA, C Eng., MICE,FIE,FCIWEM,FIM,MSLIM,MSLITDManagement Consultant Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  2. A MESSAGE FOR YOU • WE ALL KNOW THAT THERE IS TIME FOR EVERYTHING AND EVERYTHING HAS ITS TIME 71 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  3. A MESSAGE - (Contd.) • BUT OUR PROBLEM IS THAT WE DO NOT TAKE THE TIME TO DO IT WHEN IT IS TIME TO DO SO 72 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  4. WHY DO WE NEED TO MANAGE OUR TIME • TO GET MORE FROM LESS • TO IMPROVE OUR COMPETENCY LEVEL • TO ENJOY OUR LIFE • TO HAVE A BALANCE IN LIFE 73 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  5. WHY DO WE NEED TO MANAGE OUR TIME • TO IMPROVE PERSONAL PRODUCTIVITY • TO GET A RETURN ON EXECUTIVE TIME • TO MINIMIZE THE DEMAND ON EXECUTIVE TIME • PRODUCTIVITY=OUTPUT INPUT 74 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  6. THE RIGHT THING TO DO • DEVOTE YOUR TIME TO DO WHAT YOU WANT TO DO 75 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  7. MAIN PURPOSE OF TIME MANAGEMENT • TO ENABLE US TO LIVE A LONGER LIFE AND BE ALIVE AND ENJOY EVERYDAY 8 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  8. WHAT IS TIME • THE MOST VALUABLE BUT MOST NEGLECTED RESOURCE • RESEARCH HAS PROVED THAT MOST MANAGERS WASTE MINIMUM TIME EQUIVALENT OF ONE DAY EVERYWEEK • THIS COULD BE EASILY AVOIDED, IF TIME IS MANAGED EFFECTIVELY 9 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  9. Definitions of Time • Time is a construct • Time is money • Time is a measure defined by hours, minutes,…. • It is a period of space • Time is life. • It is difficult to explain it... We know it . • Look at it as a dimension of speed. It is the dimension in which change happens.It is the rate of change 10 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  10. MYTHS OF TIMETime heals everything One can make up lost timeSome do not have enough timeSome experience time flyingWork expands to fill the available time(Parkinson’s Law)Everything takes longer than you think (Murphy’s Law) 11 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  11. WHY DO PEOPLE LACK TIME • Having too much to do • Having a highly fragmented job that doesn’t allow people to catch up on tasks that need more thought • Not organizing work properly 12 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  12. TIME MANAGEMENT IS A MISNOMER 13 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  13. WHAT IS REALLY MEANT BYTIME MANAGEMENTIS SELF MANAGEMENT WITH RESPECT TO TIIME 14 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  14. What is time management • Time Management takes strong commitment to change old habits that are unsuitable and lead a new life with those that are suitable 15 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  15. Benefits of good time management • Improve availability • Improve decision Making • Improve Health • Improve productivity efficiency and effectiveness • Make you easier to live with 61 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  16. Benefits of good time management • Make you feel more relaxed • Minimise the risks you take • Reduce stress This is why we have to shape our personality through Time Management 62 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  17. OUTCOME OF POOR TIME MANAGEMENT • STRESS (DUE TO DEADLINES) • FATIGUE (DUE TO EXCESSIVE WORK LOADS ) • BEING BUSY • WORKING LATE AND • TAKING WORK HOME • UNDER PRESSURE NOTHING ABSOLUTELY IS DONE 76 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  18. THE TOP FIVE TIME MANAGEMENT MISTAKES 63 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  19. TOP FIVE TIME MANAGEMENT MISTAKES • 1. Starting your day without a plan of action. 64 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  20. TOP FIVE TIME MANAGEMENT MISTAKES • 2.Get out of balance in your life 65 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  21. TOP FIVE TIME MANAGEMENT MISTAKES • 3.Work with a messy desk or work area 66 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  22. TOP FIVE TIME MANAGEMENT MISTAKES • 4.Don’t get enough sleep 67 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  23. TOP FIVE TIME MANAGEMENT MISTAKES • 5.Don’t take a proper meals break 68 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  24. OUTCOME OF TOP FIVE TIME MANAGEMENT MISTAKES • All these will only add more and more to stress until your relief valve decide to work without troubling you any more 69 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  25. BEFORE YOU CAN MANAGE YOUR TIME BETTER • You should know what your time is worth (Based on 40 hr work week and 40% o/h) Value per Minute Rs1.12 Rs1. 40 Rs1.68 Rs1.96 Rs2.24 Rs2.80 Rs3.37 Annual Salary Rs100000 Rs125000 Rs150000 Rs175000 Rs200000 Rs2500000 Rs300000 Value per hour Rs67.00 Rs84.00 Rs101.00 Rs118.00 Rs135.00 Rs168.00 Rs202.00 70 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  26. MAIN FACTORS AFFECTING TIME • Personality /skills of the job holder • Influence of colleagues • Management style of superior • Demands made by own staff • The nature of the job • The organizational culture 77 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  27. HOW TIME IS WASTED • DUE TO INTERRUPTIONS • DUE TO BADLY CONDUCTED MEETINGS AND • DISRUPTIONS • PRESSURES OF WORK AND DEMANDS ON OTHER PEOPLE MAKE TIME WASTED MORE AND MORE 78 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  28. HOW CAN WE ELIMINATE TIME WASTERS ASK YOURSELF FOLLOWING QUESTIONS • Do I want to become more effective • How can I improve my performance • What should I start doing • What should I stop Doing • What should I do differently • What results should I achieve 79 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  29. THROUGH TIME MANAGEMENT WE CAN IMPROVE • PERSONAL EFFECTIVENESS AS WELL AS • EFFECTIVENESS OF OTHERS AROUND US 80 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  30. HOW TO MANAGE TIME ? 