TIME MANAGEMENT

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TIME MANAGEMENT : 

TIME MANAGEMENT Kiran Nalluri, Vishal Arogya Sampat, kk.nalluri@gmail.com

THREE CATEGORIES OF TIME : 

THREE CATEGORIES OF TIME A) IMPORTANT AND URGENT B) IMPORTANT AND NOT URGENT C) URGENT AND NOT IMPORTANT

MANAGEMENT OF TIME : 

MANAGEMENT OF TIME MANAGEMENT OF TIME INVOLVES DOING MORE OF (A) AND LESS OF (C) BY PLANNING AND ORGANIZING

TO PLAN AND ORGANIZE : 

TO PLAN AND ORGANIZE SET TARGETS WRITE POSITIVE OBJECTIVES ONLY WRITE TIME-BOUNDED TARGETS INCLUDE MEANS AND METHODS OF ACHIEVING GOALS IE “TO DO” LIST TWO “TO-DO” LISTS: “TO-DO TODAY”, “TRIGGER TO-DO” ASSIGN 10 MINUTES EACH DAY (START OR END) FOR ASSESSING ACHIEVEMENTS AND PLANNING MAKE NEW “TO-DO TODAY” LIST EVERY DAY (IT’S TOO IMPORTANT TO SIMPLY AMEND) KEEP ‘TO-DO TODAY’ ON-HAND AND VISIBLE KEEP ‘TRIGGER TO-DO’ EASILY AVAILABLE PRIORITIZE A-B-C-D (ORDER OF IMPORTANCE)

THE PARETO PRINCIPLE : 

THE PARETO PRINCIPLE THE PARETO PRINCIPLE STATES THAT 20% OF EFFORT YIELDS 80% OF RESULTS

MAINTENANCE TASKS AND PROGRESS TASKS : 

MAINTENANCE TASKS AND PROGRESS TASKS PROGRESS TASKS ONE WHICH, YOU FEEL, MAY MOVE YOU TO A NEW POSITION WHICH IS BETTER THAN WHERE YOU WERE BEFORE MAINTENANCE TASKS ONE WHICH MOVES YOU TO A POSITION EQUIVALENT TO WHERE YOU HAVE BEEN BEFORE

MAINTENANCE TASKS : 

MAINTENANCE TASKS OBVIOUS VALUE TIME BOUND CLEARLY DEFINED ROUTINE & DO NOT NEED JUSTIFICATION LOW RISK

PROGRESS TASKS : 

PROGRESS TASKS NOT OBVIOUS CAN BE DEFERRED REQUIRE BREAKING INTO NEW FIELDS, THOUGHT AND PLANNING NEED TO BE JUSTIFIED HIGH RISK & EVENTUAL OUTCOME UNKNOWN REQUIRE A LOT OF TIME

MAKING SPACE FOR PROGRESS TASKS : 

MAKING SPACE FOR PROGRESS TASKS MAINTENANCE TASKS - QUESTIONS IS IT NECESSARY - WHAT CONSEQUENCES IF NOT DONE CAN IT BE DELEGATED? SUGGESTIONS SET ASIDE BLOCKS OF TIME FOR PROGRESS TASKS MAKE A DAILY “TO DO” - PRIORITIZE THIS LIST MAKE A WEEKLY”TO DO” - PRIORITIZE THIS LIST

THE EFFECTIVE MANAGER’S DESK : 

THE EFFECTIVE MANAGER’S DESK DO NOW DO SOON FILE READ PASS ON AWAITING INFORMATION SECRETARY SPECIAL PROJECTS

GUIDELINES TO KEEP YOUR DESK ORGANIZED : 

GUIDELINES TO KEEP YOUR DESK ORGANIZED AFTER LONG ABSENCE, EMPTY “IN-TRAY” KEEP YOUR DESK COMPLETELY CLEARED EMPTY “IN-TRAY” FREQUENTLY DAILY FILE ALL PAPER WORK WHEN NOT IN CORRECT FRAME OF MIND DURING SMALL LIMITED TIME INTERVALS WHEN INTERRUPTION A HIGH PROBABILITY WHEN ‘BREAKING’ A TASK, FILE BACK / PLACE BACK ALL RELATED PAPERS - CLEAR YOUR DESK COMPLETELY FOR THE NEXT TASK

TIPS TO MAKE MORE TIME : 

TIPS TO MAKE MORE TIME PREPARATION AND ORGANIZATION GIVE YOURSELF SPACE, KEEP A TIDY DESK AND AN UNCLUTTERED OFFICE AWARENESS OF HOW YOU SPEND YOUR TIME, AND HOW MUCH TIME YOU WASTE KEEP A DAILY LIST DELEGATE SAY “NO!” TO JOBS THAT AREN’T YOURS DON’T SAY “YES” TO A JOB WITHOUT KNOWING HOW LONG IT WILL TAKE BE ASSERTIVE SET REALISTIC DEADLINES GIVE YOURSELF PRIVATE WORKING TIME

