20090608 - Time Management - 70s- Nagarjuna, Kakinada

PROF. V. VISWANADHAM

WHAT ? WHY ?

HOW ?

10 Jun 2009

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An Experiment Let us summarize first, and then get into the details. 10 Jun 2009

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The purpose of this session on Time Management is to help us

DO MORE in the time we have; so that, we can

HAVE MORE of the life we want… and

Jun 10, 2009

live more …

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Time Management is about finding time for the ‘right’ things ~ which becomes possible only when we know, realize and practice

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saying ‘no’ to inconsequential things

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What would you like to do if God gave you

one extra hour a day? 7 AM to 8 AM. Jun 10, 2009

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What would you not do if God gave you

one less hour a day? Jun 10, 2009

7 AM to 8 AM.

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JOBS WE

LOVE Jun 10, 2009

TO DO

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JOBS WE

NEED Jun 10, 2009

TO DO

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TO DO LIST

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TO DO LIST

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LOVE TO DO

DO 2nd

NEED TO DO

DO 1st NEED NOT DO

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What is Time Management? Time management has five interrelated aspects: – Planning & Goal Setting – Managing Yourself – Dealing with Other People – Managing Your Time These four things are interconnected, and they interact to generate the fifth –

- Getting the Results Jun 10, 2009

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Essential Habits Essential habits for good time management are: – – – – – – – – Jun 10, 2009

Know where the hours are going Keep focused on the end result Work to defined priorities Schedule time for important issues Delegate routine tasks and responsibility for them Confront your own indecision and delay Take the stress out of work Keep applying the essential habits! 14

Time-based Management Need to look at 1. Is the allotted time for completion of plans realistic? 2. In the effort to achieve results, is efficient use made of the available time? Jun 10, 2009

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Summary • • • • • • • • • • •

Have a good planning system and actually use it Take on realistic goals and schedule accurately Do not over-commit Set and agree priorities to distinguish between urgent and important tasks Build in some flexibility to cope with anything unexpected Control your documents, workspace and phone Don’t procrastinate – manage your time to-day and every day Define and use periods of quality time in your schedule Learn to say ‘No’ in a professional manner Stay away from perfectionism and aim for excellence Build in time for personal development Jun 10, 2009

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Develop the essential habit of

punctuality for it is the most important aspect for high success.

Punctuality

reflects discipline and proper regard for others. Without it, even the most sophisticated 10 Jun 2009

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VES

IMPRO

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PLANNING TAKES TIME:

NOT PLANNING TAKES 10 Jun 2009

RE

MO

TIME 20

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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 MAN AG EMENT INVOLV ES . . . 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

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THUS, THE FOCUS IS ON

SETTING GO ALS – [SPECIFIC LONG-TERM, MEDIUM-TERM & SHORT-TERM GOALS]

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

TH E F IRST 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 LE AST SOMETH ING , EVERY D AY, IN ORDER TO ACHIEVE YOUR GOALS.

TIME MANAGEMENT BEGINS AND IMPROVES WITH GOAL-SETTING.

SOME IM PORTANT QUE STI ONS : 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…

SOM E IMPORT AN T QUE STI ONS :[ Contd… ]

2. WHAT IS YOUR TIME PERSPECTIVE ? 1. DO YOU COMPLETE THE PLANNED TASK, EACH DAY, OR HAVE A TENDENCY TO PROCRASTINATE ? IF SO, WHY ? 2. HAVE YOU PREPARED TIME-LOGS, AND THUS HAVE A CLEAR IDEA OF THE TIME YOU ARE REALLY UTILISING TO ACHIEVE YOUR GOALS ? 3. ARE YOU SPENDING MORE TIME THAN REQUIRED FOR THE ROUTINE S.N.M. ACTIVITIES ? 4. DO YOU COMPLETE THINGS ON TIME ? OR, YOU USUALLY FEEL RUSHED, PUSHED AND THUS, STRESSED ? =====

YOUR CHOICES, DECISIONS AND ACTIONS OF TODAY, and EACH SUCCESSIVE DAY, WILL CERTAINLY INFLUENCE YOUR ABILITY TO ACHIEVE YOUR GOALS. TIME MANAGEMENT IMPLIES APPRECIATING THE VALUE OF TIME & TREATING IT AS A RESOURCE. TIME, SO FAR AS WE ARE CONCERNED,

IS NOT UNLIMITED AND HENCE, OF GREAT VALUE ~

USE TIME VERY VERY VERY CAREFULLY LET IT ADD VALUE TO YOUR LIFE.

