20090521 - Time Mgt. Abridged - 36s - Vihe, Rkm -

21 May 2009

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PROF. V. VISWANADHAM 21 May 2009

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WHAT ? WHY ?

HOW ?

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VES

IMPRO

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TIME MANAGEMENT The tools or techniques for planning and scheduling time,

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with the aim to increase

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the effectiveness and/or efficiency of personal and corporate time use.

• To gain a sense of control on the time spent. • To increase personal availability. • To motivate yourself to set goals, to prioritize and take initiatives to feel that you are taking control of your life. . . . and to

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STRES ................. . S

PLANNING TAKES TIME:

NOT PLANNING TAKES 21 May 2009

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MO

TIME 9

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ESSENTIALLY . . .

TIME MANAGEMENT IS

1

st

THINGS

1

st

DOES A BETTER ALTERNATIVE EXIST AT ALL ?

TIME IS UNCONTROLLABLE WE CANNOT MANAGE TIME WE CAN ONLY MANAGE OURSELVES & OUR USE OF TIME HENCE,

TIME MANAGEMENT IS ESSENTIALLY

SELF – MANAGEMENT

MANAGING OURSELVES & OUR USE OF TIME ESSENTIALLY, IT CONSISTS OF . . .

~ AN IDEA OF PRIORITISATION, OF CLARIFYING VALUES, & OF COMPARING ~ THE RELATIVE WORTH OF ACTIVITIES, BASED ON THEIR RELATIONSHIP TO THOSE VALUES.

TI ME MA NAG EM ENT INV OLVE S . . . IDENTIFYING YOUR MOST PRODUCTIVE HOURS ~ THE HOURS WHEN YOU FEEL YOU ARE MOST CREATIVE FOR INTENSE WORK NOTE THAT SOME PEOPLE ARE MORE PRODUCTIVE

DURING THE BEGINNING OF THE DAY, WHILE SOME FEEL THAT DURING THE LATER PART OF THE DAY, THEY ARE BETTER

BE CLEAR ABOUT YOUR

PRODUCTIVE HOURS, AND PLAN YOUR WORK ACCORDINGLY

THUS, THE FOCUS IS ON

SE TT ING GOALS – [SPECIFIC LONG-TERM, MEDIUM-TERM & SHORT-TERM GOALS]

AND DIRECTING TIME & ENERGY TOWARDS THE ATTAINMENT OF THESE GOALS, IN HARMONY WITH VALUES.

THE FIRS T S TEP

– DETERMINE YOUR GOALS ~ BE CLEAR, DETAILED AND SPECIFIC ABOUT YOUR FUTURE PLANS AND WHAT YOU HAVE TO DO TODAY, TO ACCOMPLISH THOSE GOALS. THERE IS ABSOLUTELY NO OTHER WAY, TO CONCRETISE YOUR GOALS. BE WILLING TO DO

AT LEAST S OMETH ING, EV ER Y DAY , IN ORDER TO ACHIEVE YOUR GOALS.

TIME MANAGEMENT BEGINS AND IMPROVES WITH GOAL-SETTING.

SO ME IMPO RTAN T QUESTIO NS: 3. HAVE YOU SET YOUR GOALS ? 1. WHAT DO YOU WANT TO DO IN LIFE ? 2. TO BECOME WHAT YOU WANT TO BECOME, WHAT DO YOU WANT TO LEARN ? Contd…

I M P O R T A N C E

I M P O R T A N T N O T I M P

1. RELATIONSHIP BUILDING 3. PLANNING 4. RECOGNISING NEW OPPORTUNITIES

1. 2. 3. 4.

2. 3. 4.

SOME PHONE CALLS 2. SOME MAIL SOME VISITORS 3. PLEASANT ACTIVITIES

NOT URGENT

URGENCY ~

4.

