TRAINER'S GUIDE

Slide no 1-Title Slide

CONDUCT AN ICEBREAKER -ANNEXURE 1

Slide no 1-9 - An Introduction On Time Management

In this fast -paced world of cutthroat competition, time has gained

importance more than ever. A manager has to do meticulous planning, about

how he would be spending his precious time productively, where would

spending more time give him more returns. He prioritizes his task so that he

doesn't waste time on non-productive things. For him, time is money. He

assigns himself specific deadlines, breaks large projects into small tasks,

and works on one section or task at a time, so that he is able to gain the

maximum of whatever time he is having on hand.

It is a non-renewable resource. Once it is gone, it will never come back. To

save time, one should plan it efficiently.

Time can be

• Doing something meaningful and worthwhile helps using time in a

productive manner and thereby helps the person, organization or the society.

• Doing something, which is non-productive and does not help anyone, can

lead to wasted-time.

• Time can also be killed when the person doesn’t have anything to do and is

just letting it go.

Slide no 10-What Is Time Management

• A set of related common-sense skills that help you to use your time in the

most effective and productive way possible

• Getting the most out of the day

• Focus on getting results, not on being busy

• Making time your friend not your enemy

Slide no 11-How Can Time Management Help You

• Prioritizing goals and tasks

• Using your time effectively

• Limiting distracters

• Allowing more time to relax and have fun

• Having more control of your life

• Increased enjoyment in what you do

• Better physical and mental health

Slide no 12-Goals Of Time Management

• To avoid time-related crises

• To gain a feeling of accomplishment

• To do things that are beneficial, both personally and professionally

• To live life, not just spend life!

Slide no 13- Manage Your Time

Time, being a finite commodity, cannot be recovered. Once it has gone, one

has even less time to do what he wants to do. Everyone has the same amount

of time available.
People generally complain of having shortage of time, yet some of them seem

to manage to get more done than others. To save time, one has to

• Prioritize tasks

- evaluating

- sorting tasks into categories

- judgement

• Organize yourself

- diaries

- action lists

- booking time for reactive/ proactive task

Slide no 15-Prioritizing Tasks

To prioritize tasks, one has to segregate them on time and values dimensions

• Time - this refers to how urgent the task. Does it need to be done

immediately or it can wait for sometime. Simply stated, is the task urgent on

non-urgent.

• Value - this refers to the importance of the task. Is the task important,

or it doesn’t have much relevance. Do many important decisions depend on it,

does it affect the life of people, and will it have an important impact on the

market? These could be some of the questions determining its importance.

Slide no 16- Prioritizing Tasks

An individual can have a no of tasks on hand, to perform. For this he needs

to prioritize them.

The task could be

• Urgent or
• Non- urgent

At the same time, it could be

• Important, or

• Unimportant

So, to prioritize tasks, one has to put the task into one of the four

important quadrants-

• Crises-Urgent ,important

• Prevention- Not urgent, important

• Interruptions-Urgent, not important

• Trivia-not urgent, not important

Slide no 17-Prioritizing Tasks- Dealing With Crises

Deals with both urgent and important work - crises or problems, people are

crises managers, problem-minded people, deadline driven producers. They

are good fire fighters. Most of the time, they are doing reactive tasks.

Slide no 18- Prioritizing Tasks Dealing With Interruptions

Deals with urgent but unimportant work. They spend most of their time

reacting to things that are urgent, assuming they are important. In reality,

the urgency of these tasks is often based on the expectation and priorities

of others. Feels victimized and used.

Slide no 19-Prioritizing Tasks-Dealing With Trivia

Deals with non-urgent but important work. They lack in focus and lead a

totally irresponsible life. All their time spent depends on external factors.

Lack total control of their time.

Slide no 20-Prioritizing Tasks Dealing With Prevention

Dealing with non-urgent but important work. It deals with long range

planning, planned or preventive maintenance-they plan ahead so that,

important things do not become urgent. Similarly, they think pro-actively to

maneuver crises. They are disciplined and balanced.

