Time Management

for PAS (Personal Sense of Achievement)

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management
Try and answer this quiz! How old were you five years ago? What did you look like at that time? What did you do then? What has changed ever since? What have you achieved in this time? And.

How quickly do you think has the time

passed?
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management
You will agree with no hesitation that TIME has passed very quickly!
That is the mystery with this phenomenon called TIME It passes very quickly and no one seems to know how!! Anyways, like in everybodys case, in your case too, nothing can be done about the past.

So let us look at the Future next 5 years!

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management
How old will you be 5 years from now? What do you think you will look like at that time? What do you think you will be doing then? What would have changed by then? What do you wish to achieve in this time? And.

How quickly do you think would the time pass now?

Would it be slower or faster than the last 5 years ???
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management
NONE OF THESE! The time would neither be faster nor slower. The clock would move at the same speed, one second at a time. This has never changed and will never change! What matters is how well YOU keep pace with this speed!
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management
24 hours is what all have in common. Yet some achieve SO MUCH in this time and some achieve NOTHING.

WHY ?
Let us look at an old story

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Common Problem
I am very busy. The second crisis comes in before the first has finished
I dont feel I have achieved anything this year I dont have control on my life. Things pile one on top of the other I wish I have more than 24 hours per day so that I can get more things done The system overloads me with work. There is no time to breathe
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Objective
To help you introspect and find clues to improve your time management & thereby enhance effectiveness

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Where are You

20% people feel they are short of time. They feel so concerned that they themselves find answers to Time Mgmt 10% people feel they are short of time. They realise this and are keen to get help and see how they can improve Time Mgmt

70% people feel they are not short of time. Though they dont mind listening to someone they tell him why all that is impractical
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Balance Your Life

Family Balance in Life is important Recognize each aspect of life I am not getting enough time for family/personal life because of Work 80% of day is spent at work

Health

Finance

Work

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time management : What is it?

Doing the Right things and not setting Things right
In control of Life, not driven by circumstances Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future Having right balance in wheel of life
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time Management
To get most output within given resources To get time for important issues in life To feel fairly satisfied , secure & on top of things And thereby enjoy stress free life

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time Management

The issue is not Awareness but Action

The Action happens when we say

I cant live with this any more. I need to find an answer fast

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Managing Your Time

Things to do list
Identify Priority Making it happen Evaluate deviations
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Creating TO-DO Lists

Your daily list of tasks Tasks that take you towards your goals One Sheet a Day Tasks with defined importance:
Q1: important and urgent:

deadlines, fire fighting

Q2: important and not urgent:

planning, Holidays
Q3: urgent and not important:

interruptions, meetings
Q4: not important and not urgent:

junk mail, time wasters

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Working with TO-DO Lists

Create the list before you start the day
15 minutes of investment will help you everyday End of day: Review Status

Status: C Completed, T Transferred, A Abandoned, I In progress

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Sample TO-DO List

Date: 01-Aug-2013
Task Prepare PPT for session Collect progress report Priority Q1 Q2 Status Time Needed C I 30 min 45 min

Receive guests
Attend party Confirm to boss about tomorrows plan

Q3
Q4 Q1

T
A C

5 min
1 hour 5 min

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Prioritizing-Scheduling
Look at your big list of To Do
Ask Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it Subsequently schedule the day or the time

Keep some buffers

Be flexible to change but dont change on small reasons
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Interruptions
Intrusive interruptions: phone call, personal conversations Non-intrusive interruptions: e-mail Have a no-interruption periods: Closed door policy Switch-off the phone Use non-intrusive interruptions Prioritize and dont be reactive

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Procrastination
if we wait for the moment when everything, absolutely everything is ready, we shall never begin.

Understand what and why of your procrastination tendency Create micro action plan

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Analyzing- Planning
Analyze what all affected your schedules
Think how to reduce crises Involve those who have a say in your work, in your time planning

Keep room for flexibilities

Processes & Effectiveness

Process is a defined series of steps with responsibilities & guidelines
Try creating processes to handle repeat tasks Make those involved aware of processes

Review processes often to improve efficiency

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Time Kit
One source for everything Goals Tasks Expenses Phone Book Ideas/Notes Lists: Books to read, Checklists

Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Summary
Believe it is possible to get more out of existing time Writing down goals is the first important step Break down goals to tasks Understand your most effective time zone Create daily TO DO List for next 3 months Prioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in front
Department of Business Administration Geethanjali Institute of PG Studies, Nellore

Decide to be on the top of the situation rather than be part of the mess

Wish you all the Best

Department of Business Administration Geethanjali Institute of PG Studies, Nellore