Time Management

Time Management: 

Time Management State Institute of Health and Family Welfare, Jaipur 1 SIHFW an ISO:9001:2008 certified Institution

Slide 2: 

24 hours per day X 60 minutes per hour X 60 seconds per minute = 86,400 S econds 2 SIHFW an ISO:9001:2008 certified Institution

Value of Time:: 

Value of Time: One year , ask a student who failed a grade. One month , ask a mother who gave birth to a premature baby. One week , ask the editor of a weekly One day , ask a daily wage laborer with kids to feed. One hour , ask the lovers who are waiting to meet. One minute , ask a person who missed the train. One second , ask a person, just avoided accident. One millisecond , ask the person who won a silver medal in the Olympics.

Common Problem: 

Common Problem I am very busy. The second crisis comes in before the first has finished I don’t feel I have achieved anything this year I don’t have control on my life. Things pile one on top of the other I wish I have more than 24 hours per day so that I can get more things done The system overloads me with work. There is no time to breathe

Prudent answer: Balance your life: 

Prudent answer: Balance your life Family Work Health Finance

Pareto’s Principle (80/20 Rule): 

Pareto’s Principle (80/20 Rule) 80% of Work gives 20% Results 20% of Work gives 80% Results

Covey’s Quadrants: 

Covey’s Quadrants Not Important Important Urgent Not Urgent SIHFW an ISO:9001:2008 certifie d Institution 7

Quadrant I- Quadrant of firefighting: 

Quadrant I- Quadrant of firefighting Urgent and important – we need to spend time here (manage) This is where, we Manage, Produce, Bring experience and judgment in responding to many needs and challenges. Activities become urgent through procrastination, or in absence of enough prevention and planning SIHFW an ISO:9001:2008 certified Institution 8

Quadrant II - Quadrant of Quality : 

Quadrant II - Quadrant of Quality Important, but not urgent (Focus) Here’s where we do Long-range planning, anticipate and prevent problems, Empower others, Broaden our minds and increase our skills Ignoring this quadrant feeds and enlarges quadrant I, creating stress, burnout, and deeper crises for the person Investing in quadrant II shrinks Quadrant I SIHFW an ISO:9001:2008 certified Institution 9

Quadrant III- Quadrant of Deception: 

Quadrant III- Quadrant of Deception Urgent, but not important (Avoid) The noise of urgency creates the illusion of importance. Actual activities, if they’re important at all, are important to someone else. Includes - many phone calls, meetings and drop-in visitors SIHFW an ISO:9001:2008 certified Institution 10

Quadrant IV- Quadrant of Waste: 

Quadrant IV- Quadrant of Waste Not urgent, not important (Avoid) We often “escape” to Quadrant IV for survival Reading addictive novels, Watching mindless television shows, Gossiping at office SIHFW an ISO:9001:2008 certified Institution 17

Is it bad to be in Quadrant I? : 

Is it bad to be in Quadrant I? Are you in Quadrant I because of the urgency or the importance? If urgency dominates, when importance fades, you’ll slip into Quadrant III. But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II. SIHFW an ISO:9001:2008 certified Institution 12

What is the problem with urgency?: 

What is the problem with urgency? Urgency itself is not the problem… When urgency is the dominant factor in our lives, importance isn’t What we regard as “first things” are urgent things SIHFW an ISO:9001:2008 certified Institution 13

Where do I get time to spend in Quadrant II? : 

Where do I get time to spend in Quadrant II? From Quadrant III Time spent in Quadrant I is both urgent and important- we already know we need to be there We know we shouldn’t be there in Quadrant IV But Quadrant III can fool us SIHFW an ISO:9001:2008 certified Institution 14

Do you know how, generally, a 70 year life, is spent….? : 

Do you know how, generally, a 70 year life, is spent….? 3 in traveling/preparation….. 4 years in eating 5 in commuting 6 years in rest and illness 7 years in holiday and recreation 8 years in study 12 years for work….effectively… 25 years in sleep SIHFW an ISO:9001:2008 certified Institution 15

Time Management: 

Time Management The issue is not Awareness but Action The Action happens when we say I can’t live with this any more. I need to find an answer fast

Time management process: 

Time management process Set your own priorities Personal Professional Determine your goals for each priority Plan the steps for goal attainment Allocate time appropriately for each step Use time management tools/techniques SIHFW an ISO:9001:2008 certified Institution 17

Time :It needs an attitude: 

Time :It needs an attitude Believe that your area of control is large Do most of the things because of reason and not mere indulgence Believe that improvements are always possible and at any age Have doubts rather than objections SIHFW an ISO:9001:2008 certified Institution 18

Goals, Priorities, and Planning: 

Goals, Priorities, and Planning Why am I doing this? What is the goal? Why will I succeed? What happens if I chose not to do it? SIHFW an ISO:9001:2008 certified Institution 19

Planning: 

Planning Failing to plan is planning to fail Plan Each Day, Each Week, Each hour You can always change your plan, but only once you have one! SIHFW an ISO:9001:2008 certified Institution 20

Managing your Time: 

Managing your Time T hings to do list I dentify Priority M aking it happen E valuate deviations

Creating TO DO Lists: 

