Time: Can We Manage?

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 1

Some Time Irritants
 Limited time: A 36 hour day?
 Tasks, tasks and more tasks.
 Free time:no tasks, busy time:?
 I can not find things!
 Will some one tell me time
management tools? A myth
 Structured predictable calm or fast,
workaholic and free minded?
May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 2
The Stethoscope
 Technical errors: lack of skills and
procedures.
 Reality check: things you can not
change.
 Psychological obstacles. Self
sabotaging habits which may be
controlling you.

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 3

Technical Errors
 Home less and orphan tasks: I know what to
do but don’t know when!I don’t have spare
time
 Wrong time for the right task
 I gave 10 minutes for a half an hour job
 Who gave me this job, after all?
 I can not make head or tail of it!
 What I am supposed to do? Details.
 Where did I keep the papers? My
secretary/wife/partner is useless!

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 4

Reality Checks
 Your workload is too much!
 You have a health problem.
 You are in transition.
 Your environ is interruption rich.
 The people you depend on are
disorganized.
 You don’t know how to take a break
and celebrate.
May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 5
Psychological Obstacles: We
Know What to Do but Can’t
 Unclear goals and priorities
 You love chaos: By nature you are a
crisis manager
 You are scared of down time
 You are a kind good Samaritan
 Fear of failure
 Fear of success

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 6

Psychological Obstacles: We
Know What to Do but Can’t
 Status quo! Status quo!
 What shall I do after completion?
 Perfect is the best
 Plans are anti-creative!
 All time management talk is futile and time
wasters themselves
 If I persist long enough, the world will change.

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 7

Pause And Ponder
 What is working and what is not
 How do you prefer to manage your
time
 Your energy cycles and sources

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 8

These Are Working for Me!
 No matter how busy I spend time with my
family, answer phones.
 My goals are clear on my family and my office.
 I know how long it takes to reach work.
 Monday mornings are best for me and I am in
mood.
 I don’t procrastinate paying bills and writing my
journal.
 I am happiest when…….

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 9

What Is Not Working?
 I never have time to exercise or relax
 My time goes on cleaning, attending meetings
 One thing I wish I could do is eat a sit down lunch
 I am usually late for work no matter what I do.
 I can not finish letters, hobby projects
 I can’t say no!!!

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 10

I Know What I Prefer:
SWOT Analysis
 Working independently or in groups
 Focusing on one or multitasking
 Fast and busy or slow and easy
 Planned or spontaneous
 Tight deadlines or long leads
 Working in silence or with music
 Dim light or bright light

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 11

Energy Cycles and Sources
 Mornings are best for and worst for
 Afternoons are best for and worst
for
 When my energy is low: I
exercise/stretch/play music/glance
at a photograph/ take a nap/ drink a
glass of water/ take a break

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 12

Big Picture Goals
 Work
 Family
 Self
 Finance
 Friendship
 Community
 Knowledge
 Spirituality

SPECIFIC ACTION
POINTS

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 13

STRATEGISE
 Time mapping and time budgets
 VISUAL DIAGRAMS AND SCHEDULES
 Multi tasking/ Layering
 Keep in mind personalization/Big picture/
energizing and Balancing
 I am victim of 80-20 rule
 Select a planner that works for you!
 Visual, Digital, Software, electronic, portability

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 14

Make Time Management
Work for You.
 Sort:
 To dos
 Does this fit with my chosen activity
 How long will it take?
 Hidden time : Travel, Setup, Feedback revisions,
Stewing,cleanup/winding down, Refreshment
 Purge:
 Delete
 Create shortcuts
 Delegate

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 15

Purging Techniques of Time
Management
 The art of saying no
 Decline invitations
 Saying no on phone

 Voluntary activities

 Insisting morons

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 16

Techniques for Handling
Routine
 Post a remember to take checklist
 Buy/store for two three weeks
 Auto pay, Internet and Telebanking
 Master shopping list
 Colour scheme of your clothes
 Favourite/signature gift system
 Stock on greeting cards

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 17

Techniques for Handling
Routine
 Fixing bill payment dates
 Daily clutter pickup and clean time
 De-clutter your home /work
 Create computer templates, macros for
routine tasks and letters
 Make a simple filing system
 Use post it notes

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 18

Delegating or Getting It
Done by Some One Else
 Are you too busy to delegate?
 Do you feel guilty do dump on others?
 You can not depend on others?
 Are you afraid of becoming dispensable?
 Do you know what to delegate
 Can you identify tasks you do not enjoy,
not good at doing, that sap you of your
energy

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 19

Effective Delegation
 Present the job
 Be available for hand holding
 Review and evaluate
 You want to delegate to an expert, a
peer or a beginner?

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 20

Do Your to Do Tasks Have a
Home?
 Home for urgent tasks because they
give you most satisfaction.
 By duration of tasks.
 By energy interest levels.
 By geography or clubbing.

May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 21

 Some More Thoughts
 Interruptions
 Desk setting
 Visiting hours
 Earplugs
 Callback hours
 Email secrecy
 Eating time
 Procrastination, being ready
 Overcome perfectionism
 Monitoring and reviewing: zero budget
May 25, 2010 TIME MANAGEMENT FOR SBI OFFICERS 22