81 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  31. STEP 1-ANALYSE THE USE OF YOUR TIME • Using a time log may give you some clues about how you could schedule your time better • Find out the time that you waste during a normal day • use the time log to critically evaluate your time wasters & make improvements 82 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  32. DO A TIME LOG AS A GOOD STARTING POINT 1.START TIME 2.ACTIVITY 3.PRIORITY-H/M/L 4. FINISH TIME 5.TIME TAKEN FOR THE ACTIVITY 6. INTERRUPTIONS 7. % OF TIME TAKEN BY INTERRUPTIONS 8.POSSIBILITY FOR DEVELOPMENT 9.POTENTIAL TIME THAT CAN BE SAVED 83 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  33. PRIORITIZE TIME IN TO • HARD –H OR A • MEDIUM AND –M OR B • LOW PRIORITIES-L OR C 84 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  34. Identify your time wasters • Take a hard look at it and try to eliminate those 85 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  35. STEP 2- Check your Energy cycles ! • Are you a morning person or a night owl? • Different people have different peak performance hours • But all of them have to work the same times • A good time manager evaluates which tasks to be tackled regardless of the hour & which tasks might wait for peak performance 86 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  36. ENERGY CYCLE 87 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  37. Step 3- USE THE TESTS OF TIME • Necessity-Is the task really necessary to be done • Appropriateness-Are you the person who should do this • Efficiency-Is there any other better way to carry out the task 88 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  38. Step 5- Do not make undue commitments 89 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  39. REMEMBER !WHEN YOU MAKE COMMITMENTS WITHOUT CHECKING THE TIME FACTOR • You have surrendered your choice ! • No body can advise you how to spend your time • Feel free to choose how you would spend your time • You can make only choices - but you can’t make time • By knowing what is important to you, you can choose how to spend your time 90 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  40. Step 6- identify your lifestyle 91 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  41. ASK YOURSELF • What life style do you want • What choices are available • Know what is important to you • Apply time management principles to every aspect of life 92 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  42. Step 7- Know the right time management Principles 93 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  43. Time Management Strategy-“TIMETECH” • T-Tell yourself to set priorities • I-Identify Goals-Both Professional and personal • M- Make sure you handle each piece of paper only once • E-Exercise proper use of a Diary • T- Think to yourself “What’s the most important use of my time right now • E-Every ‘A’ should be done before ‘B’s and ‘C’s • C- Challenge what you do; Challenge the system • H-Help yourself and do it now 94 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  44. HOW TO MANAGE TIME • PRIORITIZE • SET GOALS - SMART • DIARY CONTROL • TACKLING LARGE TASKS • PRIME TIME • AVOID INTERRUPTIONS • MANAGE INTERRUPTIONS • DESK MANAGEMENT 95 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  45. AVOID INTERRUPTIONS • KEEP PRIME TIME FOR PROACTIVE ITEMS AND NOT FOR REACTIVE ONES • ARRANGE THE LAYOUT FOR BEST USE • DO NOT ENCOURAGE INTERRUPTIONS 96 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  46. DESK MANAGEMENT • Deal with it • Delegate it • file it • Bin it • Your desk is a place to work and not to pile files • research has proved that you can save 10 % of your time per year if your desk is properly organized 97 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  47. HOW TO RUN MEETINGS EFFECTIVELY • FEW AGENDA ITEMS • FEW PEOPLE • BETTER PREPARED DELEGATES • START AND FINISH TIME • FOLLOW UP 98 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  48. TO IMPROVE YOUR MANAGEMENT OF TIME • DELEGATE AUTHORITY AND RESPONSIBILITY • DO IT EARLY • GIVE A CLEAR BRIEF • AGREE ON DATES • DELEGATE WHOLE JOB • DO NOT HOVER • IT IS A LONG TERM INTERVENTION 99 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  49. How to become a good Time manager • Excel in planning & Prioritizing • Do Long & short term planning • Apply Proper coordination • Engage in Scheduling 100 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

  50. ACTION STEPS FOR TIME MANAGEMENT • Focus on goals • Establish priorities • Delegating • Personalize -Use Techniques that suit you • Schedule 101 Chapter 4 T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

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