DEAD-LINE DRIVEN PROJECTS PRESSING PROBLEMS CRISES

INTERRUPTIONS SOME REPORTS PRESSING MATTERS URGENT

SO ME USEFU L HINT S:

[ 7 Hints ]

3. LIST ALL YOUR USUAL ACTIVITIES 2. CLASSIFY THEM AS (A) URGENT & NOT URGENT, and (B) IMPORTANT & NOT IMPORTANT 3. ACT ACCORDINGLY ~ OTHERWISE, YOU WILL BE FORCED TO DO THINGS HURRIEDLY, WITH UNANTICIPATED CONSEQUENCES. 4. OBSERVE YOUR OWN ACTION PREFERENCES : SOME PEOPLE ALWAYS BEGIN WITH LESS URGENT AND LESS IMPORTANT WORKS. IT WOULD BE BETTER TO BEGIN WITH MORE URGENT AND MORE IMPORTANT WORKS. [ Contd… ]

SO ME USE FUL HINTS:

[ Contd… ]

5. DO NOT ENGAGE YOURSELF IN ACTIVITIES THAT HAVE NOTHING AT ALL TO DO WITH YOUR GOALS. 6. DO NOT FALL A VICTIM TO THE UNFORTUNATE TENDENCY OF

MISINTERPRETING URGENCY FOR IMPORTANCE. 7. POSTPONING AND WAITING TO DO A TASK, UNTIL IT BECOMES URGENT, DOES NOT MAKE SENSE. =====

PRAC TICE US ING T IME-T RAC KIN G T OOLS : MONTHLY PLANNER, WEEKLY OBJECTIVES LIST WEEKLY PLANNER, TIME-LOG, ETC. 1. LIST THINGS TO BE DONE 2. TRACK THINGS ALREADY COMPLETED / PARTLY FINISHED/ TO BE FOLLOWED UP, ETC. 3. COMPARE THE TIME ACTUALLY SPENT, WITH TIME THAT WAS PLANNED TO BE SPENT, AND DRAW USEFUL LESSONS FOR THE FUTURE. ~ NOTE YOUR TENDENCIES AND DISTRACTIONS. 4. ANALYSE TIME WASTERS AND SEE WHAT YOU CAN REALLY DO ABOUT THEM.

TIME TESTED TIME TIPS FOLLOW THESE AND HOPEFULLY YOU WILL BE ABLE TO MAKE A BETTER USE OF YOUR TIME.

7. ALWAYS ASK YOURSELF, “IS WHAT I AM WORKING ON RIGHT NOW, THE BEST USE OF MY TIME?” HOW WILL YOU KNOW, IF IT IS THE BEST USE OF YOUR TIME? IT WILL BE THE BEST USE, IF: - IT IS GOING TO HELP YOU TO ACHIEVE YOUR GOALS - SOMEONE ELSE COULD NOT BE WORKING ON IT 21 May 2009

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TIME TESTED TIME TIPS 2. GENERALLY WE FOCUS ON ‘WHEN YOU NEED TO FINISH SOMETHING’ – INSTEAD FOCUS ON

‘WHEN YOU SHOULD BE STARTING’. THEN, START WHEN YOU NEED TO. USUALLY, WE TEND TO UNDERESTIMATE THE TASK, AND ALSO, SIMULTANEOUSLY OVERESTIMATE OUR ABILITY, SPEED, EFFICIENCY, AVAILABILITY OF TIME, ETC. AND TEND TO PUT OFF THE ‘IMPORTANT WORK’ IN FAVOUR OF THE URGENT ITEMS, UNTIL THE IMPORTANT WORK, BECOMES ‘URGENT’. THUS, WE START LOSING THE BATTLE. 21 May 2009

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TIME TESTED TIME TIPS

3. SCHEDULE THE MOST IMPORTANT WORK, DURING THE TIME WHEN YOUR ENERGY IS HIGHEST. THE EARLIER IN THE DAY THE BETTER. TAKE CONTROL OF THE DAY, BEFORE IT TAKES CONTROL OF YOU.

