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Let you make Three Commitments Today

1. My medium of communication will predominantly be English 2. I will draw a list of activities which I will do every day for habit making, paste it in my room and will follow for development 3. Henceforth we work together for each others benefits. We will honour win-win approach
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Time management is about more than just managing our time; it is about ourselves in relation to time.
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People view time differently

In contrast, in southern Europe & Middle Eastern cultures quality of relationship is more important than arriving on time

In US time is money, past is history & the present a moment to be lived and worked at to produce a better tomorrow.

Why study Time Management? (Need Identification)

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Time is a Resource
Non retrieve-ability
Non reserve-ability Limited resource, does not wait, precious So what? To be used very effectively It is the only resource equally distributed among the people- Uniqueness

Do People talk about you like this?

He is always punctual She knows how to prioritise & work She completes tasks in time

I have never seen him wasting time during office hours

She completes meetings in stipulated time

He follows a strict routine He knows how to manage time very well

I wonder how she manages to complete all work with in time She doesnt waste others time

No, they do not call me .yet I am always occupied

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Yet, Are you a Busy Fool?

Are your days filled with action from dawn till dusk Would you say most of the time you are busy Are you productive or are you doing the things that you like doing, rather than the things that you should be doing putting your efforts into low value activities rather than those that will give you a higher payoff to your efforts Keeping aside what you should be really doing Most of us rarely think about what we are doing and more importantly, why we are doing it in the first place Start making changes on how to use your time by ensuring that you focus your attention on those things that matter guru-EMESD-Module-2 8

So, it is the right time to learn how to manage time?

Give a man a fish and he will eat for a day. Teach a man to fish and he will eat for a lifetime. Chinese Proverb
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What is important to you?

First Principle
Be focused on What is important to you in life
Cherish your dreams, as they are the children of your soul, the blueprints of your ultimate achievements. Napoleon Hill
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Your Work Time with your family and friends Contributing to society by helping others or Simply enjoying yourself Whatever it is, will give you a focus for: How you spend your time A reason to start taking control over your day guru-EMESD-Module-2

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Second Principle

Smart Work
Working Smart means organising yourself so that you invest your time, only in value-added activities. These are activities which contribute toward achieving your goals and objectives Efficiency is doing things right: following the rules, processes and systems that are in place Effectiveness is doing the right things: Concentrating your attention on those things that need to be done in a particular situation in order to produce results Very often we spend a lot of time on being efficient instead concentrating on being effective
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Hard work or Smart Work? Efficiency or Effectiveness?

The only thing even in this world is the number of hours in a day. The difference in winning or losing is what you do with those hours. Woody Hayes
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Being Clear about your Job

Without a clear understanding of the Job How do you know What you should be spending your time doing?

So, the Job clarification is

A shared understanding between you and your superior about: What your job is? What you are expected to achieve? Where/how it relates to other jobs?

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Third Principle
Set your Goals

What are Objectives/Goals?

They are smaller end results which contribute to achieving the mission and are specific & verifiable yardsticks against which performance can be measured Goal setting is critical to effective time management strategies So as to devote time on goal achievement

The bad news is that time flies. The good news is that you are the pilot.
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How an Objective to be Spelt out?

Always derive SMART Goals (Characteristics) S: Specific- Clearly give out what is to be achieved and unambiguous M: Measurable to know the progress- mile stone to indicate the progress A: Attainable and aggressive- Not to be too high or too low- one has to stretch to achieve R: Relevant and Realistic- to contribute to mission and vision T: Time Bound- have definite schedule
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Goal: An Example-Vague vs SMART

I want to be called as the best sales officer in my organisation. I want to be considered as one of the best sales officer, by achieving 10% higher than the allotted sales target for this financial year.

