Slide 1:Time Management A Presentation by Rajiv Bajaj


Slide 2:The objective of the session is to... Identify your personal attitudes toward time management Discuss key steps in planning / prioritizing Recognize internal / external time wasters


Slide 3:Imagine there is a bank that credits your account each morning with Rs. 86,400. It carries over no balance from day to day Every “evening” deletes whatever part of the balance you failed to use during the day What would you do? Draw out every paisa, of course!!


Slide 4:Each of us has such a “bank”. It’s name is TIME Every morning, it credits you with 86,400 seconds Every night it writes off, as lost, whatever of this you have failed to invest to good purpose It carries over no balance. It allows no overdraft


Slide 5:Each day it opens a new account for you Each night it burns the remains of the day If you fail to use the day’s deposits, the loss is yours There is no going back. There is no drawing against the “tomorrow”


Slide 6:You must live in the present on today’s deposits Invest it so as to get from it the utmost in health, happiness, and success! The clock is running. Make the most of today Time is democratic. Nobody has more or less time


What is Time ? :What is Time ? It is your most under-valued resource Time = Money Always, time is a ‘scarce resource’ Managing your Time is as important as managing your Money !


Slide 8:There is never enough time to do a job right, but always time to do it over ! We should not rush through our work at the risk of making mistakes !


Slide 9:If you want time, you must make time ! We need to allocate time according to our priorities


Slide 10:A job will fill all of the time allocated for it Poor planning and procrastination are time wasters


Slide 11:Have the time of your life ! Good Time Management will allow you to fulfill your personal / professional goals


Why do we fail? :Why do we fail? “Most people set them, and then get behind schedules. They then give up this ‘hopeless cause’. Even the most successful people get setbacks, but they work twice as hard to ensure they achieve what they set out to do.” - Michael Podolinsky


Does this sound familiar ? :Does this sound familiar ? I am busy round the clock I don’t have time to do anything I like. I’m not happy as I don’t get time to enjoy life I don’t feel I have achieved anything this year I don’t have control over my day I wish I had 28 hours in a day so that I could get more things done


Balance Your Life :Balance Your Life Balance in life is important Recognize each aspect of life is important I am not getting enough time for family /personal life because of work 80% of time is spent on work Health Work Family Finance


Time Management :Time Management Get “SMART” with TIME SMART is Simple Measures that Ascertain Resourceful usage of Time


Resources of a Manager :Resources of a Manager Men Money Minutes - TIME Material Information


Unique Characteristics of Time :Unique Characteristics of Time Regular Inflexible Non-discriminatory / Democratic Once lost, ……. LOST FOREVER !


What are our Time Wasters? :What are our Time Wasters? Personal / Internal Organisational / External


External Time Wasters :External Time Wasters Be aware of ways others or the environment waste your time: Interruptions, especially email Office socializing Too many meetings Unclear goals Unscheduled visitors Poor work environment Trying to get other’s cooperation Bureaucratic “red tape” Others you can think of ____________________


Internal Time Wasters :Internal Time Wasters Be aware of ways in which you waste your own time: 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 ____________________


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


Step 1- Set Priorities :Step 1- Set Priorities Are you unsure about what is important to you? Think about what you would do if you only had one more year to live ! You can’t do everything - Think about what you would like to accomplish ! Think about what regrets you might have for not accomplishing something


Step 2 - Set Goals for each priority :Step 2 - Set Goals for each priority Remember, You can’t do everything ! Personal priority: Spend more time with my family Goal: Spend additional ½ hour with family at dinner Goal: Spend one afternoon every three months with parents


Slide 26:Professional priority: Achieve a promotion Goal: Learn to make powerful presentations using Audio-Visuals in next 3 months Goal: Enroll in IATA Diploma Programme in Marketing by year-end and complete it in 6 months


Slide 27:Your Goals should be …..