HAVI NG GOA LS H EL PS I N DEVEL OPING SEN SITI VITY T O TH E V AL UE O F TI ME IT’S A BAD AND UNPLEASANT EXAMPLE – BUT LET ME RISK GIVING IT. IMAGINE THAT TODAY IS THE LAST DAY OF YOUR LIFE. I WISH YOU ALL SHATHAMANAMBHAVATHI. BUT LET US TAKE THE EXAMPLE AND DISCUSS FURTHER. WHAT HAPPENS ? SUDDENLY, EVERY MINUTE, EVERY MOMENT BECOMES VERY PRECIOUS AND CHERISHED.

EXTEND THE LOGIC. SINCE WE DO NOT KNOW ABOUT OUR LIFE SPAN, DOES IT NOT MAKE SENSE, TO CONSIDER THE AVAILABLE TIME AS PRECIOUS, OF GREAT VALUE, LIMITED IN SUPPLY, AND HENCE, TO BE USED VERY CAUTIOUSLY.

THUS, IT WOULD BECOME NECESSARY FOR YOU, TO BE CHOOSY, TAKE CAUTIOUS DECISIONS, ETC. QUESTIONS SUCH AS, WHAT IS IMPORTANT ? NOT IMPORTANT ? AND LESS IMPORTANT ? WHAT IS EFFECTIVE ? LESS EFFECTIVE ? WHAT IS EFFICIENT ? LESS EFFICIENT ? WHAT IS URGENT ? LESS URGENT ? NOTE THAT: WHAT IS NOT IMPORTANT NOW, MAY OR MAY NOT BECOME IMPORTANT LATER, BUT, WHAT IS NOT URGENT NOW, WILL SURELY BECOME URGENT, LATER.

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

SOM E US EFUL 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… ]

SOM E US EFUL 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. =====

PR ACTI CE U SING TI ME- TR ACKIN 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.

IMPROVING TIME MANAGEMENT SKILLS IT IS NOT THAT EASY. IT REQUIRES LOT OF MOTIVATION AND PERSISTENT HARDWORK. IT IS USEFUL TO REMEMBER THAT THE FOLLOWING ARE ALSO IMPORTANT: 1. SPENDING TIME WITH YOUR FAMILY 2. IMPROVING YOUR SKILLS 3. PURSUING HIGHER STUDIES 4. KEEPING YOURSELF UPDATED 5. BUILDING NEW RELATIONSHIPS 6. EVALUATING TASKS THAT HAVE BEEN COMPLETED 7. TASKS YOU WANTED TO DO, BUT COULD NOT DUE TO LACK OF TIME

GUIDING PRINCIPLES: 1. A SENSE OF PURPOSE 2. A SENSE OF PROPRIETY 3. A SENSE OF PROPORTION

TIME MANAGEMENT BEGINS WITH IDENTIFYING AND ELIMINATING “TIME WASTERS”. SOME OF THE MOST COMMON TIME WASTERS, AND SOME SUGGESTIONS AS TO HOW TO DEAL WITH THEM: 4. PERSONAL TELEPHONE CALLS MADE OR RECEIVED DURING THE WORKING HOURS ~ BE SELECTIVE IN GIVING YOUR PHONE / CELL NUMBER ~ KEEP THE DURATION OF THE CALL SHORT – BUSINESS LIKE ~ TAKE THE NUMBER AND CALL BACK WHEN YOU ARE FREE ~ INFORM YOUR FAMILY AND FRIENDS TO MINIMISE THE CALLS 2. INTERRUPTIONS FROM OFFICIAL VISITORS AND PERSONAL VISITORS WITHOUT A PRIOR APPOINTMENT ~ TRY AND KEEP FIXED VISITING HOURS ~ SUGGEST AN ALTERNATE DATE AND TIME ~ ABSTAIN FROM OFFERING COFFEE / TEA