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Prioritising your time

Fourth Principle
Prioritising your time

Time management is about more than just managing our time; it is about managing ourselves in relation to time. It is about setting priorities and taking charge. It means changing habits or activities that cause us to waste time. It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time. What I should do first setting priorities You have several jobs to do and not sure where to start, then remember Pareto Concept
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What is important is seldom urgent and what is urgent is seldom important. Dwight D. Eisenhower
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Pareto Principle
80-20 rule Law of the vital few Principle of factor sparsity It states that, for many events, roughly 80% of the effects come from 20% of the causes. Management thinker Joseph M Juran suggested the principle
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Vital Few Trivial Many

20 % of movies draw 80 % of revenue 20 % of students account for 80 % absences 20 % of customers make 80 % calls

You may be spending 80% of your time on activities that only produce 20% of your results But 20% of activities may produce 80% results So apply 80/20 thinking

Vilfredo Pareto

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Pickle Jar Theory

Learning Time Management through an experiment

Filling the Glass

Hey! Whats all about? How do you connect this theory with Managing Time?

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Effective Scheduling
Identify the time you have available. Block in the essential tasks you must carry out to succeed in your job. Schedule in high priority urgent tasks and vital "house-keeping" activities. Block in appropriate contingency time to handle unpredictable interruptions. In the time that remains, schedule the activities that address your priorities and personal goals.

Fifth Principle
Urgent versus Important

What is important is seldom urgent and what is urgent is seldom important. Dwight D. Eisenhower
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Whats the difference between Urgent and Important work

Difference between Urgent and Important

Urgent
Requires immediate attention, Its now They press on us, they insist on action, usually visible May not be important

Important
It has to do with results It contributes to your mission, your values, your high priority goals Requires more initiative and proactivity

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Time management matrix(Coveys Quadrants)

Urgent Important
Activities Crisis Pressing problems Deadline Driven projects

Time management matrix I

Results Urgent & Important Stress Burnout Crisis Management Always putting out fire
Activities Crisis Pressing problems Deadline Driven projects

Not Urgent

II

Activities II Prevention of crisis Planning Relationship building Recognise new opportunities

IV

Not Important

Activities Interruptions Some phone call, Some mail, Some reports, Some meetings Popular activities

III

Activities Trivial tasks Junk mail Phone calls Time wasters Pleasant activities

IV

III
If you keep focusing on Quadrant I it will keep growing bigger and bigger
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Time management matrix

Time management matrix

I
III
Results Short term focus
Urgent & not Important

II
IV

I
Results Total irresponsibility Fired from jobs Dependent on others
Activities Trivial Busy work Junk mail Phone calls Time wasters Pleasant activities

II

Crisis Management Reputation-Chameleon Character See goals and plans worthless Shallow or broken relationship Activities Interruptions Some phone call, Some mail, Some reports, Some meetings Popular activities

IV

III

Not urgent & not Important

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Time management matrix I II

Results Vision Balance Discipline Control Few Crisis

Not urgent & Important

Activities Prevention of crisis Planning Relationship building Recognise new opportunities

Focus on Quadrant II Effective People Remain in Quadrant II

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Types of demand on your time

Your Time Planning
is organising

Sixth Principle
Handle the demand effectively
A work well begun is half ended. Plato
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Doing
is carrying out the plan as decided

Interacting
is working with other people

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Uniqueness of time resource

Seventh Principle
Uniqueness of time resource

Whats the difference between these ten rupees notes?

Is there a difference between the two one hours? Say 9 to 10 am And 1 to 2 pm

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Typical Energy Cycle

100 %

Prime Time

Eighth Principle

Being Assertive
0% 8:00 A.M Noon
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5:00 P.M
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When Faced with Difficult Situation

Animals have Two Options as response
Fight : Aggression Flight : Non-Assertion

What is Assertive Behaviour

Able to express desires and feelings to others Able to converse and work well with people at all levels Able to appreciate the views of others and accept any that appear more reasonable than their own Is able to disagree with some one and yet retain their friendship and respect Is able to make concession to others without feeling of inadequacy Is able to control feelings and emotions even in difficult or emotionally charged situations Is able to refuse a request without feeling guilty or obliged Is able to ask for what he or she wants and can insist on guru-EMESD-Module-2 legal entitlements without becoming emotional

Human Beings have Third Option as response to difficult situation

Assertiveness

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Being Assertive
Say no, followed by an honest explanation. Say no and then briefly clarify your reasoning without making excuses. Say no, and then give an alternative. Empathetically repeat the request in your own words, and then say no. Say yes, give your reasoning for not doing it, and provide an alternative solution. Provide an assertive refusal and repeat it no matter what the person says.
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Ninth Principle
Creating Productivity Journal

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Creating your productivity journal

1. To start, get yourself a spiral notebook/diary and label it as your Personal Productivity Journal or your Professional Productivity Journal. 2. Label each page with the day and the date and what needs to be done that particular day. 3. Next, prioritize each task in order of importance. 4. Highlight the top three items and focus on those first. 5. Cross off items as you complete them. 6. Items that are not completed should be carried over to the next page.

