time management

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TIME MANAGEMENT “I have never used the words' I am busy Presentation by Ashok Vaid

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TIME MANAGEMENT IS LIFE MANAGEMENT To realize the value of one year: Ask the student who has failed his final exam. To realize the value of one month: Ask the mother who has given birth to a premature baby. To realize the value of one week: Ask the editor of a weekly newspaper. To realize the value of one day: Ask the daily wage earner who has 10 kids to feed. To realize the value of an hour: Ask the lovers who are waiting to meet. To realize the value of a minute: Ask the person who has missed the train, the bus, or the plane. To realize the value of a second: Ask the person who has survived an accident. To realize the value of a millisecond: Ask the person who has won a silver medal in the Olympics.

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“Better late than never” is not half so good a maxim as “Better never late” - Pericles

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Classification of Time.. Jack Loughary of the University of Oregon classified time into..

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Classification of Time.. Sold Time The time that one exchanges to get something in return. Some examples are time spent working for an employer (for money) or time spent in studying (for a qualification)

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Classification of Time.. Maintenance Time The time spent doing things that are necessary to maintain oneself (eating, sleeping, cleaning, dressing etc.) as well as maintaining others.

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Classification of Time.. Discretionary Time The time that remains at one’s disposal, and can be spent in any way that one likes

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Increasing Discretionary Time Its important to calculate for yourself a. A daily total of each type of time b. The weekly total time for each type It is advisable to increase the discretionary time, since it is at your disposal, and can be therefore utilized more effectively. Any increase in Discretionary time requires reduction in Maintenance and Sold Time. Performing your Sold and Maintenance time activities more efficiently in the shortest time possible would help to increase Discretionary time.

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Calculate the amount of time you spend everyday on different activities. It will help you understand how much discretionary time you possess.

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MAXIM OF PLANNING Alice is at the crossroads and meets a Cheshire cat. She asks the cat, “Where do I go from here?" The cat asks, “Where do you want to go?”She responds “Anywhere”. The cat then replies, “Then you take any road, it really doesn't matter. You will reach anywhere.”

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NEITHER URGENT NOR IMPORTANT 1. Gossiping 2. Reading trivia/glossy magazines 3. Shopping for fun 4. Watching the whole of a cricket match (live) ‏ 5. Internet surfing for fun 6. Visiting friends and neighbors aimlessly 7. Watching a movie that has already been watched 8. Taking unnecessary interest in others' personal matters 9. Channel-surfing on T.V. 10. Making long telephone calls aimlessly.

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URGENT AND IMPORTANT TASK PRECEPT OF PRIORITIZING 1. Repairing of vehicles 2. Telephone repair 3. Electricity repair 4. Resumptions of water supply 5. T.V./Cable repair 6. Preparing for the forthcoming marriage of a family member 7. Attending the wedding of someone close 8. Attending a funeral/cremation/condolence meeting 9. Replying business e-mail 10. Learning the intricacies of a new job 11. Understanding the functioning of a new machine 12. Consulting a physician on the illness of a family member and oneself

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DO IT NOW: AVOID PROCRASTINATION Let us look at some causes for procrastination: Natural laziness Incompetence or inexperience in handling a task Unpleasant tasks Cluttering of routine activities Lack of willpower Fear of the unknown Fear of failure Bad habits Waiting for more information One may think if he puts it off, someone else will do it

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REDUCING TIME WASTERS CONTROLLABLE PERSONAL TIME WASTERS Oversleeping/excessive sleeping /unorganized sleeping Lying in bed lazily Late day-start Too many movies Addiction to TV serials Uncalled visitors Visiting friends aimlessly; over-socializing Not owning a vehicle Poor condition of the vehicle(s) Not refueling the vehicle (s) on time Spending long precious time on newspapers Unnecessary interference in others’ affairs Gossiping Unplanned day Long phone calls to kill time Incomplete communication No regular medical check-up Frequent smoking and chewing paan, gutka etc. Promising more than what is possible

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What is your Typical Day ?? Now that you have calculated your undefined time in a day, think of how you could utilize that time better..

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What is your Typical Day ?? Activity 24 Hours Your Day 75 Years Sleep 7 22 Work 10 32 Bathroom .75 2.25 Eating 1.5 4.5 Family 1 3 Socializing 1 3 Total 21.25 66.5 Undefined 2.75 8.5

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SELF-TEST HOW WISELY DO YOU MANAGE YOUR TIME? Mostly Sometimes Rarely Never 1. Do you write to-do lists daily? 2. Do you prioritize your to-do lists so that you are able to do the most important things first? 3. Do you finish most of the items on your to-do lists? 4. Do you strike a balance between the demands of your self, family and profess -Ion while planning your day? 5. Is your desk clean and organized? 6. Do you put everything in place? 7. Do you deal effectively with interruptions? Tick the column that represent your time management style:

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11. Do you deal effectively with callers who talk for long on the telephone? 12. Do you focus on preventing problems before they arise instead of solving them after they arise? 13. Do you make the best use of your time? 14.Do you meet deadlines with time to spare? 15. Are you punctual at work, meetings and events? 16. Do the subordinates cooperate enthusias- tically on tasks? 17. Do you delegate tasks well? 8. Can you easily find the needed information in your files? 9. Are you cheerful during work? 10. Do you allow yourself quiet time during which you can work undisturbed every day?

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20. Can you relax during your free time without worrying about work? 21. Do people know the best time to apporch you? 22. Do you do your most important work during your peak energy hours? 23.Can others carry on most of your respon- sibillities if you are absent from work? 24. Do you begin and finish tasks/projects on time? 25. Do you handle each piece of paper work only once? 18. When you are interrupted, can you return to your work without losing momentum? 19.Do you do something every day that moves you closer to your long-range goals?

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Don’t count every hour in the day, make every hour in the day count.. Time is PRICELESS .

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