[ Contd … ]

3. MEETINGS THAT ARE UNSCHEDULED, WITHOUT CLEAR AGENDA AND WITHOUT CLEARLY DEFINED ROLES FOR THE PARTICIPANTS ~ REQUEST FOR AN AGENDA ~ VERIFY YOUR ROLE FOR THE MEETING ~ ASK THAT THE MEETING DURATION BE DEFINED ~ VERIFY AND ENSURE THAT THE REQUIRED REPORTS/ DOCUMENTS ARE PREPARED AND CARRIED ~ DEPENDING ON THE OTHER IMPORTANT AND URGENT WORK ON HAND, YOU MIGHT REQUEST PERMISSION TO ABSTAIN FROM THE MEETING 4. PARTICIPANTS REACHING LATE FOR THEIR MEETINGS OR APPOINTMENTS ~ YOU MUST YOURSELF BE PUNCTUAL ~ MAKE CLEAR YOUR AVAILABILITY – TIME LIMITS ~ MAKE OTHERS RESPECT YOUR PRIORITIES & DO NOT FORGET RESPECTING OTHERS’ PRIOPITIES [ Contd … ]

5. NOT PLANNING PRIOR TO STARTING THE WORK ~ PRACTICE THE HABIT OF THINKING ON PAPER 6. DUPLICATION OF WORK – EVEN SMALL ACTIVITIES LIKE READING A MAIL OR E-MAIL, MORE THAN ONCE IS A WASTE – UNLESS IT CANNOT BE TAKEN CARE OF IN THE FIRST READING ~ AS FAR AS POSSIBLE, DISPOSE OF THE PAPER IN ONE ATTEMPT; KEEP TRACK, IF IT REQUIRES YOUR FURTHER ATTENTION 7. LACK OF CLARITY IN COMMUNICATION – ONE OF THE MAJOR TIME WASTERS ~ BE CLEAR, MAKE A WRITTEN NOTE, REQUEST THE OTHER PERSON TO NOTE DOWN THE IMPORTANT POINTS, IF NEED BE, YOU GIVE HIM A WRITTEN NOTE. [ Contd … ]

8. STRESS AND FATIGUE ~ BETTER STRESS MANAGEMENT PRACTICES ~ BETTER PLANNING INCLUDING PROPER PRIORITISATION ~ IMPROVING YOUR SKILLS AND GETTING BETTER PREPARED 9. THE INABILITY TO SAY “NO” ~ PRACTICE DISCRIMINATING, ~ ALSO PRACTICE SAYING ‘NO’ POLITELY 10. DESK MANAGEMENT, PROPER FILING AND DOCUMENTATION ~ GET BETTER ORGANISED

=====

STRATEGIES FOR MANAGING TIME: 3. SELF-DISCIPLINE ~ DISCIPLINE, COMES FROM WITHIN. UNTIL AND UNLESS YOU FEEL MOTIVATED TO IMPLEMENT CHANGES IN YOUR STYLE OF WORKING, YOU CANNOT EFFECT A TRANSFORMATION. CONSISTENCY IS THE KEY WORD FOR GETTING RETURNS AND THIS IS POSSIBLE ONLY THROUGH DISCIPLINE. DISCIPLINE HELPS IN REDUCING DUPLICATION OF WORK, BY AVOIDING NUMBER OF MISTAKES. [ Contd … ]

STRATEGIES FOR MANAGING TIME: 2. IMPORTANCE OF LEARNING WHEN AND HOW TO SAY ‘NO’: YOU HAVE TO DECIDE WHAT YOUR HIGHEST PRIORITIES ARE AND HAVE THE COURAGE – PLEASANTLY, SMILINGLY, NON-APOLOGETICALLYTO SAY ‘NO’ TO MANY MANY THINGS. FIRST, LIST AND PRIORITISE – THEN, ORGANISE AROUND THOSE PRIORITIES – NEXT, DEVELOP THE DISCIPLINE TO STICK AND STAY WITH YOUR PRIORITIES. [ Contd … ]