Maximizing the Power of Your Personal Productivity Journal

By planning the night before, you will also start fresh and focused on the most important tasks for the day. During the day, keep your journal with you to avoid becoming sidetracked. Crossing off completed tasks will give your subconscious mind a tremendous amount of satisfaction. If you postpone a task three times, it does not belong on your action list.
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Tenth Principle
Tackling Procrastination

Procrastination
Procrastination means delaying a task (or even several tasks) that should be a priority. The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life is a hallmark of the most successful people out there.

I am a great believer in luck, and I find the harder I work, the more I have of it. guru-EMESD-Module-2 Thomas Jefferson 48

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Why We Procrastinate
No clear deadline Inadequate resources available Dont know where to begin Task feels overwhelming No passion for doing the work Fear of failure or success

Seven Ways to Overcome Procrastination

1. 2. 3. 4. 5. 6. 7. DO IT NOW. ASK FOR ADVICE. CHOP IT UP. HAVE CLEAR DEADLINES. DELEGATE. REMOVE DISTRACTIONS. DELETE IT.

Golden Rules Take a small chunk of a difficult task, and deal with it straight away. Clear up daily. Never leave a mess for the morning.
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Eleventh Principle
Hold meetings only if necessary

Meeting Management
Few people look forward to meetings, and with good reason. Too many meetings lack purpose and structure. However, with just a few tools, you can make any meeting a much better use of everyones time. Before call for a meet, think is it necessary and choose if alternate available Follow the PAT approach Ensure meeting is always productive, else you have wasted everyones time
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Our meetings are held to discuss many problems which would never arise if we held fewer meetings. Ashleigh Brilliant guru-EMESD-Module-2 52

A meeting is productive if
It results in moving from Problem Solution Adhoc Process/Plan Plan Action Less Efficiency More Efficiency Less Effectiveness More Effectiveness In case of absence any of the above, remember we have wasted the time of many.
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Twellfth Principle
Delegating Effectively

The best executive is the one who has sense enough to pick good men to do what he wants done, and self-restraint enough to keep from meddling with them while they do it. Theodore Roosevelt
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Delegating made easy

If you work on your own, theres only so much you can get done, no matter how hard you work. One of the most common ways of overcoming this limitation is to learn how to delegate your work to other people. At first sight, delegation can feel like more hassle than its worth. By delegating effectively, you can hugely expand the amount of work that you can deliver. Theres a lot to this, but youll achieve so much more once youre delegating effectively!
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Thirteenth Principle
Organising your work place
The only thing even in this world is the number of hours in a day. The difference in winning or losing is what you do with those hours. guru-EMESD-Module-2 Woody Hayes 57

Organising Work place

In order to effectively manage your time and to be productive each day, you must create an appropriate environment. By eliminating clutter, setting up an effective filing system, gathering essential tools, and managing workflow, you will be well on your way to creative an effective workspace.

Lets be a bit organized

Keep your desk clear of everything but the current job in hand. Highlight key points on paperwork to speed up rereading. Review your filing system at least every few months. Throw away any information that you think you do not need. Adapt concepts such as 5S as suitable to you
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seiri

seiton

Fourteenth Principle
Living with Discipline or Setting a Ritual

shitsuke

seiketsu

seiso
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Discipline is the bridge between goals and accomplishment. Jim Rohn

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Living with discipline/Setting a Ritual

Discipline involves Performing a number of small acts As routine, leading to a habit Which results in a Sum which is much greater than their constituent parts They are routinely performed, little acts which Pile one on top of another and Eventually produce an abundance of inner strength Because routine tasks are already planned for, you have more energy to spend on the tasks that will bring you closer to your goals and bring more joy to your life.
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Setting a Ritual
We are used to the rituals of Exercise Meals Sleep Instead of checking e-mail, news, and Web sites throughout the day, set aside one or several periods. Then, batch and sequence your activities. Set up a system for maintaining your Productivity Journal. In the office , perform your tasks in an organized, routine manner. Once you have been using a ritual for a while, you may find that you have bits of extra time here and there.
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Fifteenth Principle
Effective use of tools & technologies

