Time management

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Time Management

• 
  Basic Level

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Objectives

• By the end of this training, you will have
• Understood the importance of time management
• Aim for better results through effective planning
  and clarifying objectives
• Set high value goals and devise ways to spend
  more time towards these goals
• Understood the importance of time management
  tools and how to use them

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WIIFM

• Managing time helps in smooth life
• For everything there is time and space
• Life is no longer a struggle
• Plan your time and work your plan

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Pre-work Survey

• Test your time keeping skills

http//www.youtube.com/watch?v85D-j9yJTuY
http//www.youtube.com/watch?v5y4XrPbfT4Q
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Myths about time management

• Myth 1 There's too much to do I can't handle
  it all.
• Myth 2 There's plenty of time I can do that
  later.
• Myth 3 I'm busier than usual right now, so it
  makes sense to shift some tasks off to another
  time.
• Myth 4 Re-scheduling something to a later time
  is procrastinating.
• Myth 5 This little task is not important.

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What is Time Management?
Time management includes tools or techniques for
planning and scheduling time, usually with the
aim to increase the effectiveness and/or
efficiency of personal and corporate time use
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Advantages of managing time

• Reducing stress
• Gaining time
• Reducing avoidance
• Promoting introspection and improvement
• Staying motivated
• Avoiding procrastination

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Activity I Group Skit

• Discuss/Write out the activities where you loose
  time
• Reasons
• Solutions

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Ways to keeping-Toolkit for time

• 80-20 Pareto principle
• Beat Procrastination
• Time Management Matrix
• Deciding Work Priorities
• SWOT Analysis
• Goal Setting
• Effective Scheduling
• Personal Goal Setting

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8020 rule Pareto Principle

• 80 of unfocussed effort generates only 20 of
  results.
• The remaining 80 of results are achieved with
  only
• 20 of the effort.
• Eat That Frog!!!

http//www.youtube.com/watch?vBygEHtRYddo
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Beat Procrastination

• Step 1 Recognize that you're Procrastinating
• Step 2 Work out WHY youre Procrastinating
• Step 3 Get over it!

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Time Management Matrix
Important Urgent Not Urgent
Important I II
Important    
Important    
Not Important III IV
Not Important    
Not Important    
Not Important    
Not Important    
Not Important    
Not Important    
Not Important    
Not Important    
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Time Management Matrix
Important Urgent Not Urgent
Important I II
Important (MANAGE) (FOCUS)
Important Crisis Preparation/planning
Important Medical emergencies Prevention
Important Pressing problems Values clarification
Important Deadline-driven projects Exercise
Important Last-minute preparations for scheduled activities Relationship-building
Important   True recreation/relaxation
Important Quadrant of Necessity Quadrant of Quality Personal Leadership
Not Important III IV
Not Important (AVOID) (AVOID)
Not Important Interruptions, some calls Trivia, busywork
Not Important Some mail reports Junk mail
Not Important Some meetings Some phone messages/email
Not Important Many pressing matters Time wasters
Not Important Many popular activities Escape activities
Not Important   Viewing mindless TV shows
Not Important Quadrant of Deception Quadrant of Waste
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Deciding Work Priorities

• Doing what we enjoy
• Concentrating on our strengths
• Understanding how to be excellent at our job

STRENGTHS WEEKNESSES
OPPORTUNITIES THREATS
http//www.youtube.com/watch?vEnI9FMPgml8
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Deciding Work Priorities Doing what we enjoy

• It is important for our own quality of life that
  we enjoy our job.
• If we know broadly what we like and dislike, we
  will be able to move our job towards doing things
  that we enjoy.
• This is important as we are much more likely to
  do our job effectively if we love it than if we
  loathe it.

http//www.youtube.com/watch?v0nZWV_ffH4s
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Deciding Work Priorities Concentrating on
strengths

• SWOT Analysis

STRENGTHS What advantages do you have? What do you do well? What relevant resources do you have access to? What do other people see as your strengths? WEEKNESSES What could you improve? What do you do badly? What should you avoid?
OPPORTUNITIES Where are the good opportunities facing you? What are the interesting trends you are aware of? THREATS What obstacles do you face? What is your competition doing? Are the required specifications for your job, products or services changing? Is changing technology threatening your position? Do you have bad debt or cash-flow problems? Could any of your weaknesses seriously threaten your business?
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Deciding Work Priorities How to be excellent at
our job?

• What is the purpose of the job?
• What are the measures of success?
• What is exceptional performance?
• What are the priorities and deadlines?
• What resources are available?
• What costs are acceptable?
• How does this relate to other people?

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Tools of the job

• Activity Log How do we spend our time?
• Action Plan Small scale planning
• To-Do List Tackling the right tasks first

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Activity

• Devise the tools

http//www.youtube.com/watch?v5y4XrPbfT4Q
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Planning to make the best use of our time
Effective Scheduling

• Scheduling is the process by which we plan our
  use of our time. By scheduling effectively, we
  can both reduce stress and maximize our
  effectiveness.

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Planning to make the best use of our time
Effective Scheduling
Scheduling is a five-step process

• Identify the time we have available.
• Block in the essential tasks we must carry out
  to succeed in our 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 our priorities and
  personal goals.

http//www.youtube.com/watch?vV7Ymh7j_cn0
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Choosing to live our life our way Personal Goal
Setting

• What is goal setting?

Goal setting is a powerful process for thinking
about our ideal future, and for motivating our
self to turn this vision of the future into
reality
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Choosing to live our life our way Personal Goal
Setting

• What are the uses of goal setting?

• Deciding what is important for us to achieve in
  our life
• Separating what is important from what is
  irrelevant, or a distraction
• Motivating our self
• Building our self-confidence, based on
  successful achievement of goals

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Choosing to live our life our way Personal Goal
Setting

• Life Time Goals

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Choosing to live our life our way Personal Goal
Setting

• SMART Goals

S - Specific M - Measurable A -
Attainable R - Relevant T - Time-bound
http//www.youtube.com/watch?v0nZWV_ffH4s
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"Time is like money, the less we have of it to
spare the further we make it go." -Josh
Billings
Thank You