People tend to shelf these tasks thinking they are not urgent. Thus, making

their Quadrant 2 shrink and other quadrant taking over

Slide no 21-The "Quadrant 2" Tool

• A “people” dimension-One needs to effectively deal with people. At times,

he may have to sub-ordinate schedule to people

• Flexibility

• Planner should be one's servant and not his master. It must be tailored

to the requirement, style, and needs.

• Portability-The planner should be portable. All data should be always be

within the reach.

• Coherence-There should be harmony, unity and integrity between vision

and mission, goals, priorities, and short-term and long-term goals.

• Balance-There should be balance in the life-your spouse, your family, your

professional preparations, personal development- your work and family-your

work and leisure

• Focus

• The planner should be portable-All data should be always be within the

reach.

Slide no 22-How Do We Effectively Manage Our Time

Step 1: How do you spend your time now?

Step 2: Analyze your time spent in a day

Step 3: Plan out your goal and how to achieve your goal

Step 4: Stick to your schedule and reward yourself when you complete all

your tasks/goals

Slide no 23-Where Does My Time Go

• Socializing

• Telephone interruptions

• Meetings

• Unplanned visitors

• Excessive paperwork

• Lack of clarification

• Lack of competent help

• Communication problems

• Lack of information

• Red tape / forms

Slide no 24- Where Does My Time Go contd.

• Procrastination

• Unclear goals & objectives

• Failure to delegate

• Failure to set priorities

• Poor scheduling

• Lack of self-discipline

• Doing too much at one time

• Poor personal skills

• Crisis management.

Slide no 25-Wasting Time

• Going over the same ground twice because the person has forgotten

something the first time around

• Only achieving half of what one has planned for the day and not knowing

why

• Wondering whatever happened to the best part of the day

• Seeing list of things “to do” getting longer and longer

• Seeing pending file get heavier

• Not being able to find an important piece of paper when needed

• Spending time looking for something in the wrong place because it has

been forgotten where it was kept.

Slide no 26-Finding The Cause

• Doing things that need not be done at all is a very common way of wasting

time. One can produce things, needed, and one can also produce things, which

no one else needs.

• Doing something that could and should be done by someone else is

tempting, especially when it is work, one is good at. But if such tasks are not
deleted, then the person will have less time to devote to managing relevant

things. It often seems quicker to do something by the person himself rather

than delegating it to somebody.

• Things taking longer than it should because

-they are not personally organized

-the person rushes into action

-he is doing it all himself

• Wasting other people's time

-having second thoughts when the things have already been done

-forgetting to pass new information

-holding impromptu meetings

-allowing interruptions

-keeping punctual people waiting

USE THE QUESTIONNAIRE "ARE YOU WASTING TIME" -ANNEXURE 2

Slide no 28-Planning The Tasks

• Know the responsibilities-Comparison should be made to ensure as to

what the person is doing and what he is supposed to do.

• Set goals

- attention should be focussed on where he is going

-plan what to do within a given time-frame

-help others understand what is happening and how they fit into the scheme

• Identify prioritizing

-essential tasks, task which the person himself should perform, tasks which

can be delegated, tasks that have a low priority

• Distinguish between urgent and important-urgent tasks are those which

are pressing in their need for attention, but they may be trivial. They

require quicker reactions than important tasks

• Think about the nature of the task -think how much time is taken upon

with executive activities and how much time is spent performing day to day

tasks.

Slide no 29- How Do You Plan Your Activities

• Planning -a process where you work out what you want to achieve, and

think about how you can achieve it. A good plan helps you focus on those

tasks that help you move towards your goal effectively

• Creating a Good Plan

- use a “to do list” - daily planning

- write down activities/ tasks for the day

- refer to list periodically throughout your day to check your progress

and to cross off all completed tasks

- take a few minutes each night to prepare a list for the next day

Slide no 30- Creating A Good Plan

• Monthly Planning

- good for tracking deadlines for assignments, exam dates, special events

- meeting dates, times, place and reason for meeting

- helps manage larger goals

- allows you to see your schedule for coming weeks, so you can prepare for

a hectic week

- record your progress as a motivator

Slide no 31- Creating A Good Plan contd.