Step 3 - Plan for Goal Attainment :Step 3 - Plan for Goal Attainment “Planning is bringing the future into the present so you can do something about it now.” - Alan Lakein, Time Management “Guru” “If you don’t know where you are going, any road will take you there !” - From the book ‘Alice in Wonderland’


Step 4 - Plan to allocate time :Step 4 - Plan to allocate time Visualize the end result : Your Goal Estimate the time required Break the whole into pieces Develop a schedule Check your progress against your time estimate Refine the schedule if needed Anticipate / allow for possible problems


Step 5 - Time Management Tools and techniques :Step 5 - Time Management Tools and techniques Use “To Do” lists for planning Create a time diary to track where your time actually goes Become aware of your external and internal timewasters and avoid them Pulverize paperwork


T.O.S.S. Paperwork / Email :T.O.S.S. Paperwork / Email Trim – Remove yourself from excess email, mail, memo, newsletter, and magazine routings Outsource immediately – Throw it away, pass it on Save – File things you must save immediately. Regularly compress electronic files. 80% of what you keep, you’ll never use again! Start – Do it now. Set aside time daily to handle email and paperwork, then junk it, handle it, answer it, file it as you work through the pile


To Do lists :To Do lists Remember - If you Fail to Plan, you Plan to Fail !


To Do lists :To Do lists A to-do list is a standard tool in time management. It usually is a flat list of tasks that a person needs to complete. To increase the efficiency of the ordinary to-do list, prioritize the tasks in four different categories: Important and Urgent Important but not Urgent Not Important but Urgent Not important and Not urgent


Activity Quadrants – To Do Lists :Activity Quadrants – To Do Lists


Activity Quadrants – Actual :30% 50% 15% 5% Activity Quadrants – Actual


Activity Quadrants – Desirable :20% 5% 0% 75% Activity Quadrants – Desirable


The Quadrants Explained :The Quadrants Explained Effective People – Stay out of Quadrants III & IV because they are not important They shrink Quadrant I down to size by spending more time in Quadrant II People become inefficient, when they focus only on I & III and not on II


The Quadrants Explained :The Quadrants Explained People become non-performers, when they focus on III & IV Working on Quadrant II is the heart of personal time management Being high impact activities, when done regularly would make a tremendous difference in our lives Initially, the time for quadrant II activity must come from Quadrants III & IV


Improving Yourself :Do a SWOT analysis of yourself (with no inhibitions) Identify your : S – Strength W– Weakness O – Opportunity T – Threats Improving Yourself


Slide 41:How do you do a SWOT of yourself? 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 ?


Slide 42:Weaknesses: What could you improve ? What do you do badly ? What should you avoid ? Are you fully qualified for the future opportunities ?


Slide 43:Opportunities: Where are the good opportunities available to you ? What are the interesting trends that you are aware of ? What is your special talent that can get you ahead ? What are you really good at ?


Slide 44:Threats: What obstacles do you face? Are the required specifications for your job changing? Is changing technology threatening your position?


Slide 45:Could any of your weaknesses seriously threaten your job? Is there any threat to you which will force you not to take the “Opportunity” when it comes along? Carrying out a personal SWOT Analysis is an important step in finding life and career direction !


Getting SMART with Time :Chalk out a strategy to overcome your W’s and T’s Constantly work towards improvement. It has to be a daily affair, not to be accumulated for a week and done at the end of the week Put little bit of time apart EVERYDAY for this and you will see the improvement for yourself very fast Getting SMART with Time


Finding That Extra Hour :Early or Late – Get up an hour earlier than usual and / or Go to sleep an hour later than usual. Difficult task, but necessary in today’s world Delegate & Distribute – Another way of gaining little extra time – easier said than done – but needs to be done ruthlessly Finding That Extra Hour


Slide 48:Take Quick Decisions – Do not keep pondering over an issue. A timely decision, even if it is not the best one, would provide far better output than a Wonderful decision taken after the time is past ! Is it my problem ? – Most of us have this habit of getting into matters that do not concern us – mostly because we do not know how to say NO politely. Remember, solving the whole world’s problems is not your job and you will never be able to do it


Slide 49:You can’t win it all – Everyday we undergo continuous struggle and competition. We can’t win all the time Learn to accept failures with modesty and grace No battle is the last battle and No opportunity is the last opportunity


The Biggest Mistake :The Biggest Mistake The Biggest Mistake people can make is try to use each second fully, which is impossible. So, “Don’t try to achieve every goal you want to achieve. Achieve only the goals you need and stay focused on the important things in life.”


Slide 51:And don’t forget to make time for your long-term Goals ! “Time = Life, Therefore, waste your time and waste your life, or master your time and master your life.” - Alan Lakein


Slide 52:THANK YOU …. FOR YOUR TIME !