STRATEGIES FOR MANAGING TIME: 3. BALANCE YOUR LIFE: DON’T NEGLECT IMPORTANT AREAS OF YOUR LIFE SUCH AS HEALTH, FAMILY, PROFESSIONAL PREPARATION, PERSONAL DEVELOPMENT (WHICH INCLUDES CERTAINLY A SPIRITUAL DIMENSION). VERY OFTEN WE COME ACROSS PEOPLE WHO SOLELY CONCENTRATE ON THEIR CAREERS – AND THE RESULT MAY BE A BROKEN MARRIAGE OR CONSIDERABLE DAMAGE TO THEIR HEALTH. A PROPER BALANCE IS REQUIRED BETWEEN PROFESSIONAL LIFE AND PERSONAL LIFE. [ Contd . . . ]

STRATEGIES FOR MANAGING TIME: 4. CORDIAL RELATIONSHIPS WITH COLLEAGUES: YOU WILL BENEFIT IMMENSELY FROM THEIR SUPPORT, AND THIS LEADS TO A DIRECT SAVING OF TIME.

5. DEFINE YOUR OBJECTIVES – LONG-TERM GOALS – AS CLEARLY AS POSSIBLE. THESE SHOULD IMPACT YOUR DAILY ACTIVITIES, AND BE INCLUDED IN YOUR ‘TO DO’ LIST. WITHOUT A GOAL OR OBJECTIVE, PEOPLE TEND TO DRIFT, ~ BOTH PERSONALLY AND PROFESSIONALLY. NEVER START AN ACTIVITY WITHOUT DEFINING ITS OBJECTIVES AND SUCCESS CRITERIA. [ Contd … ]

STRATEGIES FOR MANAGING TIME: 6. ANALYSE AND REVIEW YOUR USE OF TIME: WHAT WAS THE MOST PRODUCTIVE PART OF THE DAY? WHY? WHAT WAS THE LEAST PRODUCTIVE PART OF THE DAY? WHY? WHAT OR WHO CAUSED THE MAJORITY OF INTERUPTIONS? WHAT COULD YOU DO TO CONTROL THESE INTERRUPTIONS? WHAT WERE YOUR THREE BIGGEST TIME WASTERS ? [ Contd. . . ]

STRATEGIES FOR MANAGING TIME: 7. HAVE A PLAN – M.A.P. – MY ACTION PLAN: YOUR YEARLY PLAN SHOULD BE REVIEWED REGULARLY AND RESET AS YOUR ACHIEVEMENTS ARE MET.

LISTING TASKS ENABLES YOU TO STAY ON TOP OF PRIORITIES AND REMAIN FLEXIBLE TO CHANGING PRIORITIES. THIS SHOULD BE DONE FOR BOTH PERSONAL AND PROFESSIONAL GOALS.

[ Contd . . . ]

STRATEGIES FOR MANAGING TIME:

8. REVIEW OF ACTION PLAN: CONDUCT ACTION PLAN ANALYSIS. THE VALUE OF A GOOD PLAN IS TO IDENTIFY PROBLEMS EARLY AND SEEK OUT SOLUTIONS. GOOD TIME MANAGEMENT ENABLES YOU TO MEASURE THE PROGRESS TOWARDS YOUR GOALS ~ BECAUSE “WHAT YOU CAN MEASURE, YOU CAN CONTROL”.