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TIME TESTED TIME TIPS

4. PLAN WHAT YOU WILL WORK ON. IF YOU DON’T HAVE A PLAN, YOU TEND TO ALLOW YOURSELF TO BE INTERRUPTED, DISTRACTED AND DELAYED FROM ACCOMPLISHING WHAT IS MOST IMPORTANT TO YOU. - DEVELOP A PLAN FOR THE WEEK. LIST YOUR OBJECTIVES FOR THE WEEK, IN ORDER OF PRIORITY. - PLAN THE FOLLOWING WEEK, BEFORE SATURDAY EVENING OR EARLY SUNDAY MORNING – YOU WILL HAVE TIME TO GIVE FINISHING TOUCHES. - ALLOW ENOUGH TIME, TO FINISH 21 May 2009 26 A COMPLETE PART OF THE TASK (A MILESTONE)

TIME TESTED TIME TIPS

5. RECOGNISE THAT YOU WILL NEED TO MAKE ADJUSTMENTS. THERE WILL ALWAYS BE SOME INTERRUPTIONS. THERE WILL BE SUDDEN CHANGES IN WORK. BUILD INTO YOUR SCHEDULE SOME TIME FOR INTERRUPTIONS AND NEW OR UNEXPECTED WORK. WHEN YOU HAVE A ‘MARGIN OF SAFETY’, IT HELPS YOU TO MAINTAIN CONTROL.

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TIME TESTED TIME TIPS

6. WHENEVER YOU HAVE A CHOICE, DON’T CRAM THINGS TOGETHER. IF ONE OF THE ACTIVITIES RUNS LATE, YOU WILL BE RUSHING FROM ONE PROJECT TO THE NEXT OR ONE APPOINTMENT TO THE NEXT. THAT CREATES ADDITIONAL STRESS THAT YOU DON’T REALLY NEED TO ADD. ALLOW SOME EXTRA MINUTES IN BETWEEN SO THAT YOU WON’T BE AS RUSHED.

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TIME TESTED TIME TIPS

7. KEEP YOUR DESK OR WORK AREA FREE OF CLUTTER. CLUTTER DISTRACTS YOU FROM YOUR PRIMARY TASK. IT ALSO CREATES ADDITIONAL STRESS. KEEPING THINGS IN ORDER ~ PROMOTES A FEELING OF CONTROL. [ A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE ] [ AN ITEM MISPLACED, IS AS GOOD AS LOST ] 21 May 2009

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TIME TESTED TIME TIPS

8. PHONE CALLS: 1) IF SOMEONE IS UNAVAILABLE FIND OUT THE BEST TIME TO CALL BACK, OR LEAVE YOUR NUMBER. 2) IF YOU NEED TO MAKE REGULAR CALLS, IT WOULD BE BETTER TO AGREE UPON A MUTUALLY BENEFICIAL TIME. 3) LEARN TO LEAVE CLEAR MESSAGES ON OTHER PEOPLE’S ANSWER PHONES. ALWAYS LEAVE YOUR NAME AND PHONE NUMBER, IF YOU WANT THEM TO RING YOU BACK. 4) ORGANISE YOUR THOUGHTS, BEFORE YOU MAKE THE CALL; KEEP BRIEF NOTES OF CALLS MADE & RECEIVED. 21 May 2009

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TIME TESTED TIME TIPS

9. UNEXPECTED VISITORS: - FIND OUT THE REASON, URGENCY, ETC. - SET TIME LIMITS TO YOUR DISCUSSION, POLITELY REVEALING YOUR WORK PRESSURE.

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Time Management: Working for You  Control

Procrastination  Make a Task List  Plan Effectively  Set Goals  Make Schedules  Meet Deadlines  Be Decisive  Set Priorities 21 May 2009

 Do

Not Try to be Perfect  Keep Desk Organized  Stay Focused  Learn to Say “No”  Control Interruptions  Concentrate on Results  Stay Motivated  Write Down Ideas 32

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Links to Prof. V. Viswanadham

• Link to Presentation slides • Link to Audio Files • Link to Blog

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In case YOU want to give some feedback / contact me : [email protected] Prof. V. Viswanadham ~ [040 – 2722 3383

May 21, 2009

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