Creating TO DO Lists Your daily list of tasks Tasks that take you towards your goals One Sheet a Day Tasks with defined importance: important and urgent: deadlines, fire fighting important and not urgent: Planning, Holidays urgent and not important: Interruptions, meetings not important and not urgent: junk mail , time wasters

Working with TO DO Lists: 

Working with TO DO Lists Create the list before you start the day 15 minutes of investment will help you everyday End of day: Review Status C – Completed, T – Transferred, A – Abandoned, I – In progress

Prioritize list of daily tasks? “A” List “B” List “C” List: 

Prioritize list of daily tasks? “A” List “B” List “C” List Shop for detergent . Write a eight page essay for English. Prepare for a Biology quiz . Dust the videos on the bookcase. Review for midterm test that counts for 50% of grade. Schedule an appointment with a Professor. Complete a journal entry . Email a high school friend on another campus. Shop for a new pair of shoes . Cover the car.

Are you working your “A’s” Off? Or Do You Have C-Fever?: 

Are you working your “A’s” Off? Or Do You Have C-Fever? “A” list 1 Midterm test that counts for 50% of grade. 2 Write a eight page essay for English. “C” list 6 Buy detergent. 7 Dust the videos on the bookcase. 8 Email a high school friend on another campus. 9 Shop for a new pair of shoes. 10 Cover the car.

Why is “C” fever as common as the cold? : 

Why is “C” fever as common as the cold? The “A” tasks may : Produce minimal endorphins (feel good hormone) Be too lengthy Be too difficult Be too threatening because of the possibility of failure Be too threatening because of the possibility of success SIHFW an ISO:9001:2008 certified Institution 26

External time wasters: 

External time wasters Interruptions, especially email Office socializing Too many meetings Unscheduled visitors Poor work environment Unclear goals Trying to get other’s cooperation Bureaucratic “red tape” Others you can think of … SIHFW an ISO:9001:2008 certified Institution 27

Internal time wasters: 

Internal time wasters Procrastination Lack of planning Lack of priorities Indecision Slow reading skills Physical or mental exhaustion Not being able to say “no” Messy work areas Low motivation Others you can think of … SIHFW an ISO:9001:2008 certified Institution 28

Meetings- Paperwork: 

Meetings- Paperwork Meeting Lock the door, unplug the phone Maximum of 1 hour Prepare: there must be an agenda 1 minute minutes: for efficient decisions - who is responsible for what by when? Be bold to request absence from the meetings that are not useful to you Give feedback & suggestions to improve effectiveness Pre-circulate agenda if you are in charge Don’t accept shoddy preparation for too long Paper work Keep desk clear, spend time to create filing system- soft & hard

Telephone: 

Telephone Keep calls short; stand during call Start by announcing goals for the call When done, get off: “I have client waiting” Have something in view that you’re waiting to get to next Cutting Things Short “I’m in the middle of something now…” Start with “I only have 5 minutes” Stand up, stroll to the door, complement, thank, shake hands SIHFW an ISO:9001:2008 certified Institution 30

Prioritizing- Scheduling: 

Prioritizing- Scheduling Look at your big list of To Do list Ask – Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it Know The best time Cognitive Tasks: 0800-1200 hrs Short term memory: 0600-1000 hrs Long term memory: 1300-1600 hrs. Manual dexterity: 1400-1800 hrs. Physical workouts: 1600-2100 hrs

Slide 32: 

Subsequently schedule the day or the time Keep some buffers Be flexible to change but don’t change on small reasons Learn to SIHFW an ISO:9001:2008 certified Institution 32 Don’t take more than you can bite

Crisis Situations: 

Crisis Situations Be proactive not reactive Being proactive is highly motivating Maintain a crisis log Nothing is worth being reactive If you are only reactive… someone can replace you at your job Prevent crisis by managing important but not urgent tasks, on time

Procrastination: 

Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742 “… if we wait for the moment when everything, absolutely everything is ready, we shall never begin.” SIHFW an ISO:9001:2008 certified Institution 34

We postponed because: 

We postponed because We lack enthusiasm Fear of embarrassment Fear of failure? Fear of Success Get a spine! SIHFW an ISO:9001:2008 certified Institution 35

Avoiding Procrastination: 

Avoiding Procrastination Understand what and why of procrastination tendency Remember last time what was the gain to do it in time Create micro action plan Understand how much time it takes to do a task Do not be a last minute decision taker Gather information for a task in advance . Deadlines are really important: establish them yourself! SIHFW an ISO:9001:2008 certified Institution 36

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SIHFW an ISO:9001:2008 certified Institution 37 Put the Big Rocks in First

Delegation: 

Delegation No one is an island Have faith that the other person can do it Convey: expectations, Concrete goal, deadline, consequences, rules & processes Observe in the beginning. Correct & encourage Be keen to help some one & spread interdependence Be sure that you are not the weak link of the chain SIHFW an ISO:9001:2008 certified Institution 38 Delegation is not dumping

Think- what is wrong, if you face…… : 

Think- what is wrong, if you face…… SIHFW an ISO:9001:2008 certified Institution 39 Missed Mess Misplaced Miserable

Slide 40: 

For more details log on to www.sihfwrajasthan.com Or contact: Director-SIHFW on sihfwraj@yahoo.co.in SIHFW an ISO:9001:2008 certified Institution 40