[ Contd. . . ]

STRATEGIES FOR MANAGING TIME: 9. DO NOT PROCRASTINATE: IDENTIFY THE REASON FOR THE PROCRASTINATION. CONFRONT YOUR ATTITUDES AND FEARS. WEIGH THE CONSEQUENCES. THEN, DEAL WITH IT. ONE OF THE REASONS FOR PROCRASTINATION COULD BE THAT YOU HAVE NOT REALLY COMMITTED TO THE JOB. THE KEY HERE IS THE SOURCE OF MOTIVATION. REINFORCE YOUR MOTIVATION. [ Contd… ]

STRATEGIES FOR MANAGING TIME: 10. BE PROACTIVE: BEING PROACTIVE MEANS THAT YOU ARE ACCEPTING RESPONSIBILITY FOR YOUR OWN LIFE. YOU TAKE THE INITIATIVE AND THE RESPONSIBILITY TO MAKE THINGS HAPPEN.

[ Contd … ]

STRATEGIES FOR MANAGING TIME: 11. DELEGATE: DELEGATION IS A SKILL. DELEGATION MUST BE USED FOR MOTIVATING AND TRAINING YOUR TEAM TO REALISE THEIR FULL POTENTIAL. IN ORDER TO ENABLE SOMEONE ELSE TO DO THE JOB FOR YOU, YOU MUST ENSURE THAT THEY KNOW WHAT YOU WANT, THEY HAVE THE CAPABILITY AND THE AUTHORITY TO DO IT AND MOST IMPORTANTLY THEY KNOW HOW TO DO IT. [ Contd … ]

STRATEGIES FOR MANAGING TIME: 12. BE A GOOD LISTENER: IN ORDER TO LISTEN EFFECTIVLY, A CERTAIN AMOUNT OF DISCIPLINE IS NEEDED. PRACTICE THE FOLLOWING: - STOP TALKING TO OTHERS AND YOURSELF. LEARN TO STILL THE VOICE WITHIN, WHEN NECESSARY. - IMAGINE THE OTHER PERSON’S VIEWPOINT. - LOOK, ACT AND BE GENUINELY INTERESTED. - OBSERVE NON-VERBAL BEHAVIOUR. - DON’T INTERRUPT. - LISTEN BETWEEN THE LINES. - SPEAK ONLY AFIRMATIVELY WHILE SPEAKING. - REPHRASE WHAT THE OTHER PERSON HAS JUST TOLD YOU. =====

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 10 Jun 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. 10 Jun 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 10 Jun 2009 57 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 ] 10 Jun 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. 10 Jun 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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SUM MARY : WE NEED TO MANAGE OURSELVES EFFECTIVELY, IN ORDER FOR US TO MEET OUR GOALS IN LIFE. BY REMOVING THE TIME WASTERS FROM OUR LIFE, WE CREATE TIME, WHICH CAN THEN BE USED FOR DOING IMPORTANT TASKS THAT WOULD GIVE US BETTER RESULTS. KNOWING ONE’S PRIORITIES IS ONE THING, BUT IMPLEMENTING THE SAME IS ANOTHER. [ Contd…]

SUM MARY : [ Contd…] WITHOUT AN AIM IN LIFE OR WITHOUT A PLAN BEFORE UNDERTAKING A TASK, WE WILL BE LIKE A SHIP IN THE OCEAN WITHOUT A CHARTERED PATH. WE WILL CERTAINLY REACH SOME PLACE, BUT IT MAY NOT BE THE ACTUAL DISTANCE THAT WE COULD HAVE COVERED. DISCIPLINE AND DESIRE ARE THE MOST DIFFICULT AND THE MOST IMPORTANT INGREDIENTS FOR SUCCESS IN IMPROVING YOUR UTILISATION OF TIME. =====

Time Management: Working for You  Control

Procrastination  Make a Task List  Plan Effectively  Set Goals  Make Schedules  Meet Deadlines  Be Decisive  Set Priorities 10 Jun 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 65

TIME is Money Everyday if You get Rs.86,400/- how will you use this money? Certainly you will plan for it. We get 86400 seconds everyday. The only difference between SUCCESS and FAILURE is its utilization. 10 Jun 2009

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TIME MANAGEMENT  Plan

your day, week, month, year, decade

and Life (assuming it to be for

average 80 years)  First thing first. Block your time for the most important things and in descending order according to their importance.  Highly successful people have their time-plan always ready with them for months ahead 10 Jun 2009

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10 Jun 2009

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