TIME

• •

If you want to know the value of 1 Year then.....

• Ask the Student who has failed his Exam

• If you want to know the value of 1 Month • then…..

• Ask the Mother who gave birth to a pre -mature baby (by a month)

• If you want to know the value of 1 Week • then......

• Ask an Editor of Weekly Publication…..

• If you want to know the value of 1 Day • then…….

• Ask a Daily wage Labourer

• If you want to know the value of 1 Hour • then……

• Ask lovers who are waiting to Meet…

• If you want to know the value of 1 Minute • then…….

• Ask the person who missed the Last Train to home……

• If you want to know the value of 1 Second • then……

• Ask the person who survived in an Accident….

• If you want to know the value of 1 Millisecond • then……

• Ask the person who just won the Silver medal in Olympics…..

Circle of Influence
NO INFLUENCE

INFLUENCE

CONTROL

Controlling those things we can control

Norm For Earning Points
A Good & Relevant Question Correct Answer A Good Joke

Workshop Contracting
Points
+10 +10 +10 +25 +50

Norm For Losing Points

Points
-5 -10 -10 -10

Late Coming for Any Session - Per Team Member Per Minute Late Coming for Any Session - For Team Leader Per Minute Mobile Ringing Below the Belt Remarks HTTT (Hostility Towards the Trainer)

Value Addition (Sharing Relevant Experience or an Insight) Team Presentations

Depends on the Severity

Role-plays / Activities Fair Play

+100 +100

Programme Objectives
• • • • • • • • • Through this programme you will be able to understand: Why….????? Time Management…. Need or proper Utilization of Managing time Time Management Model 3 P’s of Effective Time Management Delegation - to enhance the Action Plan… Ineffective Delegation…..Causes / Solutions SMART – Goal Setting Benefits of Time Management…..!!!!!!

THE SCIENCE OF TIME
(Atharva Veda XIX.23.1-4)

• Time is a horse that moves with seven rays,with a thousand eyes,undecaying,who projects a manifold seed.Him the seers mount,illuminated in mind.His wheels are all the worlds. • He gathered all the worlds together.He encompasses all the universe.As their father,he became their son,apart from whom there is no other light.

Challenges
I am busy round the clock I don’t have time to do anything I like I am not happy as I do not get time to enjoy I don’t feel, I have achieved anything this year I don’t have contrl over day I wish I had 24 hours in a day so that I can get more things done

Balance Your Life
• Balance in life is important • Recognize each aspect of life is important • I am not getting enough Health time for family/personal life because of work • 80% of time is spent on work

Work

Finance

Family

How to transform self Image
• By changing the attitude which prompt them • By deliberately practicing new behaviors until they become habits • By associating with successful people • By reading self improvement books and articles and discussing points with like minded people • By scheduled and consistent use of new methods
A positive self image releases your potential to accomplish remarkable and rewarding results

• What is • TIME MANAGEMENT….???

Time Management ….
“Time Management starts when you begin to focus on and accomplish your highest priorities”….
-Charles Hobbs.

Time Management- What is it??
•Doing the Right things and not doing things right •In control of Life , and not driven by circumstances •Enjoying JOURNEY of life: everyday of it and not wait for a perfect day in future •Have right balance in life

TIME - A UNIQUE RESOURCE
• It is irretrievable • What is lost cannot come back

What is lost is a part of our life

IT IS IMPOSSIBLE TO MANAGE TIME

Time Management Principles
Identifying Time Loss
– Time log on daily, weely, monthly basis – Classifications of activities
• • • • Priorities Delegation Time Waster Operations and Management

Time Log – Monday 5 Feb
th

Time 8:30 - 8:45 8:45 - 9:00 9:00 - 9:15 9:15 - 9:30 9:30 - 9:45 9:45 - 10:00 10:00 - 10:15 10:15 - 10:30 10:30 - 10:45 10:45 - 11:00 11:00 - 11:15 11:15 - 11:30

Priorities √ √

Delegation

Time Waster

Operations & Management

√ √ √ √ √ √ O M √

Time Log – Monday 5 Feb
th

Time 8:30 - 8:45 8:45 - 9:00 9:00 - 9:15 9:15 - 9:30 9:30 - 9:45 9:45 - 10:00 10:00 - 10:15 10:15 - 10:30 10:30 - 10:45 10:45 - 11:00 11:00 - 11:15 11:15 - 11:30

Priorities √ √

Delegation

Time Waster

Operations & Management

√ √ √ √ √ √ O M √

BENEFITS FROM EFFECTIVE TIME MANAGEMENT
• We have more time to do things we want to do………rather than do things what we have to do • We get control over our life - dealing with internal & external time hindrances • We are free of stress and tension • We can achieve our goals in life

“I do not have

to do”

MY PRIORITIES ARE DIFFERENT
IF YOU REALLY WANT TO DO A THING YOU WILL FIND TIME TO DO IT

WE WILL!!
• Learn that time management is a habit • Understand how we spend our time • Create awareness about the four quadrants of time mgmt • Share tips on how to manage our time better
• How to develop this habit

Habits are powerful factors in our lives. Because they are consistent, often unconscious patterns, they constantly, daily, express our character and produce our Effectiveness or Ineffectiveness

MANAGING TIME IS A HABIT NOT MANAGING TIME IS ALSO A HABIT

HOW TO DEVELOP A HABIT OF MANAGING TIME

• Recognize the need • Believe improvement is possible • Plan the activity – small improvements lead the way • Reinforce good behaviour

HOW DO WE SPEND OUR TIME?