• Weekly Planning

- good for maintaining smaller short-term goals in pursuit of larger long-

term goals

- cross off completed activities as a motivator to complete other

tasks

- one disadvantage - Cannot see what is coming in the next few weeks

Slide no 32- Things To Avoid When Making A Plan

• Not giving yourself a reasonable amount of time to finish a job

• Not allowing time for flexibility - Last minute things can happen

• Planning to work in a distractive environment

• Avoid those people who always tend to talk to you while you are trying to

work

• Trying to do too much all at once, learn to say no!

• Making a plan and not following it

Slide no 33- Tips To Planning Effectively

• Tips to Planning Effectively

• Make use of free time

• Plan most important tasks when you have the most energy

• Rank tasks/activities for importance and complete the most important

ones first

• Drop tasks/activities that are not helping you move towards your goal

• Reward yourself for a job well done

Slide no 34,35- Pacing - Work expands or contracts to fit the time allotted.

One should make pacing work for him, by doing the following -

• Estimate the time needed to complete a task

• Subtract 15% from that estimate

• Set a timer to help reach the goal of completing the task in reduced time

USE THE QUESTIONNAIRE " ARE YOU PLANNING YOUR TASK" -

ANNEXURE 3

Slide no 37-Scheduling Time

• Dealing with deadlines- time limit should be put a on various activities by

setting watch, travel alarm. External deadlines are there to ensure the

success of a project. By working back from the deadline, the person can

determine when he has to start.

• Tackling large tasks-the trick to tackle such tasks is to treat them as

watermelons; cut them into manageable chunks; work out a schedule for

these chunks, and tackle one bit at a time.

• Setting undisturbed time-

-keeping a note-book beside the bed

-installing “whiteboard in the bathroom”

-setting the answering m/c

-clearing availability-non-availability time

• Making the most of meetings-why is it important, who should attend and

why, what topics to be covered, what is to be achieved in the meeting?

• Using journey time effectively- taking personal organizers, travelling

with colleague and talking shop, clearing out briefcase, thinking about

strategy, formulating plans could be some of the ways.

USE THE QUESTIONNAIRE "DO YOU SCHEDULE TIME" -ANNEXURE 4

Slide no 39- Ways of Saving Time

• Lists can be made-lists of things, which must be, achieved today, lists of

things that need to be achieved within limited space of time. Things to be

done should be written before leaving the desk.

• Handling paperwork-should be filed, acted upon , passed on, or binned

• Keeping personal records- dedicated notebook, paper pens by the phone,

an index of important numbers are some of the ways

• Finding things-well labeled files, a tray marked ‘immediate’, individual

folders for various topics

• Taking short-cuts- post-card for a quick written note, instead of typing a

letter, telephone calls, instead of typing a letter in response to in-coming

mail, writing response on the original are some of the options that could be

explored .

USE THE QUESTIONNAIRE " DO YOU SAVE TIME" -ANNEXURE 5

Slide no 41- Working With Others

• Delegating work-choosing someone who is capable enough, being precise,

assigning priority, and making sure he has the authority, reviewing progress

regularly.

• Working productively together-making sure that relevant information is

passed, remembering to share brilliant ideas with others, agreeing on dead-

lines, asking some-one to stay late, only when the work is urgent.

• Communicating effectively-using clear everyday work, when recording

message on answering machine, asking people also to leave the message as to

what time they called up besides asking them to leave their names and

numbers. Verifying with people that the things have been understood,

writing down important information

• Delegating work -discus why the work has to be done, what is precisely

wanted, when is it required, what form the work should take.

USE THE QUESTIONNAIRE " DO YOU WORK EFFICIENTLY WITH OTHERS "

ANNEXURE 6

Slide no 43-Making Time for Yourself

• Revising personal habits- thinking of everything one does from the time

he wakes up in the morning. Working out how the personal routine may be

losing one's time and thinking what one has to do to change the behavior.

