TIME MANAGEMENT

1. TIME MANAGEMENT Dr. B. Rajender Joint Secretary, Ministry of Water Resources, River Development and Ganga Rejuvenation, Govt. of India 1

2. “Effective executives do not start with their tasks. They start with their time. And do not start out with planning. They start by finding out where their time actually goes. Then they attempt to manage their time and to cut back unproductive demands on their time.” … Peter Drucker 2

3. “Don’t be fooled by the calendar. There are only as many days in the year as you make use of. One man gets only a week’s value out of a year while another man gets a full year’s value out of a week.” … Charles Richards 3

4. 25 years in sleep • 8 years in study and education • 6 years in rest and illness • 7 years in holidays and recreation • 5 years in commuting • 4 years in eating • 3 years in transition That leaves only 12 years for effective work. 4

5. Charles Schwab, an American millionaire, paid a consultant $25,000 in 1936 to advise him how to best use this precious, irretrievable resource. 5

6. “Start your day with a “TO DO” list and priorities the vital few after picking them from the trivial many.” 6

7. Time is limited & Non-Renewable Resource • Continuously passing and never waits • Once lost can never be gained again. • Serenity in Life • Means clarity or calmness in life • Once known what we need to do we can avoid confusion. • Reduce Stress • Lack of efficient time management leads to stress • People having time management skills can handle work pressure better. 7

8. Proper Discipline • Prepare a task list which describes what needs to be accomplished in a given time. • It ensures that key tasks are not forgotten. • Efficiency in work • Optimum use of time means you accomplish more in least possible time. • More efficiency results in better performance. 8

9. Monitor Progress • To achieve success continuous monitoring is must. • Efficient monitoring requires establishing standards against which we can compare the actual progress • Price of Time Inefficiency • Statistic show a loss of one hour of productivity each day due to disorganization/inefficiency results in loss of one and half month in a year. 9

10. Stress • Severe consequences on physical health • Mental abilities of objective judgment • Feeling of frustration and harassment • Appearance of incompetence, ineffectiveness, inefficient 10

11. Constant rushing • Frequent delays in every task • Low productivity and energy • Frustration • Impatience • Confusion between alternatives selection • Difficulty in setting and achieving goals 11

12. There are too much to do; I can’t handle it all • There is plenty of time; I can do that later • I am busier than usual right now; I will do that later • Planning my time just wastes more time • Planning causes stress; and all stress is bad • The busier I am; the better I am using my time 12

13. The Firemen • The Over-Committers • The Aquarians • The Chatty Kathy’s • The Perfectionists 13

14. Biological • Social • Business 14

15. Sleeping • Taking Food • Taking Bath/other Similar Activities • Recreation activities • Physical Exercise 15

16. SOCIAL • Self Time • Time for daily thinking – early morning walk • Meditation, Introspection • Reading – Daily news papers, magazines, professional magazines , books, general books and classics • Family Time • Strong and happy family life provides base for success. • One should spare reasonable time for his family depending upon the daily work schedule . 16

17. SOCIAL ….. • Social Time • One needs to fulfill his obligations towards society by attending gatherings like weddings, parties and other religious functions. • Provides time to relax which ultimately improves your efficiency. 17

18. Profession is such an activity where no one has other choice, especially when someone is working. • Generally working hours are fixed people cannot ignore this. • One must optimally utilize his time at work and should avoid various time wasters during working hour. 18

19. Time budgeting • Managing time wasters • Managing interruptions 19

20. An easy and practical guide to high level decisions on how you should invest your time • Time isn’t unlimited currency, so be sure to spend it wisely. • Learning Time Budgeting increases one’s productivity and efficiency . • Setting a Time budget means proactively allocating shares of time for the things that matter to you. • Following a budget prevents you from wasting time on non- critical activities. 20

21. Steps for creating Time Budget • Organize yourself around key result areas. • Allocate time for each area:- • Don’t pay much attention to current tasks. • Be conservative with your overall budgeted time • Use a short time horizon for your time budget. • Spend and track your time • Review your Spending 21

22. Conducting meetings • Attending meetings/ conferences • Court Work • Answering telephone calls • Touring • Accompanying superiors on tour • Inspections • Socializing / public programmes • Planning and organizing • Thinking 22

23. What time did I begin today? Why? • Could I have begun earlier? • What time did I start on my high priority task or goals? Why? • Did I spend the first hour of the day productively? Why? • Which was the most productive period of the day ? Why? 23