QUADRANTS OF TIME MANAGEMENT

I

URGENT & IMPORTANT

URGENT & NOT IMPORTANT

II

III

IMPORTANT & NOT URGENT

NOT URGENT & NOT IMPORTANT

IV

Time Management Matrix
Urgent
1 - DO NOW

Not urgent
3 - PLAN TO DO

real major emergencies and crisis issues significant demands for information from superiors or customers

planning and preparation project planning and scheduling research and investigation networking relationship building thinking and creating modelling, designing, testing systems and process development 4 - RESIST AND CEASE

Important

project work with imminent deadline meetings and appointments reports and other submissions staff issues or needs problem resolution, fire-fighting, fixes 2 - REJECT (DIPLOMATICALLY)

trivial and 'off-loaded' requests from others apparent emergencies ad-hoc interruptions

unnecessary and unchallenged routines 'comfort' activities; computer games, net surfing, excessive cigarette breaks chat and gossip face-to-face and phone social and domestic communications silly emails and text messages daydreaming and doodling interrupting others reading nonsense or irrelevant material unnecessary adjusting, tidying, updating equipment, systems, screensavers, etc. over-long breaks, canteen, kitchen visits

Not Important

misunderstandings appearing as complaints irrelevant distractions pointless routines or activities dealing with accumulated unresolved trivia duplicated effort unnecessary double-checking boss's whims or tantrums

I

URGENT & IMPORTANT

URGENT & NOT IMPORTANT

II

III

IMPORTANT & NOT URGENT

NOT URGENT & NOT IMPORTANT

IV

• I - THEY ACT ON US • II - DECEPTION - WE ARE MEETING
OTHER PEOPLE’S PRIORITIES & EXPECTATION

• III - WE MUST ACT ON THEM • IV - MOSTLY WASTE OF TIME

GOSSIP INABILITY TO DELEGATE PROCRASTINATION

Internal time wasters

INABILITY TO SAY “NO”

PHONE CALL WE MAKE

DISORGANISATION

VISITORS CRISIS MANAGEMENT PAPER WORK

External time wasters

WAITING FOR SOMEONE

PHONE CALL OTHERS MAKE

TRAVEL TIME

HOW TO DEAL WITH TIME HINDERANCE

?
ELIMINATE THEM SHORTEN THE TIME SPENT ON THEM

Why don’t we delegate
      “I can do it better” “I can do it faster” “I am insecure” “I do not want to give it up” “It is a dirty job” “I want to keep control”

Delegation
• The points to be considered before delegation
– How much of responsibility, authority & accountability will I delegate – How closely will I monitor – How much will I participate – How often will I need an update & progress information

PROCRASTINATION is a vicious circle where….. we never do today what we can postpone to tomorrow

Procrastination
• Why do we procrastinate?
– – – – – – Lack of motivation Laziness Lack of dead line Personal disorganization Anxiety about the future Fear of failure

Procrastination
• Do not fear failure • Set a deadline • Break it into small easy to do pieces
– start with the easiest parts first

• Set a reward system • Do not allow perfectionism as a reason for procrastination

Why do we say “Yes” when we want to say “No”
Wanting to be in the thick of things “I’m the only one who can do it well” Fear of being disliked Fear that our “NO” has to be justified • Being flattered to be asked • • • •

How to say “No”
• Be polite - explain to reason for refusal • Respect yours & other people’s time • Keep your promises of calling back, etc. • Train others to do the jobs which can be delegated

Disorganization
• PHYSICAL DISORGANIZATION • Keep your work place in such a way that things are easy to reach – Label everything like trays, files – Use color coded files as per priority – Do not clutter your work place

Disorganization
• MENTAL DISORGANISATION (e.g. out of fuel, delayed proposal, missed appointments) • How to overcome – Recognize the symptoms – Believe – Plan for improvement

Tips on how to manage our time better
• • • • • Examine our time management habits Plan our day Work smart rather than hard Concentrate on one job at a time Discover the benefits of delegation

IF YOU WRITE DOWN THINGS TO DO YOU WILL HAVE MORE TIME TO DO THINGS

Tips on how to prepare ‘To Do’ list
• Prepare it daily • Do three things
– List the tasks to be done – Assign priorities – Tick the tasks completed

Tips on how to prepare ‘To Do’ list
• • • • Be realistic and aware of your time Make a provision for emergencies Add jobs as and when required Review your list every morning

PRIME TIME

Energy Level

Handling paper work
• Handle each paper only once • Write on the same paper and send it back • Use the F-WAD approach • File if needed for future reference • Waste basket if read & nothing to be done • Action folder if needs detailed study • Delegate to others in the team

Setting GOALS
• • • • • GET SMART Specific Measurable Attainable Result – Oriented Timely

Goals
• Focusing on important areas of life: Family, Health, Work,Personal Development, Finance • A goal is anything you want to accomplish in a specific period • If you had only 6 months to live what are the things you want to do??
Time is democratic, Nobody has more or less time

Hints to find goals
• • • • • What do you want to accomplish Long term goals Dreams/ambitions Work Goals Professional goals

Benefits of Time Management
• Higher Productivity and satisfaction • More creative way of working • More time available for important things • Gives a feeling of confidence • Conservation of more energy as things get more organized

Achievements
• Achievements are not major events that happen • Make every small achievement inspire you • Achievement at every step - Maintain good health - Daily Achievements - Weekly Achievements - Monthly Achievements - Yearly Achievements

Getting started
• Write down goals of your life – Personal and Social • Practice TO DO lists for at least 3 weeks • Then it becomes a habit • Don’t give up
If you Fail to Plan you Plan to Fail

SUMMARY • We
control our time • Time management is a habit we can develop • Analyze how you spend your time • Concentrate on your III quadrant • Follow the tips given

THE BEST WAY TO BEGIN, IS

TO BEGIN

THANKS !!!
NEERAJ BHARDWAJ Consultant – Praxis-EL 09374025383 neerajb@inbox.com Neeraj-bhardwaj.blogspot.com