TIPS TO MAKE MORE TIME [CONTD] : 

TIPS TO MAKE MORE TIME [CONTD] INTERRUPTIONS WORK OUT WHO REALLY NEEDS TO SEE YOU LET YOUR SUBORDINATE (OR SECRETARY) DEAL WITH THE REST ALWAYS ASK A PERSON DIRECTLY WHY THEY HAVE COME TO SEE YOU STAND UP WHEN A PERSON ENTERS YOUR OFFICE BE RUTHLESS WITH TIME AND GRACIOUS WITH PEOPLE SUGGEST A LATER MEETING IN THEIR OFFICE (YOU CAN THEN CONTROL THE FINISHING TIME) PERCH ON THE EDGE OF THE DESK SAVE SMALL-TALK FOR THE PUB

TIPS TO MAKE MORE TIME [CONTD] : 

TIPS TO MAKE MORE TIME [CONTD] MEETINGS DON’T WASTE OTHER PEOPLE’S TIME PLAN THE MEETING DON’T ALLOW INTERRUPTIONS TELEPHONE GET CALLS SCREENED, DIVERT CALLS THROUGH YOUR SUBORDINATE (OF SECRETARY) MAKE CALLS IN BLOCKS WRITE DOWN BEFOREHAND THE MAIN POINTS TO BE DISCUSSED TIME YOUR TELEPHONE CALLS (BE AWARE OF TIME PASSING)

TIPS TO MAKE MORE TIME [CONTD] : 

TIPS TO MAKE MORE TIME [CONTD] DAILY FINISH ONE JOB BEFORE STARTING THE NEXT SPEND FIVE MINUTES PLANNING YOUR DAY WITH YOUR SUBORDINATE (OR SECRETARY) SCREEN MAIL TRY TO HANDLE EACH PIECE OF PAPER ONCE ONLY MAKE USE OF COMMITTED TIME (IE TRAIN, BUS, AIRPORT, RECEPTION, WAITING AT MEETINGS, & ETC) AS YOUR PRIVATE WORKING OR THINKING TIME PUT A CLOCK IN YOUR OFFICE WHERE EVERYONE CAN SEE IT

TIME MANAGEMENT - SELF MANAGEMENT : 

TIME MANAGEMENT - SELF MANAGEMENT 1 TRAVELLING TO WORK - LEAVE EARLY 2 TELEPHONE CALLS - SCREEN AND BE TO THE POINT 3 MEMOS – WRITING - BE BRIEF 4 MEETINGS – ESP UNSCHEDULED 5 UNSCHEDULED VISITORS - POLITELY TELL THEM THAT YOU ARE BUSY ON AN IMP ASSIGNMENT (DND) 6 DOING UNIMPORTANT TASK - PRIORITIZE (SPENDING MORE TIME) 7. TRAVELLING TO & FROM H.O. - USE OTHER MEANS OF COMMUNICATION

TIME MANAGEMENT - SELF MANAGEMENT [CONTD.] : 

TIME MANAGEMENT - SELF MANAGEMENT [CONTD.] 8. TRAVELLING INTO TOWN - SCHEDULE TASKS TO BE COMPLETED IN A DAY 9. READING THROUGH HEAPS OF - HAVE SECRETARY SCREEN MAGAZINES AND PERIODICALS 10. UNSCHEDULED TASKS - PRIORITIZE. 11. EQUIPMENT MALFUNCTION - PROPER PREVENTIVE MAINTENANCE 12. SOCIAL LUNCHES & DINNERS - GO FOR ABSOLUTELY ESSENTIAL ONES 13. POOR PLANNING - BETTER PLANNING 14. POOR COMMUNICATION - IMPROVE (LANGUAGE) 15. OFFICE DESIGN & LAYOUT - REDESIGN OR RELOCATE EQUIPMENT IF POSSIBLE

TIME MANAGEMENT - SELF MANAGEMENT [CONTD.] : 

TIME MANAGEMENT - SELF MANAGEMENT [CONTD.] 16. PRIORITIZING 17. MISTAKES / HUMAN ERROR - TRAIN 18. LIMITED JOB KNOWLEDGE - TRAIN 19. AUTHORITY DELAYS - MAKE USE OF LOOPHOLES 20. POOR FEED BACK - IMPROVE COMMUNICATION 21. POOR ORGANIZATION - IMPROVE ORGANIZATION 22. INTER DEPARTMENT LACK OF - EDUCATION AND TRAINING CO-OPERATION

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