24. Which was the least productive period of the day? Why? • Who/ What was my most frequent interruption? How can these be controlled or eliminated? • What were today’s three major time wasters? How can I eliminate them? • What activities needed more time today? • How could I utilize my time better tomorrow? 24

25. Telephone interruptions • Drop-in visitors • Misused meetings • Crisis management • Lack of objectives, priorities, and daily plan • Cluttered desk/ personal disorganization • Ineffective delegation of responsibilities 25

26. Attempting too much at once • Insufficient and unclear communication • Indecision • Procrastination • Inability to say no • Leaving tasks unfinished • Lack of self discipline 26

27. Deciding about the mission of life • Setting goals • Prepare task list • Set priorities • Get started • Do not say YES to too many things • Deal with it for once and for all • Set start and stop times 27

28. Get your work organized • Have a planning • Effective delegation • Use the telephone wisely • Control Visitors • Manage meetings • Organize your tours • Update and streamline the procedures 28

29. Effective dealing with subordinates • Communicate effectively • Avoid procrastination • Make decisions • Learn to say “No” • Finish tasks • Develop self discipline • Control worry and stress 29

30. Create a simple “To-Do” list on Daily/weekly basis. • Long time planner • Set Specific goals with specified time. • Discuss this with somebody. • Collect more information 30

31. Make immediate tasks • Start with the pleasant parts first. • Do it with someone else • Reward yourself • Evaluate your progress • Go public 31

32. ABC analysis • Pareto analysis(80:20 Rule) • Action priority matrix 32

33. ABC analysis Categorize all your tasks according to its importance in the achievement of your goals. Tasks can be divided as follows – 33

34. Pareto analysis(80:20 Rule) Select limited number of tasks that produce significant overall effect in least possible time. “80% of the results can be achieved by doing 20% of the task or in 20% of the disposable time” • Identify tasks falling in category of those 20% which will lead to the 80% success. • By completing those 20% first ,we can easily get close to our success. • Rest 80% can be ignored or postponed saving our time. 34

35. Action priority matrix Identify difference between important and urgent tasks so that one can choose which activities to prioritize and which one to drop. 35

36. Do it :- This needs to be done immediately (Important and urgent). • Delegate it :- It needs to be done, but someone else can handle it (Less important but urgent). • Defer it :- This needs doing but not now, it can wait, so postpone it (important but not urgent). • Dump it :- Not important at all, so forget about it(neither important nor urgent). 36

37. The average person gets one interruption every ten minutes , or approximately six an hour, or 40-50 per day. The average interruption takes five minutes, totalling about 3-4 hours ,or near about 50% of the average work day. 80% of those interruption are generally of “little value” or “no value” creating approximately 2-3 hours of wasted time per day. i.e 20% of the average work day spent on “urgent” and “important” things , while 80% of the average workday is spent on things that have “no value” . 37

38. Tips for minimizing interruptions • Reduce telephone interruptions • Shorten the length of unnecessary conversations • Put up the “Do not Disturb” sign and get on with our work. • Learn to say NO graciously 38

39. It means postponement of things. This is the biggest problem of the human nature. People learn this trait from childhood. We often hear children saying “I will do this after two minutes” A person becomes addicted to postpone the things without any reason: • Just a habit of postponing • Lack of confidence • Laziness • Hesitation to take the Risk • Toughness of the Work 39

40. Recognize that you are Procrastinating • Work out WHY you are Procrastinating • Get over it 40

41. Do update your knowledge from time to time. • Do realize your mistakes when you are wrong at some points. • Do arrive at meetings well prepared and with all relevant documents • Do take relevant notes and give your boss a copy • Do workout whether your manager prefers written or spoken information, and supply it in that way. 41

42. Don’t volunteer your opinions unless they are requested or you feel they are important or relevant. • Don’t present any problems without offering some viable solution to them. • Don’t be late for meeting with your managers. 42

43. Environment • Experience • Individual characteristics • Awareness • Action • Improved performance 43

44. Plan Ahead and Avoid Last Minute Rush • Anticipate • Don't cut too fine • Mid cut it too fine • Mid-term reviews • Maximize Delegation and Decentralization 44

45. Set up your File Disposal Speed • Dictation boosts output • Referencing and flags • Standardised drafts • Train your PA • Handy library 45

46. High Speed Meetings • Smaller groups are more productive • Advance preparation pays • Keep the discussion on the track • Little Drops of water Make the Mighty Ocean • Mop up small bits of time • Take files while on tour • Small Talk 46

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48. “Lost wealth may be replaced by industry, lost knowledge by study, lost health by temperance or medicine, but lost time is gone forever.” …Samuel Smiles 48

49. THANK YOU 49