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TIME MANAGEMENT

Learn the realities of time management, how to change self-defeating habits, and effective strategies to plan, prioritize, and delegate tasks. Take control of your time and create a balanced and productive life.

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TIME MANAGEMENT

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  1. TIME MANAGEMENT

  2. TIME IS THE SCARCEST RESOURCE AND UNLESS IT IS MANAGED, NOTHING ELSE CAN BE MANAGED - PETER F DRUCKER

  3. Misconceptions • I work better under pressure • Too serious – takes fun out of life • Takes away your freedom – Discipline • Time Management requires lot of work & I don’t have time ! We cannot control how much time we have. We can only control how we use it. We cannot choose WHETHER to spend it, but ONLY HOW.

  4. Realities of Time Management • You can’t do it all • Hurrying is not the answer • Longer hours is not the answer • Time is valuable

  5. REAL PURPOSE • Prevent much stress • Creates balance in life – work, home, self • Increase in productivity • Progress in achieving your personal goals What we gain from Time Management in essence, is not more time, but a better life

  6. Pride in your abilities Fear of offending Ego Fear of new challenges Insecurity Perfectionism Desire to please Get these traits under control, if They are hindering in managing your time

  7. TIME MANAGEMENT IS MOSTLY CHANGING HABITS – HABITS RELATED TO TIME

  8. HABIT A CONSTANT, OFTEN UNCONSCIOUS INCLINATION TO PERFORM SOME ACT, ACQUIRED THROUGH ITS FREQUENT REPETITION. A HABIT IS AN ESTABLISHED TREND OF THE MIND OR CHARACTER ANYTHING WE REPEAT CAN BECOME A HABIT CHAIN ROPE THREAD STRAND

  9. 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

  10. HOW TO KICK SELF-DEFEATING HABITS • WRITE DOWN THE HABIT YOU WANT TO CHANGE • WRITE YOUR GOAL IN FINISHED FORM • MAKE YOUR RESULTS MEASURABLE • LIST ALL THE PROBLEMS YOU CREATE WITH YOUR HABIT • TO BUILD MOTIVATION FOR CHANGING, LIST ALL THE BENEFITS OF BREAKING THE HABIT • EXAGGERATE THE RESULTS – DO THIS FOR THREE WEEKS UNTIL YOU HAVE ESTABLISHED THE NEW PATTERN

  11. TIME WASTERS • Not properly planning • Interruptions • Personal disorganization • Inability to say no • Procrastination • Poor Delegation

  12. PLANNING THINKING AHEAD IN DECIDING ACTION • It is a process that precedes everything we do either on our own or with others • Formal process by which specific objectives are set and detailed ways of accomplishing these objectives are established

  13. PETER DRUCKER ON PLANNING • SETTING OBJECTIVES • DETERMINE PRIORITY OF OBJECTIVES • IDENTIFYING RESOURCES • EXECUTING ACTION PROGRAMMES • MAINTAINING CONTROL

  14. Planning your day, rather than allowing it to unfold at the whim of others, is the single most important piece in the Time Management puzzle • Start with long range goals & objectives • Relate the day’s activities to those goals • Assign priorities to the day’s tasks according to their contribution to your overall goals • Schedule tasks according to priority and to the degree of concentration required • Stay on track, using the plan to guide you through crisis and interruptions

  15. TO DO LIST • GET IN THE HABIT OF WRITING A TO-DO LIST EVERY DAY • BE REALISTIC & AWARE OF LIMITATIONS OF YOUR TIME • DON’T OVER SCHEDULE • ALLOW A TIME CUSION • REVIEW YOUR LIST EVERY MORNING • ADD MORE ITEMS AS YOU DO THEM • BEFORE DOING EACH ITEM, ASK “WHY ME?” – DELEGATE WHEN POSSIBLE

  16. INTERRUPTIONS SELF OTHERS ONE MINUTE DAY DREAMING, TAKING A BREAK, TURNING OUR ATTENTION TO SOMETHING ELSE • ASK BEFORE SAYING YES • SET A TIME LIMIT • STAND UP • GO TO THE OTHER PERSON’S OFFICE • SELF DISCIPLINE • SET DEADLINES

  17. Personal Dis-organisation Chronically disorganised people are a serious liability to their organisation Self-discipline is the key SELF DISCIPLINE IS A HABIT AND LACK OF IT IS A HABIT TOO!

  18. Procrastination Never do to-day what you Can postpone tomorrow ! Come out of this attitude ! DIN – DO IT NOW

  19. Curing Procrastination Blues • Make a conscious effort to develop a DIN attitude • Set deadlines for yourself • Set deadline for starting • Commit deadline to some one • Develop a clear mental image (Positive) of finishing the work, and of how you will feel when everything is done

  20. Delegation: The Foundation • Single most powerful strategy • Double benefit: you & staff • General rule: Never perform a task that someone else can effectively do • Remember the 3 concepts - Responsibility - Authority - Accountability

  21. Internal barriers to delegating • I can do it better - you are not developing staff • I can do it faster - not doing is fastest • I am insecure - no promotion if no successor • I don’t want to give up - delegate first what you do best • It is a dirty job - every job has its share - some want to prove • I want to keep control - not an effective way of using your time We become better managers of people & time

  22. Tips: Remember while delegating • Have lower expectations initially • Accept less than perfection • Train your staff • Give feedback, Positive & Negative

  23. Action Set few goals and achieve (most people give up a maddening five feet from the goal !) No one ever achieved a goal by being interested – one must be committed Gain momentum by DOING

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