Simple tools

To Do List

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Identifying Your Time Stealers

Interruptions telephone, visitors etc Meetings Tasks you should have delegated Procrastination and indecision Acting with incomplete information Dealing with team members / inability to say "no" Crisis management (fire fighting) / lack of planning Unclear communication Inadequate technical knowledge Unclear objectives and priorities Desk management and personal disorganization
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Classification of people
Balanced time managers Those who do their things well Those who do others things well Those with good intentions but no productivity Unrealistic dreamers Those who are on the tread mill Delightful but incompetent persons Persons neither delightful nor competent
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Some Simple Ways to Manage Time

1. Plan your work one week in advance 2.Classify as Doing, Planning and interacting in that order. 3.Plan to do two things together 4. All activities must add some value in furthering your objective for which you are in EMPI 5. Schedule your priorities and not to prioritise whats on your schedule 6. Write down your work to be done for every day 7. Take a stock every four hours to ensure that you stick to your planned work for that day 8. Do not go to sleep with out completing the days planned work 9. Audit the Time Management before going to sleep (Quality versus non quality), record to improve upon 10. Ponder about the mismanagement and be aware not to repeat 11. Plan the next day work before going to sleep
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Applying what you have learned

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Gather Data
Keep daily time log for one to two weeks In keeping the log, be honest, attentive and to detail
DAILY TIME LOG
Time
6:00 6:30 7:00 12:00

Analyse your use of time

Analyse your current use of time Carry out three tests of time Necessity, Appropriateness, Efficiency These tests will allow you to discontinue certain tasks, delegate to others and find ways to increase efficiency through technology, new procedures or personal work habits

Day of the Week: M T W T F S Activity Comments

4:00

9:00
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Test of Necessity
Scrutinize each activity to be sure that it is necessary and not just nice. This will help reduce your tasks to the essentials

Time Analyzer
Using your time log draw conclusions on the following: Which part of each day was most productive? Which was least productive? What are the recurring patterns of inefficiency? (waiting for some thing, searching something, interruption .) What do you do that may not be necessary? What do you do that may not be inappropriate? Where are your opportunities for increased efficiency? Which activities do not contribute in achieving your objectives? On average, what percentage of work time are you productive? guru-EMESD-Module-2 73

Test of Appropriateness
Once the essential tasks have been identified, next step is who should perform them- appropriateness in terms of skill level

Test of Efficiency
Once you are satisfied that the resultant work you are doing is necessary, ask yourself, Is there a better way? This will encourage you to find a faster way by using better technology, better procedures etc
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Develop Action Plans

From your analysis, develop specific action plans to bring about desired improvement in your use of time

Follow-up
Six weeks after you begin your time management improvement effort, do a progress survey to assess your progress and determine what work still needs to be done

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Words from the Wise

Time is free, but it's priceless. You can't own it, but you can use it. You can't keep it, but you can spend it. Once you've lost it, you can never get it back. HARVEY MACKAY Take time to deliberate, but when the time for action arrives, stop thinking and go. NAPOLEON BONAPARTE Your time is limited, so don't waste it living someone else's life. STEVE JOBS You may delay, but time will not. BENJAMIN FRANKLIN

Extract your potential

When Michelangelo was asked how he could create statues that were so life like, he replied: The statues are already present in the marble. I only need to extract them In you, there is a fine police officer. Help us to extract it
I saw this inscription in the foyer of administrative block of Sardar Vallabhai Patel National Police Academy, above a large rough block of untreated marble
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Remember, Reading the words of Wise do not make us Wise Applying it make us Wise guru-EMESD-Module-2 76

Let you make Another Commitment Today

I will make the time log sheet for two weeks and analyse . Check the appropriateness, necessity and effectiveness. Based on it I will draw my schedule, use tools to manage time and live with discipline.
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Thank You for Your patience listening

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