• Taking leisure time-

 blocking out holiday plan in advance

 promising oneself to take-off specific periods of time

- making time in each day to do something that is a complete contrast of

work
 USE THE QUESTIONNAIRE " DO YOU MAKE TIME FOR YOURSELF "

ANNEXURE 7

Slide no 46-Organizing Yourself

Organizing task is only half the job done. The other and equally important is

how the person handles those tasks. The way a task is done, or executed,

depends a lot on the person handling it. An unimportant, non-urgent task can

become urgent and important if handled carelessly.

• Dealing with paper

-doing now- nothing should be left for the last moment, the thing which

should be done immediately should not be kept for another day.

-doing soon-writing to finish job as early as possible. Doing the job soon

eases tension.

-filing-file all papers properly so that it is not lost, and finding them when

needed.

-reading- go through the papers and prioritizing its importance

-passing on-passing on the papers if it for some other person

Slide no 47-Organizing Yourself contd.

• The work one is doing - is it …

-worth doing-think that the work that is being done, will it benefit the

person, will he get something out of it?

-can anyone else do it better-does the person have the required potential to

do it or will somebody else do it better?

-what will happen if it is not done-how important the job is can be

ascertained if the person thinks of its consequences if it is not done

Slide no 48-Organizing Yourself contd.

• Organizing desk/ cabinet:

-setting up a system and sticking to it

-filing in the filing cabinet

-using charts to store information on the wall

-keeping telephone in sight with note pad

-keeping regularly consulted documents and books near the desk

-keeping contents of the drawer under control

-keeping the waste paper basket near the table

Slide no 49-Organizing Yourself contd.

-identify what is being put off

-doing one of them just now-action eliminates anxiety

-if getting started is the hardest part-setting a designed time slot and

committing to it

-beating boredom by using mind-during lunch time and rest breaks, using the

time for creative day dreaming and goal setting

-imagining that one has only a year to live-

-not worrying about perfectionism

-avoiding usage of phrases like “I wish…”, “I hope...” use “I will”

-consulting people if putting off involves other people

Slide no 50-Activities Consuming Time

• Sleeping-including Sunday post-lunch naps

• Personal-including washing, dressing, meal times (other than working ones

or social ones)

• Work travelling-including travel to and from job as well as part of the job

• Leisure travelling-Journey one makes for domestic and leisure reasons

• Domestic responsibilities-gardening, shopping, housework, etc

• Work- which is sub-divided into two categories

- positive active tasks-planned and organized

- reactive tasks-reaction to situation

• Self development-reading, keeping up knowledge, keep fit etc.

• Leisure-TV, playing, going out

Slide no 51, 52-Time Audit

• Preparing a daily time diary-doing it for 14 days

• After this, taking each day and analyzing it in more general terms,

detailing what is being done

• Grouping and categorizing the tasks listed

• Deciding on answers to the rationale of what is done

• Making a checklist of the problems, readying and improving on them

Slide no 53-The Ten Golden Rules

• Identify your time wasters-at home and at work

• Conduct regular time audit

• Compare your updated time with your first-time wasters list

• Mark the time-wasters for killing off one at a time

• Manage your desk

• Delegate

• Communicate effectively

• Use action plans

• Keep information in charts

Slide no 54-Developing New Habits

• Launch new habit with vigor & enthusiasm

• Avoid making exceptions / excuses

• Don’t procrastinate

• Seek social support

• Celebrate / reward your successes

Slide no 55,56- By Following These Tips

• Take time to plan

• Analyze your time wasters

• Set goals and list priorities

• Consolidate similar tasks -“clustering”

• Begin with the toughest tasks

• Develop others’ potentials by delegating

• Plan uses for predictably idle time

• Get control of the paper flow

• Avoid cluttering up your work space

• Don’t procrastinate on big tasks

• Reduce meeting times-stick to an agenda

• Say, “No, I don’t have the time!”

• Prioritize relationships

• Create a distraction free environment