how to do time management

One Good Thief is Worth Ten Good Scholars

Time Management

BY: Gurukul Learning Centre

WHAT IS TIME MANAGEMENT?

Time management is the act or process of planning and exercising conscious control over

the amount of time spent on specific activities, especially to increase effectiveness, efficiency or

productivity..

WHY TIME MANAGEMENT IS IMPORTANT

BAD TIME MANAGEMENT = STRESS

T I M E I S S C A R E A N D VA L U A B L E

WHERE WE WASTE OUR TIME

P R I O R I T I Z A TI O N

C A N ’ T F I N D T H I N G S

RESCHEDULE THE APPOINTMENT

VOLUNTEER TO DO OTHERS WORK

U N A B L E TO C O N C E N T R AT E

“If you can dream it, you can do it”-Walt Disney

DISNEYLAND WAS BUILT IN……

DAYS, FROM GROUND-BREAKING TO FIRST DAY OPEN

TO THE PUBLIC.

366

HOW WE CAN DO TIME MANAGEMENT

Goals

•Why am I doing this?

•What is the goal?

•Why will I succeed?

•What happens if I choose not to do it?

, Priorities , and Planning

HOW TO DO PLANNING

• Failing to plan is planning to fail

• Plan Each Day, Each Week, Each Month

• You can always change your plan, but only when you have one!

Being successful doesn’t make you manage your time well. Managing

your time well makes you successful.–Anonymous

PAPERWORK

•Clutter is death.

•Focus on one thing at a time

•A good file system is essential

•Touch each piece of paper once

•Touch each piece of email once; your inbox is not your TO-

DO list.

12

Speaker phone:

hands are free to

do something

else; stress

reduction when

I’m on hold.

TELEPHONE

• Keep calls short; stand during call

• Start by announcing goals for the call

• Have something in view that you’re waiting to get to next

MEETINGS

• Average executive spend 40% of time in meetings

• Prepare an agenda

• 1 minute minutes

TO DO LIST

USE OF OUTLOOK CALENDAR

USE OF STICKY NOTES AND NOTE PAD

MAKE DEDICATED BLOGS

Create a

compartment

for every

important

work/

assignment

READING PILE

• Only read something if you’ll be fired for not reading it.

• Note that this refers to periodicals and routine reading, which is different than a research dig.

TIME LOG

PREPARE TIME LOG

IF POSSIBLE

HOW TO ACHIEVE

•Scheduling Yourself

•We don’t find time for important things, we make it

•Everything we do is an opportunity cost

•Learn to say “No”

DELEGATION

• Communication Must Be Clear: “Get it in writing”

• Give objectives, not procedures

• Tell the relative importance of this task

HOW TO TACKLE INTERRUPTIONS

• 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour

• One must reduce frequency and length of interruptions.

STATISTICALLY

Procrastination is the thief of time- Edward Young

AVOIDING PROCRASTINATION

Doing things at the last minute is much more expensive than just before the last minute

Deadlines are really important: establish them yourself!

TOOLS TO MANAGE YOUR TIME EFFECTIVELY

THE FOUR-QUADRANT TO DO LIST

1 2

3 4

Important

Not Important

Due Soon Not Due Soon

Whenever you find yourself

with some free time, do a small

part of a larger task.

T H E S W I S S C H E E S E A P P R O A C H

Tasks that are perceived

as being urgent

and important

ABC ANALYSIS

A B C

Tasks that are important

but not urgent

Tasks that are neither

urgent nor important

PARETO ANALYSIS

POSEC METHOD

POSEC METHOD

PRIORITIZE ORGANIZE STREAMLINE ECONOMIZE CONTRIBUTE

Your time Things youhave to

accomplish

Things you maynot like to do

Things youshould do, not

Pressinglyurgent

By payingattentionto the fewRemaining

things(family and finances)

(work and chores)

(pastimes and socializing)

(social obligations)

TIME MANAGEMENT SYSTEMS

G T D BY DAVID

ALLEN

POMODORO

BY FRANCESCO

CIRILLO

T R I S K E L I O NB Y G A M E L E A R N

SEVEN HABITS OF HIGHLY EFFECTIVE PEOPLE

• BE PROACTIVE:

• BEGIN WITH THE END IN MIND:

• PUT FIRST THINGS FIRST:

• THINK WIN/WIN:

• SEEK FIRST TO BE UNDERSTANDING, THEN TO BE UNDERSTOOD

• SYNERGIZE:

• SHARPEN THE SAW:

SOFTWARE/APPLICATIONS FOR TIME MANAGEMENT

• Colour notes

• To do list

• Evernote

• Outlook

• Gmail calendar

• Wonderlist

• Reminder application

• prioritization

Work smarter, not harder.”- Alan Lakein

THANK YOU

Created by:Gurukul Learning Centre , NagpurContact : 7507510752 , 9665027247